1. PURPOSE: This Regulation describes the policy and procedures for establishing standards of performance and for appraising the performance of individual employees.

2. POLICY:
   
   1. Employees are to be advised of their duties and responsibilities, the level of performance expected and how well they are meeting that level. They are to be apprised and advised continuously of their level of performance and at least annually receive a formal written notice including an adjective rating.

   2. Performance appraisal will be used as an administrative tool for purposes of training and development, promotions, awards, reassignments, and the decision to retain or remove employees.

3. RESPONSIBILITIES
   
   1. The Civil Service Bureau is responsible for developing and maintaining an effective employee performance appraisal program and for prescribing the procedures and methods to be followed in appraising employee performance.

   2. Ministries are responsible for assuring that a continuing program of employee performance appraisal is carried out within their organizations and that supervisory officials at all levels recognize that the setting of realistic performance standards and the objective appraisal of performance are an integral part of each supervisor’s responsibility.

   3. Supervisors are responsible for:
      1. Assuring that each subordinate employee understands the duties and responsibilities of the position to which assigned.
      2. Establishing standards of performance in terms of quantity and quality of work expected for satisfactory job performance. Where practicable, the employee should participate with the supervisor in the development of these standards
      3. Appraising at least annually, the work performance of each subordinate employee, discussing the results with the employee, gluing praise and encouragement as appropriate and, as necessary, pointing out deficiencies needing improvement and planning with the employee specific steps to improve performance.
   4. Employees are responsible for performing their duties in a manner that reflects favorably on themselves and the Government at or above the level established in the standards of performance.

4. PROCEDURE
   

   1. Setting standards of performance: Each employee who is newly hired, moved to a different position, or assigned new duties arid responsibilities will be informed by the supervisor of the performance standards of the position. The standards will represent the minimum level of performance expected of a fully satisfactory employee and will he related to the specific duties and responsibilities of the position. Standards will be discussed with time employee in sufficient detail to assure a full understanding of what is expected and to permit self assignment of the employee’s performance. They will be discussed upon initial assignment arid periodically therefore to insure continuing understanding by the employee. The standards will include, as appropriate for the position:
      1. The quantity of work to be produced.
      2. The quality of work expected.
      3. The manner in which duties are to be performed
      4. The timeliness of completed work.
      5. Attendance and punctuality.
   2. Appraising performance: Employee performance measured against established standards must be apprised on a continuing basis to be effective. Work identified as meeting established standards should be encouraged to continue. Commendatory, high quality work should be recognized and praised. Work performance that is deficient should be identified promptly and brought to the attention of the employee. Appropriate action should be taken to correct the deficiencies. Appraising performance on a continuing basis and making sure that time employee knows at all it times whether or not his work performance is satisfactory is critical to effective supervision. It increases understanding of job requirements by both supervisor and employee, strengthens the work relationship between supervisor and employee, and helps to motivate productivity and improve individual employee performance.

   3. Assign the overall performance rating: One of the following overall performance ratings will be assigned to each employee eligible for an appraisal:
      1. Outstanding rating is given when 4 elements for non—supervisory, 6 elements for supervisory positions rated at “Outstanding”. The remaining two elements should not be less than “Very Good” standard.
      2. Very Good rating is given when 4 elements for non—supervisory, 6 elements For supervisory, positions rated at “Very Good”. The remaining two elements should not be less than “Good” standard.
      3. Good rating is given when 4 elements for non- supervisory, 6 elements for supervisory positions rated at “Good Standard” the remaining two elements should not be loss than “Satisfactory” standard.
      4. Satisfactory rating is given when 4 elements for non-supervisory, 6 elements for supervisory positions rated at “Satisfactory” standard.
      5. Unsatisfactory rating is given when the employee receives more than 2 elements at unsatisfactory standard for all positions.

   4. Completing the Annual Appraisal: A formal annual appraisal is required to be completed for each employee with two months or more service in the present position - Employee Performance Appraisal Form. CSB Form 20, will be used to record the appraisal. This form will be distributed to the Ministries by the Civil Service Bureau in advance of the appraisal date. The Civil Service Bureau will schedule the annual appraisal date for each ministry and will notify each ministry in advice of the rating date. The appropriate form will be completed in three copies, discussed with the employee, signed by the raten and the employee, forwarded to the reviewing official, and distributed. Details of the process are described in attachment 1

   5. Employee response: The employee will be given an opportunity to write a dissenting report on any part of the evaluation. His report will be affixed to each copy of the appraisal form.

Employee Performance Appraisal Form