Employee Excellence Program -EEP- Civil Service Non-Exempt

Name:
Banner ID:
Classification:
Department:
Position No.:
Appraisal Reason:
Period

Covered:

From

To

INTRODUCTION

The Employee Excellence Program (EEP) is an ongoing process designed to clarify employee job roles and expectations, to enhance supervisors/employee communication, to foster employee job effectiveness, to encourage employee development, and to provide a basis for human resource decisions. The purpose of this form is to provide a framework for the EEP process and to create a record of EEP discussions. A thorough presentation of the program is provided in the EEP Supervisor’s Guide, which is available in all departments. Please review the guide and this form in their entirety before you begin the EEP process.

EEP CYCLE

The EEP cycle covers a period of one year and consists of three distinct phases emphasizing that performance planning, feedback and evaluation are ongoing processes which occur throughout the year.

Phase I - Performance Planning

At the beginning of the performance period, the supervisor and employee come to a mutual understanding of responsibilities, priorities, and development plans, and complete relevant parts of Section I, II, and V.

Phase II - Performance Tracking and Interim Feedback

During the performance period, the supervisor informally gives the employee feedback on performance to ensure that there are no surprises at the end of performance period.

Phase III - Performance appraisal and Next Year Planning

At end of performance period, the supervisor completes a draft of the EEP form and meets with the employee to discuss it, making any appropriate changes. At the same meeting or one soon thereafter, the supervisor and employee complete performance and development planning for the next performance period.

MISCELLANEOUS INFORMATION

- Add pages if more writing space is needed.

After completing the form, including all signatures indicated, make a copy for the employee and return the original to the Office of Human Resources, Campus Box 1040.

-	See the EEP Supervisor’s Guide for a description of required follow-up activity in cases of Unsatisfactory or Development Needed ratings.

-	Supervisors are responsible for implementing the EEP process, including the timely completion of performance reviews.

PERFORMANCE EVALUATION RATING SCALE:

5	Excellent	Performance consistently exceeds expected levels. A high degree of proficiency is shown in nearly	all aspect of performance.

4	Meritorious	Performance frequently exceeds expected levels. A high degree of proficiency is shown in certain	aspects of performance, i.e., takes initiative, enthusiastic, willing to learn and attends professional	development activities as appropriate.

3	Satisfactory	Performance is consistently at expected levels. Meets job requirements, i.e., punctuality,	dependability, efficiency.

2	Development	Some performance deficiencies exist. Performance Improvement Plan is to be established and	Needed	improvement is required.

1	Unsatisfactory	Performance is consistently below acceptable levels. Performance improvement Plan is to be	established and immediate improvement is required.

4/08
Section I - Primary Duties

At the beginning of the performance cycle, meet with the employee and discuss and list the employee’s five to eight primary duties. These duties may be obtained from the employee’s position description. Indicate duties of particular importance by marking an asterisk (*) in the “Priority” column. At the conclusion of the cycle, rate the employee’s performance on each of these duties using the rating scale described on the cover. Use the “Comments” section to elaborate on these ratings. Comments are required for all ratings.

Job Purpose: Write a statement about the overall job purpose.

DUTY
PRIORITY
RATING
COMMENTS
1.

2.

3.

4.

5.

6.

7.

8.

Phase I

Employee Signature:
Date:
Supervisor Signature:
Date:

SECTION II – GENERAL PERFORMANCE FACTORS

This section is used to evaluate performance on general job factors that are important in non-exempt position. At the planning stage, indicate factors of particular importance by marking an asterisk (*) in the “Priority” column.

At the end of the cycle, rate the employee’s performance using the rating scale on the cover. The statements listed here reflect “Satisfactory” performance. However, an individual may exceed or fall below expectations on any factor. Write N/A in the “Rating” column if you are unable to rate that factor because of lack of information, or if the factor is not applicable for this employee.

The “Comments” section should be used to set guidelines for future performance, and to comment on performance over the next performance cycle. Comments are required.

PRIORITY

JOB KNOWLEDGE	RATING
COMMENTS
Possesses knowledge and skills necessary to perform job
Keeps current with changes in the job

Understands job requirements and department functions

QUALITY OF WORK	RATING
COMMENTS
Is accurate and thorough
Maintains work quality while under pressure

Makes consistent effort to listen, understand and satisfy client/user needs

Follows policies, procedures, regulations and protocol

PRODUCTIVITY	RATING
COMMENTS
Completes appropriate amount of work
Manages time effectively
Balances multiple job responsibilities
Organizes work effectively

DEPENDABILITY	RATING
COMMENTS
Completes work on time
Works independently; requires minimal supervision
Reports to work on time
Utilizes rest breaks per policy
Has infrequent unscheduled absences
Reports absences in accordance with policy

Uses equipment properly; avoids creating safety hazards

COMMUNICATIONS	RATING
COMMENTS

Communicates clearly, concisely, and with correct grammar

Shows tact, sensitivity, and diplomacy in dealing with others

Listens effectively to understand work and others’ views

Keeps appropriate people informed of work matters on a timely basis

Displays sensitivity to ethnic and gender issues in communications

SECTION II - GENERAL PERFORMANCE FACTORS - continued

INITIATIVE/PROBLEM SOLVING	RATING
COMMENTS

Identifies creative approaches to work and solving problems (e.g., cost savings, more efficient methods)

