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PERFORMANCE EVALUATION

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PERFORMANCE EVALUATION

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    1. PERFORMANCE EVALUATION

    2. PERFORMANCE EVALUATION USAFE Instruction 36-716 The major duties are outlined in the Position Description Compare the job performance with the Performance Standards Every employee is required a performance evaluation The Position Description gives you the information on the major duties an employee has to perform To evaluate an employee you have to compare the job performance with the Performance Standards You as the supervisor...Every employee is required a performance evaluation The Position Description gives you the information on the major duties an employee has to perform To evaluate an employee you have to compare the job performance with the Performance Standards You as the supervisor...

    3. Performance Standards Standards for satisfactory performance Quality, Quantity, Timeliness Measurable terms - relate to major duties Verbally or in writing ...have to set the Performance Standards for satisfactory performance based on the information you get from the Position Description You need to define Quality, Quantity, and Timeliness. That is how, how much and how well you want the job to be done. You can set the standards verbally or in writing. Doing them in writing will save you one step when you prepare a performance awards package The standards must be in measurable terms and relate to the major duties. Make your standards realistic and maintainable Along with that there are certain responsibilities the supervisor has: ...have to set the Performance Standards for satisfactory performance based on the information you get from the Position Description You need to define Quality, Quantity, and Timeliness. That is how, how much and how well you want the job to be done. You can set the standards verbally or in writing. Doing them in writing will save you one step when you prepare a performance awards package The standards must be in measurable terms and relate to the major duties. Make your standards realistic and maintainable Along with that there are certain responsibilities the supervisor has:

    4. SUPERVISOR WILL: Set the performance standards for each position Assure employees know and understand their performance standards Observe the day-to-day performance Keep employees advised about their performance Record discussions and performance evaluation on AF Form 971 You need to set the performance standards for EACH position Make sure your employees know what you expect of them Monitor the day-to-day performance and let them know how well they do. Assist and counsel employees who have difficulties to perform in a satisfactory manner. extra training to reach satisfactory level Record discussions and performance evaluations on AF Form 971. Have employee initial and date the entryYou need to set the performance standards for EACH position Make sure your employees know what you expect of them Monitor the day-to-day performance and let them know how well they do. Assist and counsel employees who have difficulties to perform in a satisfactory manner. extra training to reach satisfactory level Record discussions and performance evaluations on AF Form 971. Have employee initial and date the entry

    5. TYPES OF EVALUATION ANNUAL PERFORMANCE EVALUATION PROBATIONARY PERFORMANCE EVALUATION EXIT EVALUATION There are three types of evaluations Exit evaluation - is fairly easy but it is a legal requirement Exit eval is done upon termination of employment (retirement, resignation, separation) covers total period of employment with respective organization (5 years) Complete USAFE Form 199 - serves as the basis for issuing a certificate of service or a testimonial There are three types of evaluations Exit evaluation - is fairly easy but it is a legal requirement Exit eval is done upon termination of employment (retirement, resignation, separation) covers total period of employment with respective organization (5 years) Complete USAFE Form 199 - serves as the basis for issuing a certificate of service or a testimonial

