Strong work relationships depend on regular performance feedback. An Annual Review must be completed for each Case Western Reserve University staff and senior staff employee - first to plan performance by establishing objectives and other competency expectations; then to verify progress and sustain focus midway through the evaluation period; and finally to review and rate actual performance at the end of the period.
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Read the Annual Performance Review Process Policy and Annual Performance Review Process Procedure. While Annual Reviews are required, mid-year reviews are recommended, and regular feedback is encouraged.
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Review the Performance Review Instructions. Reviewing the Performance Review Matrix may also be helpful, but is simply guidance and not required.
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Annual Reviews are either due on the employee's anniversary date or department common review date. Links to the relevant forms are below.
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Whenever possible, try to address attendance, performance or productivity concerns, and conduct issues (including professionalism and communications) directly with the employee when they occur in a fair and non-judgmental manner. If you cannot come to a consensus or need assistance in addressing attendance, performance, or conduct issues, contact Employee Relations at askHR@case.edu.
Links to Evaluation Forms
At the Beginning of the Rating Period
The evaluator may request the employee complete the Self Assessment (Annual Review) prior to completing the Annual Performance Evaluation Review. The employee and evaluator should meet to plan performance at the beginning of each rating period. The evaluator and employee should discuss their job description, and update it if necessary.
There should be a discussion of the accomplishments that are critical to success during the next rating period. Performance objectives should be linked to key departmental goals and/or the employee's job description.
The evaluator may request that the employee develop and suggest their objectives for this discussion. Once objectives are clear, they should be entered in the left-hand column of Section I. If more objectives are established than the form allows, use additional sheets.
The employee and the evaluator should also discuss Section II to establish understanding of competency expectations and how these are important to successful performance. There could be a need to strengthen a given competency; if so, an objective should be included in Section I.
Completion of these steps establishes the evaluator's overall expectations and the employee's performance plan. The completed form should be initialed and dated by both the evaluator and the employee. It should be retained by the evaluator with a copy to the employee.
During the Rating Period
Regular discussions can and should occur regularly during the rating period while the formal performance review process is completed once a year. Completing an optional quarterly or midyear goal check-in can help to engage and develop our staff by setting them up for success during the time between Annual Performance Evaluation Feedback. This discussion is a good opportunity to confirm or change the importance of individual objectives and assess any unexpected factors that might affect the accomplishment of the original objectives.
To aid in conversation, the Performance Goals Check-In template can provide a guide for regular conversations between supervisors and employees that outline professional needs, adjustments, and help to address any questions or challenges regarding annual goal achievement. By maintaining strong relationships built on feedback and reflection, staff and their supervisors help lead the university toward our vision of being recognized internationally as an institution that imagines and influences the future.
NOTE: The employee may, at any time, ask to discuss performance issues in relation to the plan as a means to become more effective. Evaluators are encouraged to provide feedback when so requested.
End of the Rating Period
At the end of the rating period, the employee's overall effectiveness with position competencies and achievement of goals should be evaluated and discussed in a meeting. They should together focus on goals for the upcoming years and areas for development, and are encouraged to utilize the Individual Learning Plan Template. After discussing the review, both the supervisor and the employee are required to sign and date page 4 of the the Annual Review Form.
Additionally, the Salary Review Addendum must be completed and signed by the supervisor, the employee, and management center and/or approvers. Any proposed raise and proposed new salary should be indicated on this form.
The entire Annual Review (e.g. Performance Evaluation, Salary Merit Addendum (and Self-Assessment, if applicable) should be scanned and emailed to the HR Records Office at HRRecords@case.edu.