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Employee Performance Evaluations

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Employee Performance Evaluations are a crucial component of human resources records management. As this whole process is meant to be about ongoing, clear communication and documentation it follows that all employees should know exactly how they are performing at all times.

This ongoing evaluation and feedback culminates in the annual performance evaluation. This should never be the 'first' time an employee learns how their performance is being evaluated.

ANNUAL PERFORMANCE EVALUATION – PROCEDURES

What is an Annual Performance Evaluation?

The purpose of this evaluation is to give employees accurate, formal feedback about the effectiveness of their ministry/work. The objective is to assist personal and professional growth. Performance evaluation of an employee is much more than an annual exercise. Supervisors should meet frequently with their employees over the year to provide feedback, instruction and evaluation. Therefore, annual evaluations should never contain “surprises.”

Benefits of an Annual Performance Evaluation

Review and reach agreement on the employee’s performance and effectiveness during the past 12 months, in the light of his/her goals established a year earlier.

Reach agreement in his/her goals for the coming year, based on the strategic objectives and goals of the organization, parish or department.

Determine the employee’s immediate and longer-term training and development needs.

Provide the employee an opportunity to address concerns.

Provide the employee an opportunity to discuss the organization, parish or department’s plans.

Use these forms which are included:

Evaluation Guidelines

Employee & Supervisor Comments

Assessor’s Comments

Prepare for the Annual Performance Evaluation Meeting

Review the employee’s key goals for the past year, and the job description.

Meet with the employee and agree on 3 to 5 people (if applicable) to also evaluate the employee (other staff, committee or board members, wardens, etc.).

Send each assessor a copy of the Evaluation Guidelines and Assessor’s Comments.

Complete Employee & Supervisor Comments. Make brief additional notes on another page on performance achievements during the last year.

Set a time in about 2 weeks for the Meeting.

Collect and review the Assessor’s Comments.

Conduct the Annual Performance Evaluation Meeting

NOTE: Together, you and the employee will complete another copy of Employee & Supervisor Comments.

Begin with the employee’s self-assessment of the last year including:

Achievements

Relationships with others – staff, parishioners, Committees, outsiders, etc.

Support for various officers, Board members, Committees, etc. (review the appraisers comments)

Understanding of the strategic objectives of the organization/department/ parish

Performance “above and beyond.”

Offer your comments.

Reflect on what was said by the employee. Does he/ she have a good perspective of the performance issues?

Review the achievements of last year’s goals.

Obtain the employee’s input about the organization/ department/ parish’s plans.

Agree on the employee’s key goals for the coming year.

Agree on training and development needs, as appropriate.

Agree on follow-up issues, e.g. revising position description if appropriate, researching and implementing training or development plans, dealing with any concerns of the staff member, etc.

Employee and supervisor sign the Employee & Supervisor Comments.

Place a copy of the Employee & Supervisor Comments in the employee’s personnel file.

ANNUAL PERFORMANCE EVALUATION: POINTERS

A Simple Altar

The objective of the performance evaluation is to assist personal and professional growth. As an assessor, your comments should be objective and constructive. Therefore please keep in mind that:

You must only comment on that which you have observed or directly experienced.

For the health and well being of the employee, their family and the parish/ organization, be realistic about what could and should be accomplished.

Treat the employee as an individual. Do not compare him/ her with the previous employee, or any other employee.

An evaluation should assess performance, ability and competence only. Personal, unsubstantiated and unsupported feelings ought not to enter this process.

COMMON ERRORS:

Stereotyping

Attempting to rate an individual positively or negatively based on physical and personal characteristics unrelated to the person’s performance.

Halo and Horn Effect

Resist the tendency to rate the individual as good or bad based on one trait or comment. Remember that people are complicated, never wholly good or bad.

Central Tendency

Occurs when assessors do not want to be negative or positive but instead tend to rate all people in the middle. The error in this bias is that it can result in inaccurate assessments.

Excessive Strictness or Leniency

Tendency of some assessors to rate either leniently or strictly. It is best to have clear expectations, which are then realistically evaluated.

Projection

Transferring one’s own feelings of awkwardness or contentment on the person being assessed.

Comparison Error

Rating based on how they compare with others rather than on their own merits. A very effective person may rate less only because he/she is being compared to an outstanding person.

Logical Error

Assessors judge one trait assuming that it is related to another. For example, someone with quick reactions may be judged as highly intelligent although speed of reaction is not an accurate gauge of intelligence.