    6. Cross out title and replace with Exit EvaluationCross out title and replace with Exit Evaluation

    7. SERVICE RECOGNITION 20 - 50 YEARS OF SERVICE Service pin Certificate Three days additional leave with pay Starting with 20 years of service the certificates will be presented during a Length of Service ceremony held twice a year at the Ramstein Officers’ Club. We invite the employees and they may bring personal guests. Commanders, supervisors, and co-worker also get invited. CPO will prepare the certificates. We will also notify the unit and the employee of the one-time special leave entitlement. For the cash bonus you will see an AF 825. Make sure to give it to the employee. Retirement! Retiring employees and, upon request, their spouse will receive a Certificate of Appreciation. CPO will prepare the certificates to be presented by the commander. The Outstanding Civilian Career Service Award is also available for presentation at the time of retirement. This award is signed by USAFE/CC and, therefore, needs about 60 days processing time.Starting with 20 years of service the certificates will be presented during a Length of Service ceremony held twice a year at the Ramstein Officers’ Club. We invite the employees and they may bring personal guests. Commanders, supervisors, and co-worker also get invited. CPO will prepare the certificates. We will also notify the unit and the employee of the one-time special leave entitlement. For the cash bonus you will see an AF 825. Make sure to give it to the employee. Retirement! Retiring employees and, upon request, their spouse will receive a Certificate of Appreciation. CPO will prepare the certificates to be presented by the commander. The Outstanding Civilian Career Service Award is also available for presentation at the time of retirement. This award is signed by USAFE/CC and, therefore, needs about 60 days processing time.

    8. SERVICE RECOGNITION Monetary Recognition 25 YEARS OF SERVICE plus Service Bonus of € 1000.- 40 YEARS OF SERVICE plus Service Bonus of € 2000.- 50 YEARS OF SERVICE plus Service Bonus of € 3000.-

    9. SERVICE RECOGNITION Award Ceremonies Semi-annual event hosted by KMC Leadership Commanders personally present service certificates, emblems and tokens of appreciation Program Manager: Barbara Rumpf, DSN: 480 - 2741

    10. PERFORMANCE RECOGNITION Good morning -- Name This morning I would like to cover Performance Evaluation and Performance Recognition Is anybody here from a DLA organization? There are differences between DLA and USAFE and will point those out. Throughout this class I will make reference to AF Form 971, Supervisor’s Employee Brief. Is everybody familiar with this form?Good morning -- Name This morning I would like to cover Performance Evaluation and Performance Recognition Is anybody here from a DLA organization? There are differences between DLA and USAFE and will point those out. Throughout this class I will make reference to AF Form 971, Supervisor’s Employee Brief. Is everybody familiar with this form?

    11. Sustained Superior Performance Award (SSPA) Purpose: To recognize Non-US employees for performance of duty clearly exceeding performance expectations for at least 12 months. SSPA is used to recognize employees whose performance significantly exceeds the job standards. There are certain requirements that need to be fulfilled to be eligible for this award. Rating period of 12 months (16 May to 15 May). No promotion during rating period. A promotion on a competitive basis will disqualify an employee. Review of duties the employees has performed which result in an upgrade does not effect the eligibility. DO NOT discuss award recommendations with the employee until final approval.SSPA is used to recognize employees whose performance significantly exceeds the job standards. There are certain requirements that need to be fulfilled to be eligible for this award. Rating period of 12 months (16 May to 15 May). No promotion during rating period. A promotion on a competitive basis will disqualify an employee. Review of duties the employees has performed which result in an upgrade does not effect the eligibility. DO NOT discuss award recommendations with the employee until final approval.

    12. SSPA (Part I) Eligibility: 12 month evaluation period must have been at the same grade level and in the same tariff. Exceptions: Downgrade other than cause. Upgrade to target grade/as a result of position classification survey. SSPA is used to recognize employees whose performance significantly exceeds the job standards. There are certain requirements that need to be fulfilled to be eligible for this award. Rating period of 12 months (16 May to 15 May). No promotion during rating period. A promotion on a competitive basis will disqualify an employee. Review of duties the employees has performed which result in an upgrade does not effect the eligibility. DO NOT discuss award recommendations with the employee until final approval.SSPA is used to recognize employees whose performance significantly exceeds the job standards. There are certain requirements that need to be fulfilled to be eligible for this award. Rating period of 12 months (16 May to 15 May). No promotion during rating period. A promotion on a competitive basis will disqualify an employee. Review of duties the employees has performed which result in an upgrade does not effect the eligibility. DO NOT discuss award recommendations with the employee until final approval.

