Guided Checklist to Conducting ANNUAL
Performance Evaluations and
Job Description Reviews

I solicited input from them to learn: 

• How the employee thinks they have performed/behaved during the evaluation period.

• What changes they think need to be made to their job description to accurately reflect the work they do.

• What they have accomplished during the review period.

• What goals they need to establish for the upcoming review period.

I reviewed the Word file of the Job Description to make sure:

• • The most current Job Description Master template is being used. I checked it against the Master Job Description template on the Job Descriptions page to make sure.

  • The most current Job Description template prepred by Senior Leadership is being used. I checked it against the subpages to make sure. (NOTE: Job description templates do not exist for jobs that only have one individual in the classification (e.g. Deputy Director of Health.)

  • All the details in the "General" section are current and correct.

  • Any requirements of this position different from those listed in the Class Specification are noted in the “Differences from Classification” section (for example, certifications specific to this position).  I can find the most current Class Specifications on the Compensation and Classification Plan page of the HR Site for Employees.

  • The document is free from clerical and grammatical errors.

I prepared the performance evaluation form as follows:

GENERAL

• The “Performance Evaluation Tool (PET) 7-1-2025” workflow is initiated in AdobeSign and the correct email addresses of all parties who will need to sign are included with a cc to Human Resources before selecting "Sign then Send" to initiate a blank form.

• The completed form is free from clerical and grammatical errors.

SECTION 1

• All required fields are completed; none are blank. 

• The information is accurate and current.

• “Annual” is checked for the type of evaluation.

SECTION 2

• The ratings are an accurate reflection of the employee’s performance and behavior over the entire evaluation period (Not just recently; not just a shining moment; not just a bad day).

• Specific examples substantiate anything that is rated “Above & Beyond” or “With Coaching” either in the fields provided or as attachment.  The examples are factual rather than opinion.  (Example: “Tyler processes 10 clients per hour when the standard is 8” is better than “Tyler is quick” or “Pat rolls their eyes when asked to learn something new” is better than “Pat has a bad attitude”.)

SECTION 5

• My signature is added.

SECTION 6

• The status of any goals from most recent previous evaluation with the employee is updated.

• New goals for the employee are noted.

• I shared a copy of the performance evaluation with the employee (either on paper or by sharing my computer screen with the form open.)

• I discussed the contents of the evaluation with the employee including accomplishments and new goals.

• I informed the employee that I will release a copy for their signature following this meeting.

• I instructed the employee to watch their email for a message from AdobeSign asking them to sign the Performance Evaluation and that they must sign within 24 business hours of receiving the message.

• I advised the employee to keep a copy of the signed document for their files.

• I reviewed the associated job description with the employee. If NO changes were needed for the upcoming year, I stopped here. 

• If changes were needed for the upcoming year, I made changes then processed the Job Description as per the instructions in the "Process Job Description" section below.

• I advised the employee that they must bring to my attention any changes needed in their job description.

• Either I had the employee sign a paper version or I instructed the employee to watch their email for a message from AdobeSign asking them to sign their job description and that they must sign it within 24 business hours of receiving the message.

• I advised the employee to keep a copy of the signed document for their files.

• I made any final changes needed for on the form.

• I selected "Sign" in AdobeSign in order to release the completed form for sigatures.

• If I didn’t receive a signed copy from the employee within 24 business hours after approving it for release, I followed up with signors until the employee signed the form.

• I saved a copy of the signed performance evaluation for my own records if I wanted it.

• I checked the Job Description file to make sure all pages are in it, no extraneous or blank pages are included, and the pages are right-side-up and in order.

• I pulled the Job Description into AdobeSign, then signed and dated it myself.

• I added signature, initial, and date fields for the employee and sent it to them for signature.

• If I didn’t receive a signed copy from the employee within 48 business hours after I signed, I followed up with the employee until they signed the form.

OR

• I obtained the employee's signature on paper.

AND

• I saved both the signed .PDF and the Word file using the preferred naming conventions and then forwarded them to my division director as per their instructions.

3/24/2025

• Revised language to match new tools/templates

• Removed details about the timeline

4/11/2024

• Added gender-neutral language

6/8/2023

• Added Revision Log