• Background
• SPSU policy
• Performance evaluation cycle
• Supervisor instructions for evaluating performance
• Performance evaluation form
• Overall evaluation procedure
• Performance evaluation conference
• Performance evaluations and pay recommendations
• Training and support

The purpose of the annual performance evaluation is to encourage improvement in the job performance of all employees. It provides a documented record of the employee's job performance, a means of defining strengths and weaknesses in job performance, and an opportunity for communication between supervisor and employee on the subjects of job requirements, work expectations, and potential for personal development. The performance evaluation specifies the direction for work improvement, ensures the employee that objective criteria are used in performance assessment, demonstrates that exceptional or unsatisfactory performance will be noted, and expresses the supervisor's and institution's continuing appreciation of good performance.

• The performance evaluation process not only incorporates a review of past performance but also establishes performance goals and expectations for the future. Evaluation is an ongoing process and comments about individual performance are best communicated at the time of specific observation. A formal performance evaluation, however, is required on an annual basis.
• The specific position description of each regular classified employee is the source of job responsibilities and work standards upon which the formal performance evaluation is based. The annual evaluation must include a face-to-face meeting between the employee and the employee's immediate supervisor to discuss performance responsibilities, what is expected of the employee, and the performance ratings. 
• The written record of the evaluation must be reviewed by the next level of supervision.
• Department heads are required to affirm by the time salary recommendations are submitted that all performance evaluations have been conducted and copies are on file in the employing unit and in the Human Resources Office. 
• The written records of all employee evaluations are subject to request under the Georgia Open Records Act.

The performance evaluation form and evaluation conference must be completed by the employee's immediate supervisor at the end of the employee's six-month probationary period, annually thereafter for the period January through December, except where performance requires more frequent review, or when job responsibilities change substantially, or when employment ends.  The annual evaluation conference must be completed by March 31.

1. The supervisor will evaluate an employee's performance for the entire rating period based on review and discussion of the job description at the beginning of the evaluation period.
2. Total performance for the entire evaluation period must be assessed, considering specific incidents but not allowing one or two such incidents to outweigh the overall work performance.  It is important to remember that poor performance in one instance does not imply poor overall performance.  Work performance of each employee should be evaluated on individual factors.  Every effort should be made to be objective, fair, thorough, accurate, and directed toward employee development.
3. Appropriate peer evaluation must be included in the employee evaluation conducted by the supervisor.
4. All supervisory personnel will be evaluated on their performance as supervisors, on administering the employee performance evaluation process and on adherence to the university's non-discrimination policies.
5. All vice presidents will set up a process by which they receive input from employees in their division about their immediate supervisor and use the information in the annual evaluation of supervisors.

1. The evaluation is prepared by the immediate supervisor; however, in units where there is a second supervisor who has a general knowledge of the employee's performance, the evaluation should be reviewed by that supervisor prior to the actual evaluation conference.
2. Following the evaluation conference, signatures of both the supervisor and employee are required.  An employee's signature does not reflect agreement with the assessment; it means only that the employee was given the opportunity to discuss the official review with the supervisor.
3. A follow-up to the evaluation conference may be held at the employee's initiation for the purposes of seeking clarification or adding information to the evaluation documents.  Follow-up sessions must be requested within two working days following the initial performance evaluation.
4. A copy of each employee's performance evaluation is to be sent to the Human Resources Office at the end of each evaluation period.

During the performance evaluation conference, the supervisor and employee should make any changes to the job description which will form the basis for review during the upcoming evaluation cycle. A copy of the revised job description should be given to the employee at this time. Any decision taken as a result of the evaluation can be appealed using the normal university administrative channels.

Secondary to the purpose of employee development, performance evaluation results become a part of each employee's record and are used along with other relevant information to determine merit pay recommendations. In order to ensure that the primary purpose of the evaluation process is employee development, the annual performance review process should be separated in time from merit pay determinations.