Employee Performance Appraisal Policy - West Virginia Division of ...

West Virginia Division of Personnel
EMPLOYEE PERFORMANCE APPRAISAL
POLICY
2. The Employee Appraisal Form (EPA-3) includes 23 performance elements (37 for supervisors
and managers) which describe performance at the “success” or “meets expectations” level. It
also provides procedural directions and a rating score sheet for calculating and recording the
overall rating.
3. Supervisors are required to rate each employee in six specific areas of responsibility (critical
success factors): Maintains Flexibility, Demonstrates Credibility, Customer Service, Quantity
of Work, Quality of Work, and Availability for Work.
4. The system requires that supervisory employees also be rated in three additional areas of
responsibility (critical success factors): Leadership, Management, and Work Environment.
5. The system requires that a reviewing manager (i.e., generally, the supervisor/rater’s supervisor
or other administrative superior) review an employee’s overall performance rating prior to the
appraisal interview (Final Review Session). The reviewing manager shall initial the EPA-3 form
indicating that he or she has reviewed the appraisal and approved the form for discussion with
the employee. Signature of the reviewing manager should only occur after the employee
appraisal interview and review of the document.
C. The West Virginia Employee Appraisal System is designed to be an information gathering and
reporting system.
1. It consists of a minimum of at least three events (i.e., meetings, conferences, discussions, etc.)
and at least two activity periods (i.e., periods of employee performance).
2. The system’s basic components are described as follows:
a. Initial Planning Session - During the first 30 days of each performance rating period,
supervisors/raters are required to meet individually with each subordinate employee to
identify, define, and describe performance expectations (e.g., responsibilities, duties, and
standards). The purpose of this meeting is to ensure that the employee understands and is
committed to established performance expectations for his or her job.
b. Primary Performance Period - Following the initial planning session, employees are
expected to perform the tasks, duties, and responsibilities communicated to them at the
Initial Planning Session. During the first six months, the supervisor shall regularly monitor,
review, and analyze employee performance and provide coaching, reinforcement, and
guidance to employees regarding their performance.
c. Mid-Year Review - Near the middle of the performance period (toward the end of the first
six months of performance), supervisors/raters are required to meet individually with each
subordinate employee to conduct a formal, mid-year review of the employee’s performance.
During this meeting, the supervisor/rater must provide feedback to the employee concerning
the employee’s strengths, weaknesses (if any), and performance during the primary
performance period. If appropriate, the supervisor/rater may develop a performance improvement
plan which describes the action(s) the employee must take to improve his or her
performance to the “meets expectations” level.
d. Secondary Performance Period - For a second period, not to exceed six months, the
employee performs the tasks, duties, and responsibilities which were communicated to him
or her at the Initial Planning Session or as revised during the Mid-Year Review. During this
EFFECTIVE DATE: NOVEMBER 1, 1996; LATEST REVISION: AUGUST 1, 2006 PAGE 2 OF 3