Takes on additional tasks when job demands it
Recognizes need for action and reacts appropriately

Adapts well to change (e.g., schedules, procedures, priorities

Functions effectively with some uncertainty in environment

Identifies potential problems, analyzes them, formulates alternative solutions or ways to prevent them

JUDGMENT	RATING
COMMENTS
Takes appropriate risks
Displays objectivity in assessing situation

Considers appropriate information and makes sound decisions

Knows when to refer matters to supervisor

INTERPERSONAL RELATIONSHIPS/TEAMWORK	RATING
COMMENTS
Sustains positive work relationships with others
Responds positively to constructive suggestions
Resolves conflict with others directly, constructively
Contributes effectively to team assignments
Provides assistance and support to others
Coordinates efforts with others
Supports department objectives

OTHER
RATING
COMMENTS

SECTION III - OTHER MAJOR ACCOMPLISHMENTS

List significant accomplishments or strong aspects of performance which have NOT been indicated in Sections I & II (i.e. objectives achieved, how the work was carried out, special circumstances or unanticipated events that affected performance). Add additional pages as needed.

SECTION IV - OVERALL EVALUATION

Consider the ratings assigned, i.e., each section and select a rating that describes the employee’s overall performance in relation to standards, not based on an individual’s abilities. THE OVERALL EVALUATION IS NOT AN AVERAGE. Greater consideration should be given to those areas that are most important to the job, and any priority areas defined during Phase I of the cycle. When making this rating, refer to the rating definitions shown on the cover.

5 Excellent 4 Meritorious 3 Satisfactory 2 Development Needed* 1 Unsatisfactory*

* Performance Improvement Plan to be developed - see EEP Supervisor Guide

SECTION V - EMPLOYEE DEVELOPMENT PLAN

This non-rated section is designed for the mutual benefit of the employee and the University. This development plan can be used to: (1) enhance the employee’s performance in the current job, or (2) increase his/her potential for advancement to more senior positions within the department or the University. Development activities might include training, courses, skill building, new assignments or arranging for needed support. Required development should be addressed in Section I or Section II or in a separate Performance Improvement Plan (see EEP supervisor’s Guide). Add additional pages as needed.

DEVELOPMENT OBJECTIVE	WHO’S RESPONSIBLE	WHEN

SECTION VI - EMPLOYEE COMMENTS

The employee has the option of listing comments here. Any aspects of the appraisal process (e.g., the content of this form, the supervisor’s role in planning and appraisal), his/her development progress, suggestions for enhancing department operations, or other job matters can be included.

The primary duties, performance areas, development plans, and evaluation have been discussed with me; my signature does not necessarily indicate agreement.

Employee’s Signature:
Date:

SECTION VII - SUPERVISOR’S COMMENTS

Supervisor's Signature/Title:
Date:

Department Administrator:
Date:

After the above signatures and comments are completed, make a final copy for the employee and department file.

The original review should be sent to the Office of Human Resources, Campus Box 1040.

EMPLOYEE EXCELLENCE PROGRAM

OPTIONAL EMPLOYEE COMMENTS

As an employee you have the option of completing this worksheet to formally share with your supervisor information which you consider important to your evaluation. The completed worksheet can be given to your supervisor prior to or during the evaluation meeting.

Name:	Date:
Title:	Department:

1.	List what you believe were the key elements of your job during the past year. Describe any change from your responsibilities itemized in Part I of the Employee Excellence Program form.

2.	List special contributions you feel you have made to your department during the last appraisal period.

3.	List any notable obstacles you encountered in accomplishing your job responsibilities during the appraisal period.

4.	What areas do you need (want) to develop in the next year? What are your plans to achieve these goals?

5.	Add any additional information you wish to have considered in your appraisal.

Employee Signature:
Date:

Supervisor Signature:
Date:

PERFORMANCE IMPROVEMENT PLAN

This form documents a plan for required performance improvement (when an employee’s overall performance rating is less than satisfactory).

Employee Name:	Title:
Department:	Last Evaluation Date:

Summary of performance or behavior(s) to be changed:

What is to be done by the employee?

What is to be done by the supervisor? (i.e. support training etc.)

Date(s) improvement to be achieved:

Date(s) of follow-up discussions:

FOLLOW-UP REVIEW: (to be completed within 90 days of evaluation date)

Employee has achieved the required improvement described above: the new overall rating is:

Excellent Meritorious Satisfactory Development Needed* Unsatisfactory*

Employee has not achieved the required improvement described above. Describe how the plan has not been met:

Note: If the plan has not been met, contact the Office of Human Resources for direction on the appropriate action to be taken.

SIGNATURES:

Plan Establishment	Employee Signature:
Date:
Supervisor Signature:
Date:
Follow-up Review	Employee Signature:
Date:
Supervisor Signature:
Date:

Distribution: After follow-up review original should be sent to Office of Human Resources, Campus Box 1040, copy to

Employee

Southern Illinois University at Edwardville

OIT

2011-06-29

Joyree Chura

SIUE