Performance Development Plan (PDP)

Training

For Classified Staff and People Who Supervise Classified Staff

Presented by The Evergreen State College

Human Resource Services

What to Expect from this Training

Supervisors will learn how to… Complete the PDP forms. Set work expectations. Encourage employee participation. Assess work performance.

Employees will learn how to… Participate in the PDP process. Get the most out of performance

evaluations.

Collective Bargaining Agreement – Performance Evaluations

Article 6.2 Evaluation Process

Employee work performance will be evaluated during probationary, trial service and transition review periods and at least annually thereafter.

The immediate supervisor will meet with an employee at the start of his or her review period to discuss performance expectations.

The employee will receive copies of his or her performance expectations as well as notification of any modifications made during the review period.

The employee will have the opportunity to provide feedback on the evaluation.

The PDP Forms

The PDP is two separate forms Form 1: Planning Phase

To be complete at the beginning of the evaluation period. Beginning = Upon hire, transfer, demotion,

and annually thereafter. Form 2: Assessment Phase

To be completed at the end of the evaluation period. The end of the review period varies

depending on the type of review period.

Types of Review Periods Probation (new hires)

6 months but can be extended for up to 12 months. 12 months for Campus Police Officers.

Trial Service (promotions, voluntary transfers, or voluntary demotions) 6 months but can be extended for up to 12 months. May be

longer for in-training positions. 12 months for Campus Police Officers.

Transition Review (employee accepts a layoff option or appointment from layoff list) 6 months but can be extended for up to 12 months. May be

shortened. Annual Review (All employees not in a probation, trial, or

transition review period)

Extending Review Periods

A probation, trial, or transition review period allows time for the supervisor to communicate expectations and evaluate technical and behavioral job performance.

A review period may be extended for up to 12 months if the technical and/or behavioral expectations are not being met by the employee.

Supervisors should consult with Human Resource Services prior to extending a review period.

Why do PDPs?

Communicate expectations. Measure / enhance performance. Foster professional development / career

growth. Set development goals. Recognize exceptional performance. Document areas where improvement is

needed. Identify if steps have been taken during the

review period to improve performance.

What PDPs are not for

Performance evaluations will not be used to initiate personnel actions such as transfers or demotions or to impose discipline.

Form 1: Planning Phase

Performance Expectations & Goals

Planning

Form 1: Planning Phase

Process Overview The supervisor may encourage the employee to draft

a Planning Phase PDP of their own. The supervisor and the employee meet to share their

draft Planning Phase PDPs. The supervisor completes a final Planning Phase

PDP. The supervisor and the employee have a

Performance Evaluation meeting where the supervisor shares the final Planning Phase PDP with the employee.

Filling out the Planning Phase PDP

Heading information Fill in the fields at the top of the

form

Position Linkage With Organizational Mission and Goals This may not change much from

year to year.

Filling out the Planning Phase PDP

Section 1: Performance Expectations and Goals Planning Part 1: Performance Expectations

A. Key Results Expected

What are the most important job objectives, outcomes, and/or assignments for the employee

to accomplish in order to be successful during the evaluation period?

The expected results should be stated in measurable or observable terms, to the degree

possible.

Filling out the Planning Phase PDP

Section 1: Performance Expectations and Goals Planning Part 1: Performance Expectations

A. Key Results Expected

Examples of Results Expected:1. Sarah will prepare a comprehensive PDP presentation

and provide training during the spring.2. Sarah will continue to provide HR support to people

involved in staff recruitments.3. Sarah will arrive to work at the scheduled time each

workday.

Filling out the Planning Phase PDP

Section 1: Performance Expectations and Goals Planning Part 1: Performance Expectations

B. Key Skills and Abilities Expected

What are the most important skills and abilities the employee must demonstrate to perform their position duties successfully?

Filling out the Planning Phase PDP

Section 1: Performance Expectations and Goals Planning Part 1: Performance Expectations

B. Key Skills and Abilities Expected

Examples of Skills and Abilities Expected:1. Sarah must demonstrate skill and ability in using

Microsoft PowerPoint to present information in an easy to understand manner.

