HR Performance Review Policy

HR PERFORMANCE REVIEW POLICY

Purpose

This Performance Review Policy establishes the standards, procedures, timing, responsibilities and documentation requirements for the evaluation of employee performance. The policy ensures evaluations are conducted consistently, fairly, and in compliance with applicable law, and that results are used to support employee development, compensation decisions and organizational objectives.

Scope

This policy applies to all regular employees of the organization, including full-time and part-time staff, unless specific collective bargaining agreements or statutory rules provide otherwise. Contractors and temporary workers are covered only to the extent set forth in individual agreements.

Definitions

"Performance Review" means the formal process of assessing job performance against established goals, competencies and behaviors. "Reviewer" means the employee's direct manager or delegated supervisory official. "HR" means the Human Resources department charged with administration of this policy.

Policy Statement

Performance reviews shall be documented, timely, and based on objective criteria tied to job responsibilities and organizational goals. Reviews shall be free from unlawful bias and conducted in a manner that affords employees an opportunity to discuss ratings and proposed development plans. Performance outcomes may be considered in compensation, promotion, disciplinary action and continued employment.

Review Cycle and Timing

The standard review cycle is annual, with interim mid‑year check‑ins. Specific timelines:

- Goal setting: within 30 days of start date or at beginning of review cycle.
- Mid-year review: approximately six months after goal setting.
- Annual review: at the end of the defined performance year as determined by HR.

Rating Scale and Criteria

The organization uses a multi-level rating scale to assess performance against objectives and competencies. Ratings shall be supported by documented examples and evidence. Managers must provide narrative feedback that justifies ratings and identifies development actions where appropriate.

Roles and Responsibilities

Manager responsibilities include setting clear goals, providing ongoing feedback, conducting formal reviews, and documenting outcomes. HR responsibilities include policy administration, training managers, ensuring consistency, and maintaining review records. Employees are responsible for participating in goal setting, providing self-assessments, and engaging in development actions.

Performance Improvement and Corrective Action

When performance does not meet acceptable standards, managers shall implement a documented Performance Improvement Plan (PIP) that identifies deficiencies, corrective measures, measurable objectives, timeframes and consequences for non-improvement. PIP outcomes shall be reviewed by HR and may result in further disciplinary action up to and including termination.

Confidentiality and Recordkeeping

Performance review documents are confidential personnel records and will be maintained in accordance with applicable recordkeeping and privacy laws. Access is limited to the employee, their manager, HR, and authorized senior management on a need-to-know basis.

Appeals

An employee who believes a review or rating is inaccurate may file a written appeal with HR within 14 days of receipt of the review. HR will investigate by reviewing documentation and consulting with the reviewer and the employee. HR will issue a written determination following the investigation.

Legal Disclosures

At-Will Employment: Nothing in this policy alters the at-will employment relationship unless a specific written agreement states otherwise. Equal Opportunity: The organization is an equal opportunity employer and prohibits discrimination or harassment in performance evaluations on any protected characteristic.

Procedure for Review Documentation

All reviews must include: (1) an employee self-assessment, (2) manager assessment with narrative, (3) agreed-upon goals and development plan, and (4) signatures acknowledging discussion and receipt. Managers must submit completed review packets to HR within seven business days of completing the review meeting.

Personal Information

Position Information

Reporting Manager:

Start Date:

Employment History (Provide most recent employers)

Education

Professional References

Certification and Authorization

I certify that all information provided in this form is true and complete to the best of my knowledge. I understand that false statements or omissions may result in disciplinary action up to and including termination.

I authorize the organization and its authorized agents to contact my previous employers and references, and to conduct background checks as necessary for employment-related decisions. I understand that information obtained will be used in accordance with applicable laws and the organization's privacy practices.

Employee Statement (Optional Self-Assessment)

By signing below I acknowledge that I have received, read, and understand the HR Performance Review Policy, and that I will comply with the procedures and timelines set forth herein. My signature indicates acknowledgment and receipt; it does not, by itself, constitute agreement with any specific performance rating.

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