- Authorized By: District Director of Health
- Initial Effective Date: 8/1/2014 (LMS)
- Replaces:
- Reviewed:
- Revised: Practices codified on Google Sites 8/19/2021 (LMS); Revised 7/1/2022 (GM+SD), 7/1/2023 (JLM), 5/1/2024 (JLM), 3/24/2025 (KD)
- Contact: Head of Human Resources
Embedded Files
NOTES FOR 2025 ANNUAL JOB DESCRIPTIONS + PERFORMANCE EVALUATIONS
NOTES FOR 2025 ANNUAL JOB DESCRIPTIONS + PERFORMANCE EVALUATIONS
WHAT'S NEW FOR 2025
Use the new AdobeSign Performance Evaluation Tool (PET) 7-1-2025 workflow to draft, sign, and auto-route the performance evaluation. (NOTE: When logged into AdobeSign, please be careful to select "Workflow" on the left. Do NOT select "Template.")
The focus should shift from scores to goals.
EVERY job description and every job description template will need to be updated using the new templates that will be released in a few months. Your division directors are working on them now. They will let you know when they are ready.
NOTES ABOUT ADDITIONAL RESOURCES
Please refer to the guided checklists below for additional support.
The dropdown lists on this page contain links to some resources related to performance evaluations (preparing, goal setting, delivering constructive feedback etc.) MyPURPOSE offers courses with quick tips as well as extensive courses and everything in-between. (And some are even entertaining.)
Human Resources is always available to help you find the right words, help you navigate the tools/templates/forms etc. (We would much rather take the time to be involved at the front-end than on the back end after something goes wrong or you're feeling frustrated.)
Schedule for 2025 Performance Evaluations TBD
Schedule for 2025 Performance Evaluations TBD
7/1/2025 – 7/31/2025
Using the PET in AdobeSign, supervisors draft performance evaluations for review period from 7/1/2024 through 6/30/2025, meet with each employee, and ensure the evaluations are signed.
Only for employees who have completed their Introductory Period.
After soliciting input from their employees especially about accomplishments during the review period and goals for the upcoming year.
After soliciting input from others who supervised the same employee during review period.
Conduct performance evaluation meetings with employees and release signed AdobeSign Performance Evaluation document to employee for signature.
LATER....
NOTES ABOUT UPDATING JOB DESCRIPTIONS
Please update job descriptions for all merit system employees, including those in their Introductory Period.
Updated job descriptions must be signed and emailed to the employee and to HR as .PDFs either by the old-fashioned method (paper and scan) or by AdobeSign.
Instead of paper and scanning, feel free to use AdobeSign to get signatures on the job descriptions. Let the tool obtain the signatures and send copies to everyone. (In AdobeSign: Home > Request Signatures > add the employee's email > drag and drop the document > Next > drag and drop signatures block > drag and drop the signer info date field > Send.)
Please put all the Word files for each division on a flash drive using the file naming conventions found on the Job Descriptions page. Please also include the .PDFs for any that are signed not using AdobeSign.
TBD
Supervisors work with all employees who are in merit system positons to update job descriptions using the new templates and ensure new job descriptions are signed, either in AdobeSign (preferred) OR on paper and scanned as .PDF.
TBD
Each division gives a flash drive (one per division please) to HR. The flash drive includes:
A signed job description for every merit system employee*
The Word file of the job description for every merit system employee*
* HR greatly appreciates you using the file naming conventions on the Job Descriptions page. When scanning, please make sure pages are oriented correctly.
PLEASE REFER TO GUIDED CHECKLISTS BELOW FOR DETAILS AND ADDITIONAL SUPPORT
NKY Health's Performance Evaluation Policies
NKY Health's Performance Evaluation Policies
For the performance evaluation policy for introductory employees, refer to Section 2.9.4 of NKY Health's Guide to Personnel Policies.
For the complete performance evaluation policy for employees who have completed their Introductory Period, refer to Section 7.2 and subsections of NKY Health's Guide to Personnel Policies.
Intervals for Conducting Performance Evaluations
Intervals for Conducting Performance Evaluations
Within two weeks of hire at NKY Health = Initial Performance Evaluation: Show the employee how the PET works, point out how it is linked to the Job Description and Class Specification, establish goals, and sign the form.
Between six and nine months of hire into a new position at NKY Health = Introductory Performance Evaluation: Evaluate the emloyee on their progress compared to expectations of other new hires between six and nine months of employment in the position.
Determined each year by District Director of Health = Annual Performance Evaluation for all merit system employees who completed their Introductory Period before June 30 of the same year.
In the rare instance when a delays is absolutely unavoidable, it must be documented using the "Performance Evaluation Delay" form.