2. Sarah must be skilled in providing guidance on the Classified and Exempt recruitment processes.

3. Sarah will demonstrate good attendance.

Filling out the Planning Phase PDP

Section 1: Performance Expectations and Goals Planning Part 2: Training and Development

Goals/Opportunities

What training and development needs, goals, and opportunities should the

employee focus on during this performance period?

Filling out the Planning Phase PDP Training and Development

EmployeeThink about what training and/or development would help you perform your job

duties.

Goal setting should be a collaborative process between employee and supervisor.

Encourage employees to identifying and prioritize appropriate goals.

Keep goals job related.

SupervisorHave a conversation with the employee about what

training and/or development would be beneficial and

possible.

Filling out the Planning Phase PDP

Section 1: Performance Expectations and Goals Planning Part 2: Training and Development

Goals/Opportunities

Examples of Training and Development Goals/Opportunities:

1.Sarah should attend Microsoft PowerPoint training.

2.Sarah’s goal is to improve her public speaking skills by getting feedback from training participants.

Filling out the Planning Phase PDP

Section 1: Performance Expectations and Goals Planning Part 3: Organizational Support

This is for the employee to fill out and is optional.

What suggestions do you have as to how your supervisor, co-workers, and/or management can better

support you in your present job and future career goals?

Filling out the Planning Phase PDP

Section 1: Performance Expectations and Goals Planning Part 3: Organizational Support

Examples of Organizational Support:

1.I would like to cross train with my coworkers so that we can back each other up when needed.

2.I would like to have bi-weekly meetings with my supervisor to talk about the status of my assignments.

Filling out the Planning Phase PDP

Section 2: Acknowledgment and Filing Part 1: Acknowledgment of

Performance Plan

The supervisor and employee sign Section 2, Part 1 to record that they have

discussed the Planning Phase PDP at the beginning of the performance period.

Filling out the Planning Phase PDP

Section 2: Acknowledgment and Filing Part 2: Filing

The supervisor retains one copy of the Planning Phase PDP form and provides a copy

to the employee.

The signed original Planning Phase PDP form is placed in the employee’s personnel file in

Human Resource Services.

Form 1: Planning Phase PDP

Questions about the Planning Phase

PDP form or process?

Form 2: Assessment Phase

Performance Assessment

Form 2: Assessment Phase

Process Overview Conduct Interim Reviews as needed. The supervisor may encourage the employee to draft

an Assessment Phase PDP of their own. The supervisor and the employee meet to share their

draft Assessment Phase PDPs. The supervisor completes a final Assessment Phase

PDP. The supervisor and the employee have a Performance

Evaluation meeting where the supervisor shares the final Assessment Phase PDP with the employee.

Filling out the Assessment Phase PDP

Section 1: Performance Assessment Part 1: Interim Reviews (Optional)

As an option, the Interim Reviews part can be used to document performance feedback and/or update expectations during the performance period. Any

modifications made during the review period will be shared with the employee.

Filling out the Assessment Phase PDP

Example of an Interim Review:Sarah and I met in December to discuss her routine tardiness. We discussed ways she could improve by planning her morning routine the night before and setting her alarm clock for an earlier time.

Section 1: Performance Assessment Part 1: Interim Reviews (Optional)

Filling out the Assessment Phase PDP

Section 1: Performance Assessment Part 2: Performance Feedback

In general, Part 2 should provide a narrative assessment of the employee’s performance in relation to the content in Section 1, Parts

1 and 2 of the Planning Phase PDP.

The assessment must be based on observed or verified performance.

Filling out the Assessment Phase PDP

To what degree did the employee accomplish the

expected results and how well were they done?

Section 1: Performance Assessment Part 2: Performance Feedback

A. Key Results Assessment

Filling out the Assessment Phase PDP

Section 1: Performance Assessment Part 2: Performance Feedback

A. Key Results Assessment

Examples of Performance Results:1. Sarah successfully prepared a PDP PowerPoint and

gave a well attended training that got great feedback.

2. Sarah provided excellent support to several recruitments which resulted in successful hires.

3. Sarah consistently arrived to work 10-15 minutes late.

Filling out the Assessment Phase PDP

How well (or how frequently) did the employee demonstrate the skills and

abilities expected?

