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This session is an overview of the Department of Public Instruction performance evaluation system.
A revised performance evaluation system became effective in August 2013.
The revised system provides a more complete picture of the performance of all department employees.
While the prior evaluation system was largely employee driven,
the new system has more supervisory input in setting and evaluating the attainment of agency- wide and individualized goals.
Under this system, individualized goals are established collaboratively by the supervisor and employee.
This evaluation system has been approved by the State Superintendent and the Office of State Employment Relations.
Performance evaluations on all permanent and project employees are required by state law and administrative code.
The DPI evaluation system incorporates all the requirements set forth in law and rule.
Departmental Policy Bulletin 3.320 fully discusses the evaluation system and can be viewed on the department intranet.
The DPI performance evaluation system is intended to facilitate discussion between employees and supervisors.
The system is designed to identify, measure, and develop employee performance.
It evaluates each employee’s work product and identifies his or her strengths.
The system also provides an opportunity to identify any performance challenges or obstacles to good performance an employee may face.
Supervisors and employees can discuss ways to address those challenges and obstacles.
Each permanent and project employee who is not serving a probationary period will receive at least one formal performance evaluation each year.
Each permanent and project employee who is not serving a probationary period will receive at least one formal performance evaluation each year.
The formal evaluation, while important and required, does not replace the need for on-going discussion of progress and performance
throughout the year between employees and supervisors.
The evaluation system has four main components:
* Overall agency-wide performance goals, * Individualized performance goals,
* Identification of individual accomplishments
* Identification of individual accomplishments
and * Identification of job-related training and professional development needs.
The department has established agency-wide performance goals that apply to all employees.
The goals are:
* Professionalism, * Communication, * Customer Service, * Respectful Workplace, * Innovation, * Safety and Risk Management
An additional goal along with performance expectations has been developed for supervisory employees.
The duties of the department’s 650 employees vary significantly.
However, all employees are expected to approach their jobs with professionalism.
This includes delivery of quality work products completed in accord with specifications.
Employees are expected to communicate clearly and appropriately with each other and with internal and external customers.
Employees are expected to communicate clearly and appropriately with each other and with internal and external customers.
Employees are expected to communicate clearly and appropriately with each other and with internal and external customers.
This may include members of the public, co- workers, supervisors, students at our residential schools, parents,
employees of other state or federal agencies, school district and library employees, and many others.
Communication may be in a number of forms and includes phone calls, emails, brief written notes, position papers,
or other communications written for the state superintendent.
or other communications written for the state superintendent.
In a similar way, all DPI employees provide service to a wide range of internal and external customers.
All employees are expected to be respectful of co-workers, supervisors, and customers;
All employees are expected to be respectful of co-workers, supervisors, and customers;
are expected to strive to improve the ways in which we accomplish our work;
and are expected to help keep the workplace safe.
Policy Bulletin 3.320 and the evaluation form (PI-2628) list examples of the expectations for meeting each of the six agency-wide goals
as well as expectations for supervisors.
Some of the expectations may not apply to all employees and they are identified as “if applicable” in the policy bulletin and on the
Supervisors may develop alternate performance expectations if appropriate.
For example, “provides quality professional development in a timely manner”
could be an appropriate expectation for some employees and could be added to the Professionalism goal.
The individualized performance goals are similar to the goals established when we used the
Performance Improvement Plan (PIP) evaluation system.
Individualized goals are set collaboratively by the supervisor and employee.
Individualized goals are set collaboratively by the supervisor and employee.
Goals may be based on the position description, agency or team strategic plans,
or on specific projects and initiatives that have been assigned to the employee.
Individualized goals may also be developed to address an area or areas where performance improvement is needed.
Employees and supervisors will meet together to create the goals.
In the unlikely event the supervisor and employee cannot agree on individualized goals and/or performance measures,
the supervisor will develop the goals and performance measures.
Employees may receive new and important assignments after individualized goals have been set,
an employee may receive an award or commendation for his or her work on a particular project,
or an employee may pick up extra work during a time when a co-worker is on a temporary leave.
