HR Performance Management Policy

HR Performance Management Policy

Purpose: This Performance Management Policy sets forth the standards, procedures, and responsibilities for planning, monitoring, assessing, and improving employee performance. The policy establishes a consistent, nondiscriminatory framework for goal-setting, periodic reviews, performance improvement, documentation, and decisions relating to development, compensation, promotion, and separation.

Scope

This policy applies to all regular, temporary, and contract employees. Supervisors, managers, and Human Resources will apply this policy in a consistent manner and in compliance with applicable law.

Key Definitions

"Performance Cycle" means the defined period for goal-setting and formal performance assessment. "Rating" means the standardized measure assigned at formal review. "PIP" refers to a Performance Improvement Plan intended to address documented performance deficiencies.

Policy Statement

Managers will set clear, measurable objectives in partnership with employees at the start of each performance cycle. Progress will be reviewed regularly, with at least one formal mid-cycle check-in and one formal end-of-cycle assessment. Ratings and related decisions will be based on documented performance evidence, demonstrated competencies, and achievement of objectives.

Performance Cycle and Goal Setting

At the outset of the performance cycle, the manager and employee will jointly establish objectives that are specific, measurable, achievable, relevant, and time-bound. Objectives may include operational deliverables, competency development, and stretch goals tied to organizational priorities.

Employee Name:   Employee ID:

Performance Measures and Rating Scale

Ratings will reflect demonstrated results, behaviors, and competencies using the following standardized scale: Exceeds Expectations, Meets Expectations, Needs Improvement, Unsatisfactory. Managers must document specific examples and evidence supporting each assessment. Calibration reviews may be conducted to ensure consistency across the organization.

Mid-Cycle Review and Coaching

Managers shall conduct a documented mid-cycle review to assess progress and provide developmental coaching. Mid-cycle outcomes may result in adjustments to objectives, additional resources, or training recommendations.

Performance Improvement Plans (PIP)

Where documented performance is unsatisfactory, the manager in consultation with Human Resources may initiate a PIP that specifies required improvements, measurable milestones, support to be provided, and a timeline. Failure to achieve PIP objectives may result in corrective action up to and including termination.

Training, Development, and Succession

Performance outcomes will inform individual development plans and organizational learning priorities. Employees are encouraged to participate in learning activities linked to performance objectives. The organization will consider performance and potential in succession planning.

Documentation, Recordkeeping, and Confidentiality

All formal performance documentation will be retained in the employee's personnel file in accordance with record retention schedules. Access to performance records is restricted to authorized personnel. Information gathered during performance processes will be handled confidentially and used solely for employment-related decisions.

Appeals and Non-Retaliation

Employees may submit a written appeal of a formal rating within the timeframe specified in local procedures. Appeals will be reviewed by a designated HR representative and an impartial reviewer. The organization prohibits retaliation against employees who raise concerns or pursue appeals in good faith.

Legal Compliance

At-Will Employment: Nothing in this policy alters the at-will nature of employment where applicable. Either the employee or the organization may terminate employment at any time, with or without cause, subject to applicable law.

Equal Opportunity: Performance decisions will be made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic. Reasonable accommodations will be provided where required by law.

Roles and Responsibilities

Managers: set objectives, provide timely feedback, document performance, support development, and ensure fair evaluations. Employees: actively engage in goal-setting, participate in reviews, seek feedback, and pursue development. Human Resources: provide guidance, ensure consistent administration, and maintain records.

Acknowledgment and Employee Information

Please complete the following employee information and acknowledge receipt and understanding of this Performance Management Policy. Completion of this form confirms acknowledgment only and does not alter terms of employment except where expressly stated in writing.

Employment History (Most Recent)

Education

Professional References

Certifications and Authorizations

By checking the boxes below and signing, I certify the accuracy of the information provided and authorize the organization to take actions as described.

I certify that all information provided on this form is true and complete to the best of my knowledge and that any material misstatement or omission may be grounds for disciplinary action.

I authorize the organization to contact my previous employers and references for the purpose of verifying employment history and relevant performance information.

I authorize the organization to conduct background checks, employment verifications, or credential verifications as required for employment-related decisions. I understand that such checks will be conducted in accordance with applicable law.

Acknowledgement: I acknowledge receipt of the Performance Management Policy and confirm that I have had the opportunity to discuss any questions with my manager or Human Resources. I understand my obligations under this policy and the process for performance reviews, PIPs, appeals, and confidentiality of records.

Employee Statement (Optional)

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