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Medical College of
Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Human Resources Division
No. 1.4.19
Performance Appraisals of Classified Employees
1.0 Purpose
To establish a system for assessing and improving the work
performance of employees and to provide guidelines for the
administration of this system.
Note: The following policy does
NOT apply to MCGHI leased employees who are governed by applicable
MCGHI policies and procedures.
2.0 Policy
The Medical College of Georgia supports a performance management process
that is consistent and continuous, and emphasizes communication between
supervisors and employees. Supervisors are expected to assess and ensure
optimal employee performance, document acceptable and unacceptable
performance, and to improve performance that is below standards or below an
employee's capabilities. Critical to meeting this
expectation are regular evaluations of an employee's
progress, accurate documentation of that progress, and regular
communications with the employee.
3.0 Frequency
A performance appraisal is required as follows:
3.1 Provisional Period: The job performance
of all new employees must be evaluated at least once during the employee's
six month Provisional Period. It is recommended that the new employee be
evaluated after three (3) months and then again prior to the conclusion of
the six (6) month provisional period. The provisional period appraisal
must be submitted to the Division of Human Resources, Training Section,
not less than 10 days prior to the end of the new employee's six (6) month
provisional period.
3.2 Annual Appraisal: The job performance of
all continuing employees must be appraised once a year, between February 1
and April 30, and will be the basis on which any merit increase is
recommended. The annual performance appraisal must be submitted to the
Division of Human Resources not later than May 15 of each year.
4.0 Disposition of Performance Appraisal
Document
4.1 Original to Human Resources
4.2 One copy to employee
4.3 One copy to department file
5.0 Guidelines
5.1 Job descriptions for patient care
classifications will reflect age specific competencies according to the
relevant patient population being served. Appropriate age specific
competencies will be included in the employee's annual appraisal.
5.2 The supervisor should provide feedback
and coaching throughout the year concerning the employee's performance.
5.3 The supervisor will complete a
performance appraisal for each employee and rate the employee's performance based on the previously communicated
performance standards and goals. The supervisor will meet with the
employee to discuss the performance appraisal. The performance appraisal
meeting will occur annually.
5.4 An employee action plan may be included
in the appraisal. The employee's action plan
will list areas in the employee's job
performance where improvement is needed and specify action plans for
improvement. The action plan will include personal development goals for
the employee and action plans designed to expand the employee's job-related skills, knowledge, and abilities. An
employee action plan is required if the overall performance appraisal
rating is "Needs Improvement" or "Unsatisfactory".
5.5 The supervisor will conduct a private
conference on performance results with each employee. The conference
provides the supervisor with the opportunity to recognize the employee's accomplishments and to establish plans for
improving performance with the employee. Crucial to carrying out the
purposes of the performance appraisal is a candid discussion of areas
requiring improvement, as well as the opportunity for employees to
respond.
At the end of the conference, the employee should sign the Performance
Appraisal document. The employee's signature
signifies only that the employee has seen the appraisal, not necessarily
that the employee agrees with the appraisal. The employee's signature is required to ensure that the employee
has reviewed the appraisal and is aware of its content.
6.0 Personal Assistance
6.1 Human Resources Division staff are
available to provide guidance to management in preparing performance
appraisals, conducting employee conferences, and assisting in the
development of performance expectations.
Date: 1 June 1978 | Rev. No:
03-1 | Rev. Date: 1 September
2003 |
No. 1.4.19 |