Scenario 1: Preparing for the performance evaluation meeting

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Let’s return to our scenario of Karen and Leslie.

Karen remembers her manager Leslie telling all the Public Health Inspectors at their last team meeting that she would be setting up the evaluation meetings over the next month. Leslie discussed with the team that she would give each of them two weeks to draft the Planning and Evaluation tool and complete the Self Assessment tool.

Now Leslie, Karen’s manager, has notified her through email that the end of the employee performance management cycle is approaching and it is time to evaluate her progress.

Before the meeting

Karen is asked to schedule time to:

1. Review the Checklist
2. Fill out the Self Assessment tool for Front-Line Provider based on the proficiency levels assigned in the initial Performance Planning meeting. Before completing the Self Assessment tool, Karen considers how often she demonstrates each of the behavioural statements under the competencies, thinking of examples from her daily work
3. Complete the Planning and Evaluation tool:
   • Section A – Planning and Review: Karen drafts the outcomes and results for her performance objectives along with her draft performance ratings for each. Karen will refer to the Rating Scale in the Planning and Evaluation tool for the descriptors
   • Section C – Learning Objectives: Karen drafts the outcomes and results for her learning objectives and reflects on her career aspirations
   • Karen sends the completed Self Assessment tool and draft Planning and Evaluation tool to her manager prior to the scheduled evaluation meeting

As a manager, Leslie will need to:

• Review the section Evaluating Performance in the Guidebook
• Review Karen’s Self Assessment tool, examples, ratings, and her employee log from over the past year
• Draft her own ratings and behavioural examples of how she feels Karen has demonstrated the expected proficiencies for each competency over the course of the year. Before Leslie drafts Karen’s ratings she will refer to the Rating Scale in the Planning and Evaluation tool
• Consider an overall rating for each performance objective in Section A-Planning and Review, and each competency in Section B-Competency Review
• Consider an overall rating for the entire performance evaluation

What is the purpose of the Self Assessment Tool?

The purpose of the Self Assessment Tool is to inform learning and development during the employee performance management process.

Leslie and Karen will use the results of Karen’s Self Assessment tool during the performance evaluation meeting to identify competency development areas and to assist in planning learning and development.

The results are used to identify competency development needs and assist in completing behavioural examples in Section B-Competency Review, of the Planning and Evaluation tool.

How do you use the Self Assessment Tool?

• The Self Assessment Rating Scale looks at what behaviours are being demonstrated, at what frequency and under what types of situations
• The tool helps the employee to identify areas of skill and competence as well as areas requiring development

Let’s take a look at a section of Karen’s completed Self Assessment tool for the competency Assessment and Analysis.

Activity 1: Self Assessment

1. Go to the Competency Profiles and select your role from either front line provider, consultant/specialist or manager/supervisor
2. Select the competency of ‘Leadership’. What is the proficiency level required for your role?
3. Refer to the appropriate Self Assessment tool for your role and find the Leadership competency. Try completing the Self Assessment tool on your own for this competency

Scenario 2: During the performance evaluation meeting

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During the meeting

Leslie and Karen discuss, review and finalize:

• Section A: Ongoing Review and Evaluation and agree upon ratings for Outcome/Results of the performance objectives
• Section B: Competency Review and agree upon ratings for each of the eight competencies
• Outcome/Results for Learning Objectives in Section C: Learning and Development

They also reflect on succession management opportunities and career development and begin the process of identifying performance and competency development objectives for the next performance management cycle.

In section A: Performance Review of the Planning and Evaluation tool, outcomes need to demonstrate what was achieved and how competencies were demonstrated by the employee.

In section C: Learning and Development outcomes need to reflect what was learned, how it was applied and how the employee demonstrated the learning.

Here are a few examples of Karen’s completed evaluation sections of her Planning and Evaluation tool.

You can review a sample of the completed Sections A, B & C of the Planning & Evaluation tool.

What happens when, in reviewing a competency in Section B, there is a discrepancy between a manager and an employee on the rating for an expected proficiency level? Let’s look at the video:

After the performance evaluation meeting

Leslie will:

• Finalize the Planning and Evaluation tool and complete the manager portions of Section D: Summary Review and Overall Evaluation
• Send the completed Planning and Evaluation Tool to Karen to complete the employee portion of Section D: Summary Review and Overall Evaluation and sign it
• Provide a completed, signed copy of the Planning and Evaluation tool to Karen and forward the original to Human Resources to be put in her personnel file

Activity 2

There are no specific activities for this scenario; however, employees and managers can remember these tips:

• It is imperative to periodically record performance information so that it remains fresh and timely at evaluation time
• Give equal weighting to events throughout the year

For more information about performance evaluation, please refer to the Guidebook.