Guided Checklist to Conducting
INITIAL and INTRODUCTORY
Performance Evaluations and
Job Description Reviews

Prior to meeting with the employee, I prepared the job description as follows:

• The same job description was used when NKY Health posted the vacant position.

• I replaced the word “Vacant” with the employee’s first and last names.

• The most current template form (containing standard language that applies to ALL Job Descriptions) is being used. I checked it against the Master Job Description Template on the Job Descriptions page to make sure. 

• The most current template for the position is being used. I checked it against the job description template for positions subpages of the Job Descriptions page. (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.

Using the Job Description prepared prior to posting the position, I pointed out that: 

• • They received a copy of the Class Specification in an email from HR prior to their interview.

  • The Class Specification contains details pertaining to all employees assigned to it including but not limited to the following:

  • A general descripion of the role.

  • Characteristics that distinguish it from any related classifications in the "rung" below on the possible "career ladder."

  • Knowledge, Skills, and Abilities (KSAs) necessary for performance in this positon.

• Minimum Qualifications associated with this position.

• The Job Description contains specifics for the employee incuding but not limited to the following:

  • Names and titles of employee and supervisor.

  • Details about various categories.

  • Essential functions.

  • Any requirements over and above those in the Class Specification.

• Class Specifications are all part of a larger Classification and Compensation Plan and usually do not change much. 

• They can find the Classification and Compensation Plan, each Class Specification and probable career ladders any time on the HR Site for Employees.

• Job Descriptions can change more frequently.

• They and I are responsible for updating their own individual Job Description unique to them.

• 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 24 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 then scanned all pages into a single .PDF file using the preferred naming conventions and emailed it to hr@nkyhealth.org.

AND

• I saved the Word file using the preferred naming conventions and emailed it to hr@nkyhealth.org.

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 address the new employee is included before I select "Sign then Send" to initiate a blank form.

SECTION 1

• • All required fields are accurately completed; none are blank. 

  • “Initial Review” is selected for the type of evaluation.

SECTIONS 2 AND 3

• • All the fields are blank and none of the items are checked.

SECTION 4

• The field contains at least one goal related to completing general orientation requirements.

• The field contains at least one goal related to quality improvement.

SECTION 5

• I signed the fom electronically and sent for signatures.

I reviewed and discussed the performance evaluation form as follows:

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

• I pointed out that the first rating item is linked to the Essential Functions of their Job Description.

• I pointed out that they should maintain a list of their own accomplishments.

• We discussed goals.

• I informed the employee that I will send 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 form 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 selected "Sign" at the bottom of the screen.

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 are entred before I select "Sign then Send" to initiate a blank form.

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

SECTION 1

• All required fields are accurately completed; none are blank. 

• “Introductory” is selected for the type of evaluation.

SECTION 2

• Each item is rated according to expectations for employees who have between six and nine months of experience in the position.

• 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”).

SECTION 3

• The employee's accomplishments during the evaluation period, including progress made on any goals, is noted.

SECTION 4

• Any goals for the upcoming review period are listed.

I reviewed and discussed the performance evaluation form as follows:

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

• I discussed the contents of the form with the employee and made any changes needed.

• I informed the employee that I will send 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 form 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 selected "Sign" at the bottom of the screen.

3/24/2025

• Revised language to match new tools/templates

4/11/2024

• Added gender-neutral language

8/29/2022  

• Replaced "Process Job Description" section with "Prepare Performance Evaluation" section. 

• Added "Review and Discuss Performance Evaluation" section.