Section 1: Performance Assessment Part 2: Performance Feedback

B. Key Skills and Abilities Assessment

Filling out the Assessment Phase PDP

Section 1: Performance Assessment Part 2: Performance Feedback

B. Key Skills and Abilities Assessment

Examples of Key Skills and Abilities:1. Sarah demonstrated good information delivery skills

when using PowerPoint to develop a PDP training presentation.

2. Sarah continued to demonstrate remarkable communication skills when conducting recruitments.

3. Sarah failed to demonstrate good attendance.

Filling out the Assessment Phase PDP

Section 1: Performance Assessment Part 2: Performance Feedback

C. Training and Development

What training was completed? What development goals were

achieved?

Filling out the Assessment Phase PDP

Section 1: Performance Assessment Part 2: Performance Feedback

C. Training and Development

Examples of Training and Development:1. Sarah attended Microsoft PowerPoint training and

demonstrated her new skill and ability by using PowerPoint to create presentations.

2. Sarah met her goal of improving her public speaking skills by getting great feedback from training participants.

Filling out the Assessment Phase PDP

Section 1: Performance Assessment Part 2: Performance Feedback

D. Other Performance Feedback

Other relevant information may be included in this part such as: special achievements,

comments about strong performance under unanticipated difficult work place

circumstances, areas where improvement may be needed, etc.

Filling out the Assessment Phase PDP

Section 1: Performance Assessment Part 2: Performance Feedback

D. Other Performance Feedback

Examples of Other Performance Feedback:1. Sarah always met deadlines despite a heavy workload.2. Sarah demonstrated excellent turnaround time when

working on recruitments.3. Sarah must improve her attendance by arriving to work

at the scheduled time each workday.

Filling out the Assessment Phase PDP

Section 2: Comments, Signatures and Filing Part 1: Signatures and Comments

What each Signature means:• Supervisor = Assessment Phase PDP is based on my

best judgment.• Employee = Assessment Phase PDP has been

discussed with me.• Reviewer = I have reviewed the Planning and

Assessment Phase PDPs. The PDP process has been properly followed.

Filling out the Assessment Phase PDP

Section 2: Comments, Signatures and Filing Part 1: Signatures and Comments

Comment sections are provided on the Assessment Phase PDP form.

Comments may also be attached and submitted with the final Assessment

Phase PDP.

Filling out the Assessment Phase PDP

Section 2: Comments, Signatures and Filing Part 2: Filing

Same as the Planning Phase… The supervisor retains one copy of the

Assessment Phase PDP form and provides a copy to the employee.

The signed original Assessment Phase PDP form is placed in the employee’s personnel

file in Human Resource Services.

Form 2: Assessment Phase PDP

Questions about the Assessment Phase

PDP form or process?

Useful Information

Timelines,Suggestions, & Reminders

Sample PDP Timeline New Hire (Probationary Period):

Employee is hired on January 1st. Which PDP form is completed right away? Planning Phase PDP

Prior to June 30th (6 months after start date), which PDP form is completed? Assessment Phase PDP

What should happen at the same time? A new Planning Phase PDP.

What happens the following June (12 months after last review)? Assessment Phase PDP and a new Planning Phase

PDP.

Update Job Descriptions

Job descriptions should be updated any time there is a change to: Position Purpose Essential Job Functions Knowledge, Skills, and Abilities

Submit revised job descriptions to Human Resource Services.

Suggestions

Fill out the PDP forms electronically. The fields within the form will expand automatically as you type.

PDPs can be used to document areas where improvement is needed.

PDPs cannot be used to impose discipline. Use Outlook to set up reminders for each

phase of the Performance Evaluation process.

Other suggestions from the group?

Resources

Human Resource Services forms and procedures webpage:

www.evergreen.edu/employment/forms

Resources available online: This PowerPoint Written PDP Instructions for Form 1

and 2 Forms:

PDP Form 1 - Planning Phase PDP Form 2 - Assessment Phase

Remember…

The supervisor will discuss the evaluation with the employee.

The employee must have an opportunity to provide feedback on the evaluation.

Keep job descriptions updated. Remember to stay up to date on

Performance Development Plans!

Questions / Discussion