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3340 - Performance Evaluation Staff Employees


  • Name: Brandi Terwilliger
  • Position: Director of Human Resources
  • Email:

Last updated: July 01, 2019


A.   General Principles


A-1. Performance evaluation is a responsibility of every supervisor and should be performed in a timely manner for every employee. The purposes of performance evaluation include but are not limited to: facilitating employee productivity and professional growth, encouraging communication between employees and supervisors, documenting performance strengths and weaknesses, supporting meritorious salary increases or identifying the basis for demotion, disciplinary action or dismissal and motivating improvement in performance.

A-2. A formal evaluation of performance shall be performed at least once a year, generally during January. Classified employees who are new to a classification will be evaluated after three months of service in the probationary period and again at the end of the probationary period but no later than six (6) months in the new position.

a. Performance evaluations may also be conducted at other times at the discretion of the supervisor or unit administrator to assist employees in improving performance or to formally advise them of performance or disciplinary problems.

b. Supervisors and unit administrators are responsible for evaluating performance in a responsible and timely manner.

A-3. The performance evaluation form is a guide for evaluating the performance of all exempt staff and classified staff. Forms for each employee may be downloaded from the Human Resources website. Human Resources notifies department administrators when annual or probationary evaluations are due.

A-4. The employee's job description provides an objective standard by which performance is evaluated.  Job descriptions for classified positions and some exempt staff positions are on file in Human Resources.  Factors that also are considered include, but are not limited to, ability to work with other employees, record of attendance, and tardiness.

A-5. Evaluation of performance shall be conducted by an employee's immediate supervisor or unit administrator (depending on the procedures of the department). The evaluation should include a discussion between the supervisor and the employee regarding: (a) what is expected of the employee, including a review of standards of performance in the job description as well as goals and objectives established at the prior evaluation; (b) the supervisor's evaluation of performance for the current period; and (c) developmental activities or performance goals included in the review which will improve performance during the upcoming period. The employee is expected to participate in the discussion.

A-6. Following the supervisor's completion of the written evaluation, the employees have the opportunity to indicate in writing whether they concur with the evaluation and to enter their written comments regarding the evaluation in the "Employee Comments" section of the performance evaluation form.

A-7. The written evaluation serves as the official record of performance; hence, it should be as complete as possible, signed and dated, and sent to Human Resources no later than the last working day in February. One copy of the evaluation is given to the employee, and one copy retained in the unit and should be referred to when subsequent evaluations are conducted. The official series of evaluations in HR becomes a record that supports decisions such as promotion or dismissal.

A-8. A probationary classified employee who receives an overall unsatisfactory performance evaluation shall not be certified as having completed probationary status. In most instances, an unsatisfactory performance evaluation should be accompanied by a recommendation for demotion or termination of employment. In rare cases, the probationary period may be extended for up to an additional 90 days, with written performance reviews required at 30 and 60 days, and the final written evaluation completed by 90 days (see APM 50.21).

A-9. A certified employee who receives an overall rating of "needs improvement" or "unsatisfactory" must be placed on a performance development plan (PDP) to document the necessary improvement or the lack thereof. If the necessary improvement is not achieved through use of the PDP, other steps must be taken; these may include, but are not limited to demotion, suspension, or termination of employment. (See APM 50.21)

A-10. Performance levels are described as follows:

a. Outstanding is extraordinary performance well beyond that required for the position.

b. Exceeds Requirements represents performance which is better than that expected of a fully competent employee.

c. Meets Requirements is the performance expected of a fully competent employee and is defined as falling within a broad band of accomplishments ranging between "needs improvement" and "highly competent."

d. Needs Improvement denotes performance that is less than that expected of a fully competent employee. It means improvement is necessary. A rating of this type should be thoroughly discussed with the employee.

e. Unsatisfactory performance is inferior to the standards for the position. It should be used when an employee clearly fails to perform one or more duties critical to the job and the overall impact of the employee's performance is such that termination of employment is considered and may be implemented.


Version History

Amended July 2019. Changes to A-1, A-2 a and b, A-5, A-6, A-7, A-8, A-9, A-10, and APM 50.21 were made to correct inaccurate information.

Amended July 2009. Editorial changes to A-3 and A-4.

Amended January 2005. Revised A-2 and A-7. Editorial changes to A-1, A-3, A-4, A-8, and A-9.

Amended July 2002. Revised A-2, A-3, A-7, A-8, A-10 a, b, and c. Editorial changes to A-2 a and b, and A-6.

Amended July 1998. Revised A-2 b.

Amended January 1993. This section was revised, inter alia to reflect changes in step increases.

Adopted 1979.

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