The PET and Performance Evaluation Delay form are set up as workflows in AdobeSign.
Refer to the guided checklists above.
How to Access the Performance Evaluation Tool (PET)
How to Access the Performance Evaluation Tool (PET)
Please log into AdobeSign to access the PET.
Once you are logged in, please follow these steps:
Select "Library."
Select "Start."
Select "Workflow."
Select "Performance Evaluation Tool PET 7-1-2025."
Enter the correct email addresses, the employee's last name and first name (preferably in all caps) select "Sign then Send" to start completing the form.
Complete as much of the form as you can before meeting with the employee.
After you meet with the employee, make any edits you choose, then select "Send."
(For helpful tips for using AdobeSign forms please refer to the AdobeSign page.)
Tips for Using the Performance Evaluation Tool (PET)
Tips for Using the Performance Evaluation Tool (PET)
General Tips:
Performance evaluations will be completed, delivered and signed using the "Performance Evaluation Tool PET 7-1-2025 workflow in AdobeSign.
If you're more comfortable writing in a document that has spell check, grammar check, AI, etc., feel free to draft your comments a document and then cut-and-paste into the PET.
Be sure to include at least one goal related to quality improvement on every evaluation.
Tips for Getting Started in AdobeSign:
For helpful tips for using AdobeSign forms please refer to the AdobeSign page.
After you are logged in, please select "Workflow" on the left of your home screen in AdobeSign. (Do NOT select "Template.")
Please select the "Performance Evaluation Tool PET 7-1-2025 workflow.
Be sure email addresses are typed correctly on the initial screen. (If you make a mistake, you can reroute later, but it's better to be accurate up-front.)
Be sure to replace LNAME and FNAME with the employee's actual last name and first name, preferably in all caps. (This makes tracking easier.)
Select "Send" to access the fillable form.
Tips for Filling in the Form:
Fields with red asterisks (*) are required fields.
If you see a scrollbar in any field, then you're typing too much and the text will be cut off. Please either trim down your comments or write "Refer to attached" and include an attachment.
The system is limited to one attachment per evaluation. Feel free to combine multiple comments or documents into a single .PDF.
The system will not allow you to edit after the evaluation is sent for signature. (If you made a mistake, you can cancel the agreement and start over. Don't worry; you can cut-and-paste.)
Tips for Signing and Sending:
You will see a blue button on the bottom that allows you to "Send" only after you have completed all the required fields on the form. (If you don't see the blue button, you missed something but the arrow doesn't always point to the exact thing you missed.)
AdobeSign will email a copy of the final signed performance evaluation to all parties who signed with a cc to HR so there's no need to scan and send yourself.
Links to Helpful Tips from the KY Personnel Cabinet
Links to Helpful Tips from the KY Personnel Cabinet
Training Related to Performance Feedback and Goal Setting
Training Related to Performance Feedback and Goal Setting
Effective Goal Setting: How to set SMART goals. Search MyPURPOSE for the title. (24 Minutes + Quiz)
Effective Performance Appraisals Micro Course. Search MyPURPOSE for the title. (15 Minutes + Quiz by Skillboosters)
How to Balance Input as an Effective Leader: Six tips for providing critical feedback in writing. Search MyPURPOSE for the title. (7 Minutes by Karissa Thacker)
How to Eliminate Judgment in Performance Conversations: Tips for making performance feedback less personal. Search MyPURPOSE for the title. (7 Minutes by Marnie Green)
How to Provide Constructive Feedback with Care in Writing: Tips for turning negative feedback into something positive. Search MyPURPOSE for the title. (2 Hours and 1 Minute)
Managing Employee Performance: How to define/agree, discuss/assess and adjust throughout the year so the performance evaluation is just a formality. Search MyPURPOSE for the title. (31 Minutes + Quiz by Brian Powers)
Performance Appraisals: Managers Guide to Performance Reviews: Good scenarios showing how to prepare, how to elicit feedback, how to handle difficult situations and how to gently give constructive criticism. Search MyPURPOSE for the title. (39 Minutes + by Skill Boosters)
File Naming Conventions for Performance Evaluations
File Naming Conventions for Performance Evaluations
Lname, Fname YYYY Performance Evaluation – Initial m-d-YYYY.pdf
Lname, Fname YYYY Performance Evaluation – Introductory m-d-YYYY.pdf
Lname, Fname YYYY Performance Evaluation m-d-YYYY.pdf
Revision Log
Revision Log
Annually
Update Notes
Update Schedule
3/24/2025
Updated instructions for using new Performance Evaluation Tool (PET)
6/8/2023
Added Revision Log
Page updated
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