Policy
It is the policy of the Department of Natural Resources that all employees will be evaluated on their performance upon hire, promotion and annually pursuant to OAC, ORC and applicable collective bargaining agreement.
Purpose of Performance Reviews
The purpose of performance reviews is to work toward attainment of agency mission, goals and objectives. It informs the employee of his/her strengths, weaknesses and progress. It improves performance and productivity. It strengthens work relationships and improves communications. It also develops the employee’s skills and allows the supervisor to recognize the employee’s accomplishments and good work.
Procedures for Completing Performance Reviews
The Division’s Personnel Representative, will submit to each division/office a list of employees whose evaluations will soon be due. The supervisor is to evaluate the employee on the appropriate form within the established time limitations. All categories on the form must be completed. Across the top of the form are the categories titled: Name, Employee ID, Agency, Division, Position Number, Review Deadline, Rating Period, Classification, and Type of Review. These sections must be completed by the divisions/offices.
If the employee has changed supervisors within one (1) month prior to the due date of the annual performance review, the new supervisor is to consult with the previous supervisor and complete a joint performance review. If the previous supervisor is not available, consultation with another person knowledgeable of the employee’s past performance should be made. If an employee has been transferred to another work site within the department, a performance review must still be completed. If the form has been sent to the old work site, let the new division/office know that the performance review is due, and advise the Office of Human Resources of the correct office location.
All categories included on the form must be evaluated, each category should be considered separately from the others. Therefore, an employee could be rated high in job knowledge and low in cooperation. Employees are to be rated based on their expected performance at the time they are rated. A new employee should not be expected to perform with the same quality and quantity of work as an employee who has been on the job for years. Comparisons between employees should not be made.
Rater Instructions
a. Schedule the performance review conference at least two (2) days in advance. Provide the employee with a copy of their current position description and their last performance review. Encourage the employee to review these prior to the conference.
b. Review the position description and the last performance review form. Consider the following:
- Work product files
- Written observation of job performance
- Significant job related incidents
- Job related observations of others who work closely with the employee including appropriate supervisors or managers
- Goals and objectives as they relate to the employee’s responsibilities
c. Hold the performance review conference. Provide strict privacy. Always put the employee at ease and encourage the employee’s input in the discussion of performance. Review each performance dimension. Recognize their good work. Make suggestions as needed for improving performance. Ask if there are any areas where help is needed to improve performance, and discuss individual and work unit expectations for the next rating period.
d. Complete the performance review form after the employee leaves the conference. After completion, review all supplied information on the form (Name, Date, Classification, etc.) for accuracy. Provide written rater comments for each performance dimension. The comments are work-related statements that are required to justify each rating.
e. For exempt employees, complete the performance action plan for the next rating period. Completion of the action plan for all dimensions is critical to establish individual performance expectations. Where the employee receives a rating of "Does Not Meet" or "Partially Meets", it is mandatory that remarks be included on the performance action plan which indicates how the employee can reach an acceptable level of performance. Where the employee receives a rating of "Exceeds" or "Far Exceeds", it should be accompanied by statements showing how an employee’s performance is beyond expectations. Complete the performance review summary. Enter totals for each dimension. Then add to obtain a grand total.
f. Forward the form to the reviewer (rater’s supervisor).
g. The reviewer ensures that the rater has complied with all of the above instructions. Incomplete forms should be returned to the rater. Review the form, add comments and sign/date the performance review summary. Forward the form to the Office of Human Resources.
h. The Appointing Authority reviews, signs/dates the performance review summary and returns the form to the division/office Personnel Officer for return to the rater.
i. The rater obtains the employee’s signature and comments on the performance review summary. The employee’s signature merely indicates an acknowledgment that the employee has received a copy of the performance review. It does not indicate agreement with its contents. A statement of the employee’s objection to the performance review or comment may be attached and put in the personnel file. If the employee refuses to sign, the supervisor and one other exempt employee must witness the form. If requested by the employee, another conference can be scheduled.
Time Limits for Completion of Performance Reviews
In order to be considered timely, all annual performance reviews must be completed within thirty (30) days of the date the review is due. The employee must sign within thirty (30) days and must be the last person to sign the form.
Mid-probationary performance reviews and final probationary performance reviews must be completed within ten (10) days after the due date. Mid-probationary performance reviews must be completed on the employee before the employee can be removed or reduced. An employee cannot be removed or reduced from probation after the probationary period has been completed. Therefore, if a probationary removal or reduction is expected, the division/office must complete the final probationary performance review and contact the Office of Human Resources at least three (3) weeks prior to completion of the employee’s probationary period. For tracking purposes only, probationary performance reviews will be considered timely if completed within thirty (30) days.
No exception to these time limits can be given.
Special performance reviews may be completed on an employee at any time. The primary purpose of a special performance review is to provide a current rating when some particular action takes place with the employee (i.e., promotion, transfer to another agency or division, resignation, retirement).
Performance Review Appeal Procedure for Exempt Employees
The internal review/appeal procedure for exempt employees consists of the following steps:
- If the employee is dissatisfied with his/her performance review following the performance review interview, he/she may appeal the performance review to the next supervisory level (i.e., rater’s supervisor).
- If the employee is dissatisfied with the supervisory review, he/she may appeal the performance review to the division/office Chief.
- If the employee is dissatisfied with the division/office Chief review, he/she may appeal the performance review to the Director of the Department of Natural Resources or his/her designee.
If an employee wants to exercise their right to appeal their performance review to the Department of Administrative Services, per ORC 123:1-29-03, they must request a review within thirty (30) days following the date that the employee signs the performance review or the date that the Appointing Authority signs the performance review, whichever is later. An employee shall not be entitled to such a review until he/she has exhausted all available internal review procedures of the employing agency.
Filing Procedures
The employee must make a separate request for each step of the appeal process in writing to the appropriate party (reviewer, division/office Chief, Director’s designee) within five (5) working days of the previous review. A copy of each request must also be filed with the Chief of the Office of Human Resources. Failure to do so will be considered the employee’s desire to terminate the appeal process.
Once the employee has filed his/her request for a review, it is the responsibility of each reviewer to establish a review date without unnecessary delay and notify the employee of the same.
Responsibility of Reviewer
The reviewer must request that the employee’s supervisor be present at each review/appeal step. In this manner, the reviewer will serve as an arbiter between the employee and the supervisor with each step in the process being a higher level of arbitration. Based on the opinions expressed and the facts presented, the reviewer may change the evaluation ratings as he/she determines. If the performance review ratings are changed, a new performance review form must be completed and signed by all three parties (i.e., employee, supervisor, reviewer).
This performance review must be forwarded to the Office of Human Resources with a cover memorandum explaining what changes were made in the performance review. This information will become part of the employee’s personnel record and may be reviewed by the next reviewer/arbiter should the employee choose to appeal to the next higher level.
Performance Review Appeal Procedure for Non-Exempt Employees
An employee may appeal his/her performance review by submitting a request in writing to the agency designee (other than the employer’s representative who performed the performance review) within seven (7) days after the employee received the completed form for signature. A conference shall be scheduled within seven (7) working days, and a written response shall be scheduled within seven (7) days after the conference.
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