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Manager’s Guide to Employee Performance Evaluation
All staff are expected to receive an annual performance review and an updated job description describing their position's expectations. If approved and budget permitting, merit increases for staff will be based on performance.
Employees must have been employed by New York Edge as of December 31, 2021, to be eligible for a merit increase allocation.
Performance Evaluation Forms
Manager/Supervisor Guide
In accordance with New York Edge guidelines, supervisors will recommend: a) whether an employee should receive any merit increase based on their annual performance review and b) the amount of increase appropriate for the performance results. Doing so will help motivate, reward, and retain high performers, differentiating employee performance and rewarding performance accordingly.
A biased assessment can cause employee disengagement or give rise to frustration in the individuals being evaluated. For an evaluation to prove beneficial, it is essential that the employees feel that they are being rated fairly and that the evaluation is based on just, observable and quantifiable criteria and not on the evaluator’s opinion and perception of others.
How Can I Make my Employee Assessment as Fair as Possible?
Prepare all feedback ahead of time:
Take time to compile your thoughts and feedback in advance. Schedule a one-to-one meeting with employees. Do not complete the evaluation when you are with the employee; complete the review before meeting with the employee and use your evaluation document as a framework for the meeting. By having all comments formulated beforehand, you can ensure the meeting is on track, and you will cover all the critical points.
Keep your remarks clear and concise:
Ensure you are direct and provide clear and concise comments; if you’re not direct when providing an employee evaluation, you risk employees leaving the meeting with confusion around goals or misconceptions about your expectations. Use specific examples whenever possible. Giving feedback with examples will help employees understand specific goals and expectations.
Keep employee review meetings a two-way conversation:
Instead of lecturing an employee on the subjects they need to improve, and letting them go, make the meeting an open discussion. Give employees a chance to share their self-assessments. Suppose an employee is quiet and doesn’t seem comfortable speaking up.
In that case, you can initiate the conversation by asking questions such as:
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What’s the one accomplishment from the review period that makes you proudest?
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Where do you think you’ve made the most progress since your last review?
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In what areas would you say you need the most improvement?
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How can I support you in meeting your goals?
End with a focus on the future:
Address recent failures or areas where employees have scored poorly. After you have discussed the negatives, shift towards the future, outline new goals and share your improvement plans. Ensure employees understand that you are on their side, want them to succeed, and are always available to discuss their challenges and concerns. End the evaluation with positive notes.
Provide employees with a copy of the completed evaluation form:
You can provide them a copy of their completed evaluation form or a portion of the form that will give your team members a document to reference and help them stay on track.
Tips & Timelines
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Make the performance evaluation a priority so you do not miss any critical points.
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Do not start the performance evaluation too late; to conduct an accurate and precise evaluation, you might need a longer time than expected.
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Make sure you do not confuse employees by creating an unrealistic goal.
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Detail is important but do not over-evaluate an employee.
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Create a habit of progressive feedback throughout the year and document them.
Performance Evaluation Portal Opens
Monday, August 8th
Support Staff
Deadline - September 23, 2022
Supervisors/Managers
Deadline - October 14, 2022
Senior Leadership
Deadline - October 31, 2022
Question: I have only supervised this employee for a short time; another manager managed them, or their previous manager resigned.
Answer: If the previous supervisor has left NYE, the only option is for the new supervisor to collaborate with the second-level supervisor or the department head for feedback on completing the performance review.
Question: What happens if the previous supervisor leaves the organization? Then who should complete the performance evaluation?
Answer: If the previous supervisor is no longer with NYE, then the previous supervisor’s supervisor must complete the performance evaluation.
Question: How can I evaluate my staff at NYE for such a short period?
Answer: All staff hired before 6/30/2022 will receive an evaluation; you do not need to evaluate employees hired after 04/01/2022.
Question: How long should I give my staff to comment after the performance review with my staff?
Answer: It is encouraged to provide staff at least two days to comment if so desired; ensure that your staff understands the time constraint to sign/comment and return the evaluation.
Question: What happens when staff is managed by two supervisors simultaneously?
Answer: Both supervisors must collaborate and complete a fair and timely evaluation. Please note that not being able to complete the review promptly and/or submitting of incomplete performance evaluation will affect both managers’ evaluation.
Question: What if an employee refuses to sign the evaluation?
Answer: An employee’s refusal to sign does not mean that the performance evaluation is not valid: A signed or unsigned (employee) copy of the performance evaluation must be forwarded to Human Resources to be placed in the employee personnel file.
Question: What if an employee disagrees with the evaluation rating?
Answer:
BEFORE the review. If a manager believes that an employee isn’t going to like their performance appraisal, talk with Employee Relations before having the meeting. Employee Relations can offer some guidance on the best way to deliver the review. Please note that employees should receive proactive performance feedback and not be surprised at the performance review rating.
DURING the review. The manager can give an employee the option of delivering their rebuttal to Employee Relations or the manager.
AFTER the review. The manager should debrief with Employee Relations about the discussion and let us know what happened and what the employee has decided to do. Once the employee rebuttal is received, Employee Relations will have a follow-up meeting to address the employee’s concerns.
Question: Will I be getting a merit increase this year?
Answer:If approved and the budget permits, merit increases for staff will be based on performance.
Question: What happens when an employee has a non-medical break in service?
Answer:An employee can only be evaluated on the work performed and the period of time at work.
Question: What happens if an employee was on leave due to non-compliance with COVID-19 vaccination and returned to work after several months of break?
Answer: An employee can only be evaluated on the work performed and the period of time at work. Please make a note on the evaluation of their return date from non-compliance leave.
Question: What happens when an employee is on medical leave?
Answer: An employee on medical leave due to family and self must be evaluated after returning from leave. Please note that employees will not receive a merit increase without a completed, signed evaluation, even if they return from leave.
Question: What happens when an employee gets a 1 –unacceptable performance?
Answer: The manager must put the employee on a performance improvement plan (PIP). Contact Employee Relations for further details and instructions.
FAQ
Performance Review
for Managers
