STATE OF SOUTH CAROLINA EMPLOYEE PERFORMANCE MANAGEMENT SYSTEM
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1 STATE OF SOUTH CAROLINA EMPLOYEE PERFORMANCE MANAGEMENT SYSTEM Name Social Security No. Agency Department Position Classification Date Assigned to Current Position Performance Review From To PLANNING STAGE ACKNOWLEDGMENT Rating Officer Date Reviewed by Date Employee Date (Signature of the employee indicates the Planning Stage and Position Description were reviewed with the employee.) EVALUATION STAGE ACKNOWLEDGMENT Rating Officer Date Reviewed by Date Reviewing Officer Comments Employee Date (My signature indicates that I was given the opportunity to discuss the official performance review with my supervisor - not that I necessarily agree.) Employee Comments
2 Instructions The Planning Stage Job Functions - The supervisor, utilizing suggestions from the employee, shall select job duties from the employee's most recent position description and develop success criteria for each duty. Objectives - This section allows the supervisor to include any additional special projects or program assignments that are not on the position description but that are assigned to the employee during the rating period. Objectives are optional, but if used, success criteria are required for each objective. Performance Characteristics - Performance characteristics and their definitions should be directly related to the employee's job and may be selected by the supervisor and the employee from a list developed by the Office of Human Resources. All management and supervisory employees are required to be reviewed on "promoting equal opportunity." The supervisor should meet with the employee to discuss the position description and how it relates to the job functions and objectives for the upcoming year. After this discussion, the supervisor shall complete the planning stage of the document. Prior to discussing the completed planning stage with the employee, the supervisor will present the final document to the reviewing officer for signature. The supervisor will then meet with the employee to review the final plans for the year and obtain the employee's signature. The completed planning document should be maintained by the agency to be used as the evaluation document at the end of the review period. The Evaluation Stage The supervisor will complete the evaluation document based on the employee's performance for the entire year. Using the four levels of performance outlined below, job functions and objectives shall be rated on how well the employee has met the success criteria as outlined in the planning stage. Performance characteristics will be rated "acceptable" or "unacceptable" based on the definitions which were communicated to the employee in the planning stage. The characteristics shall be used as a communication tool and shall not be weighted in the determination of the overall performance rating. Once the supervisor has completed the evaluation document, it will be presented to the reviewing officer for signature. The supervisor will then schedule a meeting with the employee to discuss his/her performance and to obtain the employee's signature on the evaluation document. The evaluation must be completed prior to the review date to be timely. Four Levels of Performance (To rate job functions, objectives and overall performance) Meets Performance Requirements - Work that meets the success criteria for the job. Exceeds Performance Requirements - Work that is above the success criteria for the job throughout the rating period. Substantially Exceeds Performance Requirements - Work that is characterized by exemplary accomplishments throughout the rating period; performance that is considerably and consistently above the success criteria of the job. Below Performance Requirements - Work that fails to meet the success criteria of the job. (Performance characteristics will not be rated with the four levels of performance. They should be rated as "acceptable" or "unacceptable.")
3 AGENCY/WORK UNIT MISSION STATEMENT (Optional) JOB FUNCTIONS Performance Level 1. Job Function (Job Duty/Success Criteria): 2. Job Function (Job Duty/Success Criteria): 3. Job Function (Job Duty/Success Criteria): 4. Job Function (Job Duty/Success Criteria):
4 5. Job Function (Job Duty/Success Criteria): 6. Job Function (Job Duty/Success Criteria): 7. Job Function (Job Duty/Success Criteria): 8. Job Function (Job Duty/Success Criteria): ACTUAL PERFORMANCE
5 OBJECTIVES (Optional) Performance Level 1. Objective (Include Success Criteria): 2. Objective (Include Success Criteria): 3. Objective (Include Success Criteria): ACTUAL PERFORMANCE
6 PERFORMANCE CHARACTERISTICS Acceptable/ Unacceptable 1. Characteristic: Promoting Equal Opportunity Definition: Includes meeting the Board s affirmative action goals in such areas as hiring and placement; level of personal and organizational commitment to equal opportunity. 2. Characteristic: 3. Characteristic: Definition: SUMMARY AND IMPROVEMENT PLAN Identify the employee s major accomplishments, areas needing improvement, and steps to improve present and future performance. APPRAISAL RESULTS Substantially Exceeds Exceeds Meets Below
7 S.C. Budget and Control Board WEIGHTED SYSTEM In order to reduce subjectivity in the evaluation a numerical value can be assigned to each level of performance. The supervisor and the employee will determine a weight for each individual job duty and objective. Performance characteristics will not be given a numerical score, but will be given a rating of acceptable or unacceptable. Substantially Exceeds Performance Requirements (SE) - 4 Range to 3.5 or above Exceeds Performance Requirements (E) to 2.5 Meets Performance Requirements (M) to 1.5 Below Performance Requirements (B) and below Acceptable (A) Unacceptable (UA) Model System - Example Weight Factor Rating Numerical Score 4 Duties 30 E 30 x 3 = M 20 x 2 = E 25 x 3 = M 10 x 2 = 20 2 Objectives 10 SE 10 x 4 = 40 5 M 5 x 2 = 10 TOTAL Characteristics A A A Divide the total numerical score, 275 by the total weight factor, 100, and you get 2.75, which will give the employee an overall performance appraisal rating of Exceeds Performance Requirements.
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