    13. SSPA (Part II) STEP 1: Supervisor prepares nomination memorandum and written justification. Proposes award amount (1 - 10% of annual salary) The first-level supervisor prepares nomination memorandum and a written justification comparing the performance standards you have set with the actual accomplishments. The immediate supervisor also recommends the award amount. Min is 1 % of the annual salary - max is 5 %. The nominations package has to be submitted by 15 July.The first-level supervisor prepares nomination memorandum and a written justification comparing the performance standards you have set with the actual accomplishments. The immediate supervisor also recommends the award amount. Min is 1 % of the annual salary - max is 5 %. The nominations package has to be submitted by 15 July.

    14. SSPA (Part III) STEP 2: Second-level supervisor reviews and approves nomination under 4%. Nominations over 4% require three-letter office symbol approval. Approved nominations must be received by CPO no later than 15 July. The second-level supervisor reviews the nominations and approves awards under 4%. CPO computes the cash amount in DM and directs payment through the Office of Defense Cost. Occasionally you may have a super performer and you want to award him or her with an award of 4 or even 5 %. Normally, the process requires the involvement of the Base Incentive Awards Committee. The second-level supervisor can only recommend the approval of the award. The committee will review and approve or disapprove all awards of 4% and higher. Therefore, the nomination needs to have a strong supporting justification. There is a point rating guide as an attachment to CPD 53. DELEGATION LETTER. Three-letter-office-symbol-officialsThe second-level supervisor reviews the nominations and approves awards under 4%. CPO computes the cash amount in DM and directs payment through the Office of Defense Cost. Occasionally you may have a super performer and you want to award him or her with an award of 4 or even 5 %. Normally, the process requires the involvement of the Base Incentive Awards Committee. The second-level supervisor can only recommend the approval of the award. The committee will review and approve or disapprove all awards of 4% and higher. Therefore, the nomination needs to have a strong supporting justification. There is a point rating guide as an attachment to CPD 53. DELEGATION LETTER. Three-letter-office-symbol-officials

    15. SSPA (Part IV) Step 3: CPO determines eligibility. Computes the cash amount in €. Directs payment through the Foreign Forces Payroll Office (FFPO). Ascertains that the award is documented in the civilian personnel data system. Returns original package to organization.

    16. SSPA (Part V) Step 4: Organization prepares the Award Certificate (AF Form 2858). Presents award to employee in an appropriate ceremony.

    17. SPECIAL ACT OR SERVICE AWARD (SASA) Certificate: AF Form 2860 Monetary Amount: $5,000 or less (approving authority: Installation Commander); $5,000 to $10,000 (approving authority: USAFE Commander or designee) The first-level supervisor prepares nomination memorandum and a brief narrative justification. The second-level supervisor reviews and approves the award and forwards it to CPO for processing. There is no limit to the number of NAAs an employee may receive. And you may put an employee in for this award at any time. Make sure that the employee is recognized for the same contribution only once. You may not include the same achievement in a justification for an SSPA. The first-level supervisor prepares nomination memorandum and a brief narrative justification. The second-level supervisor reviews and approves the award and forwards it to CPO for processing. There is no limit to the number of NAAs an employee may receive. And you may put an employee in for this award at any time. Make sure that the employee is recognized for the same contribution only once. You may not include the same achievement in a justification for an SSPA.

    18. SASA (Part II) Procedures: Submit nomination with justification not later than 90 days after completion of the special act or service The first-level supervisor prepares nomination memorandum and a brief narrative justification. The second-level supervisor reviews and approves the award and forwards it to CPO for processing. There is no limit to the number of NAAs an employee may receive. And you may put an employee in for this award at any time. Make sure that the employee is recognized for the same contribution only once. You may not include the same achievement in a justification for an SSPA. The first-level supervisor prepares nomination memorandum and a brief narrative justification. The second-level supervisor reviews and approves the award and forwards it to CPO for processing. There is no limit to the number of NAAs an employee may receive. And you may put an employee in for this award at any time. Make sure that the employee is recognized for the same contribution only once. You may not include the same achievement in a justification for an SSPA.

