Performance Evaluations

Guidelines for Completing a Performance Evaluation

Bennington’s performance evaluation process is an ongoing activity between a staff member and his/her supervisor. It is designed to be more than a single annual meeting in which performance is evaluated. Rather, it is a year long process that involves both the supervisor and staff member’s active and full participation in the development of goals, review of progress (including identification of challenges, successes, and opportunities), development needs and career plans. The employee should be counseled on his/her performance all throughout the year, so there are generally no surprises at this meeting. The following guidelines have been developed to assist you with completing staff performance evaluations.

To Consider

  • Recognize the fact that the employee may be nervous about getting feedback. Work to ensure the meeting feels comfortable and non-threatening.

  • The evaluation should be reflective of the whole years’ performance, not just a quick snapshot of oneincident or a smaller time period. We recommend that you track information year-round to assist you with this process and to help you identify key areas of development.

  • Be candid and honest. Give constructive, accurate examples of the employee’s work. It is important to remember that failure to accurately document an employee’s performance can lead to ongoing problems.  We all have strengths and areas that we need to further develop; the employees under your supervision need to know how you feel about their job performance.

  • Be cautious when filling out quantitative evaluations. When checking off boxes, don’t do so arbitrarily – give thoughtful consideration of the employee’s performance.

  • The evaluation process should be as consistent as possible.

Preparation

  • If the performance evaluation contains critical or serious performance concerns, consult with your department director and Human Resources in advance of the evaluation meeting to formulate a plan for discussion and to develop a performance improvement plan.

  • Review the draft performance evaluation with the next level supervisor. Both the direct supervisor and the next level supervisor should sign the original performance evaluation form.

  • Schedule a specific date and time for the meeting. Set aside a reasonable amount of time to meet with your employee. Schedule a meeting location that is private and free from distractions/interruptions.  

  • Ask the employee to prepare for the meeting by completing the Preparation for Evaluation Worksheet and returning it to you in advance of the scheduled meeting.

Completing the Evaluation

  • Explain the purpose of the meeting. If you had contacted Human Resources with concerns about the employee, let Human Resources know when the meeting will be taking place so that they can, if necessary, provide support to you and the employee.

  • Both the supervisor and the employee should be allowed plenty of time to talk. The meeting format/structure can be handled in many ways – use a format that is comfortable for you and the employee. What follows is an example of how you might consider conducting this meeting:

    • Allow the employee an opportunity to talk about his/her performance. Listen! Talk to the employee about how s/he feels about their work performance and ask the employee to talk specifically about areas in which the employee feels s/he is doing well. Review the employee’s Preparation for Evaluation Worksheet. Affirm where the employee’s examples are accurate and as needed, ask the employee for examples of work to clarify. Add in areas of positive performance that were not cited by the employee. Provide examples or comments that are reflective of the employee’s typical level of performance.

    • Ask the employee to reflect on work that is challenging and/or needs improvement.  Review the employee’s Preparation for Evaluation Worksheet. Affirm where the employee’s examples are accurate and as needed, ask the employee for examples to clarify. Add in areas of performance that are concerning and/or need improvement (and that were not cited by the employee.) Clearly indicate the type of improvements that are required/necessary and indicate a defined timeframe for completion. Counsel the employee on how to improve performance. With the employee, formulate a plan and identify areas for growth. Provide examples or comments that are reflective of the employee’s typical level of performance.

    • Discuss the employee’s job description. Review new position responsibilities and changed position responsibilities.

    • Ask the employee to talk about his/her professional and personal goals. Encourage the employee to comment on each evaluation section and write comments in the respective areas.

    • The employee will appreciate the recognition you may provide on unusual strengths orskills and the guidance you offer on areas that need improvement. Through the course of your conversation, the employee may have constructive and helpful suggestions as well.  

  • When completing the evaluation, it is best to provide specific examples of things that the employee needs to do to improve performance, or to note specific situations where an employee performed at/above expectations.

  • Review goals for next year and attach timeframe for completion.  When crafting goals keep in mind (or confirm with your supervisor) the strategic objectives of your department and how this employee will support them, the strengths and development opportunities for the individual, the interests of the individual, areas of the College which need additional support.  Goals should be SMART (Specific, Measurable, Attainable, Realistic, Time-Bound) and employees should confirm that they understand and can accomplish the goals.  

  • Have the employee sign the evaluation form. If the employee elects not to sign, indicate on the form that the employee declined to sign. Signing the form doesn’t necessarily indicate agreement with the content of the evaluation.

  • Forward the original performance evaluation form to Human Resources for placement in the employee’s personnel file.

Post-Evaluation Follow-Up

  • Schedule a follow-up meeting with the employee to review progress in those areas outlined in the evaluation as needing improvement.

  • Continue to meet with the employee throughout the year to talk about the employee’s work performance and discuss progress on meeting goals.  As needed, re-establish or modify goals throughout the year.

  • Schedule the next performance evaluation meeting.

 

 

If you have questions or would like additional guidance on the performance evaluation process, please contact Human Resources at hroffice@bennington.edu or extension 4423.