First anniversary of the new performance appraisal form

From the Compensation section of Human Resources

It was just one year ago that Brown launched the new performance appraisal form and manual developed collaboratively by the Staff Advisory Committee and the Human Resources Department. The goal was to create a standard form to be used University-wide that would glean the best features from the 10-plus previously used forms, place more emphasis on the ongoing nature of performance management, and formalize the process of goal setting. After a year of use and considerable feedback, we are pleased to report that the responses have been very favorable. For many, the initial collection of information onto the form for the first time proved to be time well spent on this crucial aspect of the performance management cycle.

In addition to those who volunteered their ideas about how the form and process could be improved, Human Resources sought feedback from various constituencies through focus groups, one-on-one meetings and a questionnaire mailed to approximately 200 employees. Here are some of the enhancements we made in response to what we heard from you:

• Web-based form made more user-friendly

• option to rate an employee in-between performance ratings provided, e.g., 3.5

• matched the definition of Needs Improvement— "fulfills somerequirements" — on the form and the manual

• "comments" section added to Core Department and Managerial Competencies — for supervisors who would like to elaborate on a rating, or who would prefer to write comments in place of checking the boxes

Another topic, which came up in all the groups, was the flexibility of the form. Some individuals were uncomfortable "modifying" or making "changes" to a form that had just been introduced to "standardize" the appraisal process. We would like to stress the flexibility of the form and that departments should adapt the form to meet their needs, not adapt to the form.

During the month of April, employees should be assessing their own performance for the prior year and drafting proposed goals for the coming year to prepare for the meeting with their supervisor. The self-evaluation form or the performance appraisal form may be used to prepare the document. Both are available on Human Resources Web site. Managers and supervisors should begin gathering and reviewing performance material, writing the final draft of the appraisal for their direct reports, and where possible providing some advance information about departmental goals. Remember, effective performance management is an ongoing process that creates an open, honest and productive working environment for everyone at Brown.

Resources to help supervisors, managers and staff lay the groundwork for effective performance appraisals include:

• electronic copy of the performance appraisal guide and forms

• Human Resources representatives and compensation staff members will be available during Compensation Open Hours during April and May from 11 a.m. to 2 p.m. on Wednesdays and Fridays. No appointment is necessary.

To use any of the above services, or if you have any questions, contact Betsy Warner at 3-1792 or send e-mail.

As mentioned above, many suggestions about the form have already been acted upon. However, some of the recommendations require more discussion, and consequently more time to evaluate. As the performance appraisal process is a dynamic one, so are the tools we use.

Thank you again for your time and effort in making the performance appraisal process a meaningful and productive experience for Brown staff.