PERFORMANCE EVALUATION FORM

Fr. Philip and Amma Charlene Prepare the Font for a Baptism

PERFORMANCE EVALUATION FORM

PART 1

EMPLOYEE SUPERVISOR ’ S COMMENTS

NOTE: Both the Employee and Supervisor complete this prior to the meeting. Employee's Name_____________________________________

Length of Time in Position _______________

Position Title________________________________________

Date of Last Review _____________________

Department ________________________________________

Employee’s Goals for the Past Year

List the goals that were set last year and describe how they were to be achieved. _______________________________________________________________________________________________________________________________________________________________________________________________________________ _______________________________________________________________________________________________________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________________________

Employee’s Performance Achievements in the Past Year and To what degree were these key goals met? ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________

What were the performance highlights in fulfilling the goals? What was accomplished “above and beyond”? _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

What stood in the way of the key goals being fully achieved? _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Review of the Job Description/ Competencies

Where does the employee show competency? __________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Where is the employee challenged to perform better? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

How does the job description need to be modified? _______________________________________________________________________________________________________________________________________________________________________________________________________________ _______________________________________________________________________________________________________________________________________________________________________________________________________________

Employee’s Comments. ONLY the Employee answers this.

Do you have any suggestions which will help the department/ organization/ parish operate more effectively? __________________________________________________________________________________________________________________________________________ _______________________________________________________________________________________________________________________________________________________________________________________________________________ _______________________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________

Employee’s Goals for the Coming Year

After considering last year’s goals and overall performance, list 3 to 5 key goals for this year that will assist in the implementation of the department/ organization’s business plan. _______________________________________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Employee’s Training and Development

In what areas will training and development be required? __________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________ _______________________________________________________________________________________________________________________________________________________________________________________________________________

Performance Evaluation Form Part 2

PERFORMANCE EVALUATION FORM PART 2

ASSESSOR ’S COMMENTS

This form is to be completed by individuals (selected by the employee and supervisor) with whom the employee has worked during the past year.

Supervisors: please fill out Question 1 below and attach the employee’s job description and assessor’s pointers before you send out this form. Job review questionnaire for ___________________________________________________________________

Name of Appraiser: ________________________________

Position _________________________________

Please share my comments with the employee.

Please do not share my comments with the employee, and treat my comments as confidential information.

Employee’s Goals for the Past Year Please consider these goals in light of the other questions. ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________

In what ways have you worked with the employee?

__________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________

How has the employee’s ministry/ work supported your work? __________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

How has the employee’s ministry/ work supported the ministry/ work of the department/ parish? _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _______________________________________________________________________________________________________________________________________________________________________________________________________________

How has the employee’s ministry/ work supported the overall organization/ church structure? __________________________________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Where is the employee challenged to perform better? _______________________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________

What is your overall impression of the employee’s ministry/ work? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

In what areas do you believe that training and development is required? ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Please make any additional comments on the reverse.

Kindly return your comments to us on or before: ________________________________________

Critical Injury Report Form

Critical Injury Report Form

PARISH NAME ADDRESS CITY (Province) POSTAL CODE

Date ___________________

(Province) Ministry of Labour Facsimile Division Name _______________________________ Fax Number_______________________

Industrial Health and Safety Branch Attention: Director Re.

Report of Injury per Section 52 of the Occupational Health and Safety Act

Dear Sir/Madam: I am writing to advise you of an injury, which was sustained by a worker on (Date). This report is provided per Section 52 of the Occupational Health and Safety Act. As a consequence of the accident described below, the worker, (Name of Employee) of (Parish Name), suffered an Injury.

(Name of Employee) is employed by (Parish Name) on a (Full or Part-time) basis to perform (Type of Work) at the Church premises, (Address).

The accident occurred (Location of Incident). Approximately (Time) on (Date), (Name of Employee) (Description of How the Incident Occurred).

We treated the injury (Method of Treatment).

Examination by (Doctor’s Name) (tel. ___-____) conducted (Date) revealed that (Name of Employee) has suffered a (Diagnosis). He/ She has been advised by (Doctor’s Name) to (Recommendation).

(Name of Employee) reported the accident immediately to (Name of Staff Member) and (Actions Taken) by the (Parish) to Obtain the Details of the Accident.

Description of Object(S) that were Involved in the Incident. i.e. What Condition were they in, Where are they Located, What Conditions Precipitated the Incident. Actions Taken to Prevent Further Incidents and/ or Findings of Investigation into the Incident. We trust that this information meets your requirements. For further information, please contact (Cleric’s Name) at (Phone Number).

Yours truly,

(Warden’s Name) People’s/ Rector’s Warden

c.c. Injured Worker Cleric Warden

Employee Performance Evaluations

ANNUAL PERFORMANCE EVALUATION: POINTERS

PERFORMANCE EVALUATION FORM

Performance Evaluation Form Part 2

Critical Injury Report Form

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