The performance evaluation form has an area set aside to acknowledge these accomplishments or extra assignments that occur during the year
which may have been outside the individualized goals that had been set.
The performance evaluation system also provides the employee and supervisor a means to identify potential training or professional
The performance evaluation system also provides the employee and supervisor
a means to identify potential training or professional development opportunities for the employee.
This could be taking a particular training or course, or attending a conference.
It is not required that the employee and supervisor develop training or professional development goals.
The DPI evaluation system uses a four-part rating scale.
Each agency-wide goal and each individualized goal will receive a rating.
There will also be an overall performance rating for each employee.
A rating of “meets expectations” means the employee has met the established expectations for that particular goal.
We expect most employees will have a rating of “meets expectations” for most or all of the agency-wide and individualized goals.
We expect most employees will have a rating of “meets expectations” for most or all of the agency-wide and individualized goals.
A rating of “exceeds expectations” means the employee has surpassed the established expectations for that particular goal.
This may have been accomplished by performing activities beyond those stated in the expectations
or by taking additional initiative to accomplish assignments.
A rating of “needs improvement”
means the employee did not meet some of the expectations for an agency-wide or individualized goal or goals.
Supervisors will provide a written explanation of how the expectation was not met.
The supervisor and employee will work collaboratively to develop steps to be taken to improve the performance.
Supervisors will provide additional support and guidance to the employee in areas in which he or she was determined to need improvement.
A rating of “does not meet expectations”
means the employee consistently has not met expectations in agency-wide and/or individualized goals.
Because supervisors will be continuously reviewing employee performance throughout the year,
we expect a rating of “does not meet expectations” on the evaluation form will be extremely rare.
If the employee has received a “does not meet expectations” rating,
the supervisor will work with human resources to develop a formal performance improvement plan.
The overall employee rating will take into account all of the individual ratings for agency-wide goals and individualized goals.
The overall employee rating is much like a grade point average; merely receiving a “needs improvement” rating in one or two areas
does not necessarily mean the employee’s overall rating will be less than “meets expectations”.
Supervisors will set a date to meet privately with each employee to discuss his or her observations of the employee’s performance.
The supervisor will send a preliminary evaluation on the evaluation form to the employee prior to the meeting.
Prior to the evaluation meeting, employees should take time to reflect on the year’s performance
and how it compared with the established expectations for agency-wide and individualized goals.
The employee should also reflect on other accomplishments during the review period.
During the evaluation meeting, the supervisor and employee will discuss the performance and the rating assigned to each goal.
Both the employee and the supervisor will have the opportunity to identify any special accomplishments during the evaluation period.
After the meeting, the supervisor will finalize the ratings and enter the accomplishments discussed during the meeting.
Both the employee and the supervisor will have the opportunity to identify any special accomplishments during the evaluation period.
He or she will send the form electronically to the employee so the employee can make comments to return to the supervisor.
The completed evaluation form must be printed and signed by both the employee and supervisor; each will retain their own copy.
The original will be sent to human resources where it will become a permanent part of the employee’s personnel file.
The original will be sent to human resources where it will become a permanent part of the employee’s personnel file.
After the evaluation is complete, the supervisor and employee will work together to set new individualized goals for the ensuing year.
At that time, the employee and supervisor may discuss and identify potential training or professional development opportunities.
The supervisor will enter the new goals and performance measures along with any training or professional development needs onto the form.
The employee and supervisor will retain a hard copy of the form for reference throughout the year.
Any performance evaluation system can cause anxiety for employees and supervisors.
The DPI system involves both parties in a collaborative way to set individual goals and expectations.
The system also allows for discussion of the final performance ratings.
It is our intent to have a system that is fair and useful to all employees.
Because this is a new system, we are interested in feed back from employees and supervisors.
Please send comments or questions regarding this system
to Human Resource Services at dpihumanresources@dpi.wi.gov.
Members of the Human Resource Services Team are available to discuss the system and answer questions.
This concludes the tutorial on the DPI performance evaluation system.
Thank you for your time.