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 goals they have accomplished during the previous year.

• What goals they need to establish for the upcoming year.

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

  • • The most current template form (containing standard language that applies to ALL Job Descriptions) is being used.  (The Vision, Mission, and Core Values are current, any standard language has been added, the format is current, and the form revision date at the bottom is correct). I checked it against the NKY Health JD BLANK TEMPLATE on the Job Descriptions page to make sure. 

    • The Division, Class Specification, Supervisor Name and Title, Employee Name, Safety Sensitive, FLSA Status, and Status in the header are correct and current and Driver’s License says “Valid, Active Required.”

    • Any requirements of this position over and above those listed in the Class Specification are noted as “ADDITIONAL REQUIREMENTS” after the header (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 essential functions and standard wording still match the template job description for the classification.  (NOTE: Job description templates do not exist for jobs that only have one individual in the classification (e.g. Deputy Director of Health.)

    • Anything unique to this employee’s job description is marked in a font or color that’s different from the standard language in the template job description (can be bold, underlined, highlighted, etc. but should NOT be a Word tracking). I can find job description templates for positions that apply to more than one employee AND have been sent to Human Resources on the Job Descriptions page.

    • The Job Description accurately reflects what the employee does, including the percentage of time spent with each essential function and what standards the employee must follow.

    • The “% Time” column adds up to exactly 100%.

    • The document is free from clerical and grammatical errors.

• For changes/corrections to a job description an employee has already signed, I have:

  • • Marked the changes with Word’s tracking showing so I can print them for the employee and added a note in the revision log on the last page to “See marked changes”.
      
      AND/OR
      
      

    • Made detailed notes in the revision log on the last page about exactly what has changed.

I prepared the performance evaluation form as follows:

GENERAL

• The “Performance Evaluation Tool” 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.  (Exception:  the date of evaluation may be filled in during the meeting with the employee if I am unsure of the date of the meeting when I prepare the form).

• The information is accurate and current.

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

SECTION 2

• The date of the job description in effect during most of the review period is in the date field.  (NOT the date of the job description the employee is signing at the same time as this evaluation; I will save this newly dated job description for next year’s evaluation).  Note: Attaching the signed job description referenced is a good idea.

• The same number of essential functions are entered as listed on the job description.

• 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 “Exceeds Expectations” or “Unacceptable” either in the fields provided or as attachment.  The examples are factual rather than opinion.  (Example: “Pat processes 10 clients per hour when the standard is 8” is better than “Pat is quick”.)

SECTION 3

• Each item is checked either as “Meets Expectations” or “Needs Improvement.”

• Explanations are provided for anything checked as “Needs Improvement” either in the fields provided or as attachments. The explanations are factual rather than opinion.  (e.g.: “Pat rolls their eyes when asked to learn something new” is better than “Pat has a bad attitude”.)

SECTION 4

• The “Percentage of Time Spent” for each essential function on the performance evaluation matches the “% Time” indicated on the job description that was effective during most of the evaluation period.

• The “Percentage of Time Spent” for all essential functions on the performance evaluation totals exactly 100%.

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 all signatures except the employee’s (either on paper or by sharing my computer screen with the form open.)

• I discussed the contents of the evaluation with the employee.

• 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, including the Vision, Mission, and Core Values.  If NO changes were needed for the upcoming year, I stopped here. 

• If changes were needed for the upcoming year, I made changes with Word’s revision marks showing and/or noted the changes in the Revision Log on the last page.

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

• 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.
  
  OR
  
  I  asked the employee to sign a paper copy that I will scan and send to HR and the employee.
  
  

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

• I approved the signed form in AdobeSign for release in order to obtain the employee’s signature.

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

• I accepted all revisions into the Word document and saved the Word file for the next review. I also routed it as per specific instructions from my Division Director.

OR

• I obtained the employee's signature on paper and saved two versions using the following naming conventions:

  • For the signed .PDF version:  Lname, Fname YYYY Job Description m-d-yyyy.pdf

  • For the Word version (only send if it's different from the template:)  NKY Health JD Title (Program) m-d-yyyy - Lname Fname

1Lname = the employee’s last name; please use an initial capital followed by lowercase letters.

2Fname = the employee’s first name; please use an initial capital followed by lowercase letters.

3yyyy = the year in which the evaluation was conducted; please use 4 digits.

4m-d-yyyy = the date the document was signed; please separate the month, day, and year with dashes and do not add 0s.

5Spec = the title on the employee’s class specification (e.g.: Clinic Supervisor II).

6/8/2023

• Added Revision Log

4/11/2024

• Added gender-neutral language