    19. SASA (Part III) CPO Directs payment through Foreign Forces Payroll Office (FFPO).

    20. NOTABLE ACHIEVEMENT AWARD (NAA) Certificate: AF Form 3032 Monetary Amount: $25 - $500 Procedure: Within 30 days of act, first-level supervisor prepares nomination letter with justification and recommends amount of award. Second level supervisor may approve up to $500.

    21. NAA (Part II) IMMEDIATE SUPERVISOR Prepares nomination memorandum and narrative justification SECOND-LEVEL SUPERVISOR Reviews and approves award Forwards award to CPO for processing Prepares certificate AF FORM 3032 The first-level supervisor prepares nomination memorandum and a brief narrative justification. The second-level supervisor reviews and approves the award and forwards it to CPO for processing. There is no limit to the number of NAAs an employee may receive. And you may put an employee in for this award at any time. Make sure that the employee is recognized for the same contribution only once. You may not include the same achievement in a justification for an SSPA. The first-level supervisor prepares nomination memorandum and a brief narrative justification. The second-level supervisor reviews and approves the award and forwards it to CPO for processing. There is no limit to the number of NAAs an employee may receive. And you may put an employee in for this award at any time. Make sure that the employee is recognized for the same contribution only once. You may not include the same achievement in a justification for an SSPA.

    22. NAA (Part III) CPO Directs payment through Foreign Forces Payroll Office (FFPO). The first-level supervisor prepares nomination memorandum and a brief narrative justification. The second-level supervisor reviews and approves the award and forwards it to CPO for processing. There is no limit to the number of NAAs an employee may receive. And you may put an employee in for this award at any time. Make sure that the employee is recognized for the same contribution only once. You may not include the same achievement in a justification for an SSPA. The first-level supervisor prepares nomination memorandum and a brief narrative justification. The second-level supervisor reviews and approves the award and forwards it to CPO for processing. There is no limit to the number of NAAs an employee may receive. And you may put an employee in for this award at any time. Make sure that the employee is recognized for the same contribution only once. You may not include the same achievement in a justification for an SSPA.

    23. Time-Off Award (TOA) Certificate: USAFE Form 221 Employee may be granted 1 – 10 days off without charging annual leave

    24. TOA (PART I) Approving Authority: Up to 2 days: First-level Supervisor More than 2 days: Squadron Commander More than 5 days: Group Commander

    25. TOA (PART II) Sample: The immediate supervisor can approve two one-day awards a year, the third will need squadron-level approval.

    26. TOA (PART III) Procedure Submit nomination and certificate to CPO

    27. TOA (PART IV) Civilian Personnel Office: Validates employee’s eligibility Updates personnel system to show a TOA Forwards approved memorandum and cert back to recommending supervisor for presentation

    28. TOA (Part V) Supervisor: Annotate date of award and numbers of days in remarks section of USAFE Form 202 Employee request TOA using USAFE Form 857 TOA may be taken within the current calendar year or within the first three months of the following year Grants days off at employee’s request (using USAFE Form 857 for request and approval. In remarks enter “Admin Leave for TOA dated _____”). Ensures time off taken is properly documented (as admin leave) on daily time and attendance record for the employee (USAFE Form 591) and maintained on file for reference for the prescribed time period).Grants days off at employee’s request (using USAFE Form 857 for request and approval. In remarks enter “Admin Leave for TOA dated _____”). Ensures time off taken is properly documented (as admin leave) on daily time and attendance record for the employee (USAFE Form 591) and maintained on file for reference for the prescribed time period).

    29. Honorary Awards USAFE Medal of Distinction (MOD) USAFE Medal of Merit (MOM) Exemplary Civilian Service Award (ECSA) Award for Meritorious Civilian Service (MCSA) These awards have different procedures. Please visit our website to get the factsheets with detailed information. http://www.ramstein.af.mil

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