Performance Evaluation Review – Completion Guidance

📋 Performance Evaluation Review

Comprehensive Guidance for Completion

📖 Introduction

This guidance document provides detailed instructions for completing the Employee Performance Evaluation Form. The evaluation process is designed to be collaborative, transparent, and focused on employee development. Both the employee and supervisor should work together throughout the process to ensure accurate, fair, and constructive assessment.

PART I — BASIC INFORMATION

To be completed jointly by Employee and Supervisor

Required Fields

  • Name: Enter the full legal name of the employee being evaluated
  • Title: Current job title or position as stated in the employment contract
  • Directorate / Project: The organizational unit or specific project the employee is assigned to
  • Supervisor: Full name of the direct supervisor conducting the evaluation
  • Evaluation Period: Start and end dates of the evaluation period

⚠ī¸ Important Note

Ensure the evaluation period dates match the contract period or the annual evaluation cycle. Inconsistent dates may cause administrative issues.

PART II — PLAN OF WORK

Completed at the beginning of the contract or annual cycle

ℹī¸ Purpose

This section establishes clear expectations and performance standards for the evaluation period. It should be completed collaboratively during the planning phase, ideally within the first two weeks of the contract or evaluation cycle.

1 List Key Activities

  • Refer to the employee’s Terms of Reference (TOR) or Job Description
  • Identify and list the major responsibilities for the evaluation period
  • Be specific and clear about what each activity entails
  • Prioritize activities by importance and time allocation

💡 Example

Key Activity: “Coordinate project implementation activities across three partner organizations”

2 Set Targets

  • Describe measurable and time-bound output or outcome goals for each activity
  • Use the SMART criteria: Specific, Measurable, Achievable, Relevant, Time-bound
  • Include quantitative targets where possible (numbers, percentages, frequencies)
  • Ensure targets are realistic given available resources and timeframe
  • Align targets with department annual working plan (AWP) goals

💡 Example

Target: “Complete quarterly reports for all three partner organizations by the 5th of each quarter’s closing month, with 100% accuracy in financial data”

3 Define Indicators

  • Identify how success will be measured for each activity
  • Include indicators for quality (standards met, accuracy, excellence)
  • Include indicators for quantity (number of outputs, volume)
  • Include indicators for timeliness (deadlines met, promptness)
  • Include indicators for deliverables (specific outputs produced)
  • Make indicators objective and verifiable

💡 Example

Indicators:

  • All quarterly reports submitted on time (100% on-time delivery rate)
  • Zero critical errors identified in financial data
  • Partner satisfaction rating of 4/5 or higher
  • All required documentation included in each report

4 Describe Supervisor Support

  • Specify what the supervisor will provide to enable employee success
  • Guidance: What type of direction or mentoring will be provided?
  • Resources: What tools, budget, or personnel support will be available?
  • Coordination: How will the supervisor facilitate collaboration?
  • Check-in Frequency: How often will progress reviews occur? (weekly, bi-weekly, monthly)
  • Be specific and realistic about commitments

💡 Example

Supervisor Support: “Weekly 30-minute check-in meetings every Monday; access to financial software and training materials; introduction to partner organization contacts; approval of reports within 48 hours of submission”

5 Duty Station

  • Indicate the employee’s primary working location
  • Include city and country if applicable
  • Specify if the role is remote, hybrid, or office-based
  • Note any expected travel or alternate work locations

✅ Best Practice

Schedule a dedicated planning meeting to complete Part II together. This collaborative approach ensures mutual understanding and agreement on expectations before work begins.

PART III — ASSESSMENT

To be completed by the Employee first, then scored by the Supervisor

ℹī¸ Process Flow

Step 1: Employee completes achievements and challenges sections
Step 2: Employee provides self-assessment scores
Step 3: Supervisor reviews and provides supervisor scores
Step 4: Discussion meeting to align on final assessment

1 Achievements

Provide a concise narrative summarizing:

  • Completed Tasks: What specific work was accomplished?
  • Key Outputs/Deliverables: What tangible results were produced?
  • Accomplishments Related to Targets: How did performance compare to the planned targets and indicators from Part II?
  • Significant Contributions Beyond Expectations: What exceptional value was added?

💡 Writing Tips

  • Use specific examples and data
  • Quantify results when possible
  • Focus on outcomes, not just activities
  • Mention positive feedback received
  • Keep it factual and objective

💡 Example

Achievement: “Completed and submitted all four quarterly reports on schedule with zero delays. Implemented a new quality control checklist that reduced errors by 40% compared to previous cycle. Received commendation from two partner organizations for clarity and thoroughness of documentation. Exceeded target by producing additional monthly summary reports that improved project visibility.”

2 Challenges / Lessons Learned

  • Mention difficulties encountered during the work
  • Explain what was learned from these challenges
  • Provide constructive suggestions for improvement
  • Be honest but professional
  • Focus on systemic issues, not personal blame
  • Highlight how challenges were addressed or overcome

💡 Example

Challenges/Lessons: “Experienced initial delays in receiving financial data from partners due to unclear submission deadlines. Learned the importance of proactive follow-up and implemented a reminder system two weeks before data is due. This reduced late submissions by 60%. Recommend standardizing data templates across all partners for more efficient processing.”

3 Scoring System

Score Rating Description
1 Excellent Consistently exceeds all expectations and targets. Demonstrates exceptional quality, innovation, and impact. Serves as a role model. Achieves outstanding results that significantly advance organizational goals.
2 Exceeds Expectations Regularly surpasses expected standards and targets. Produces high-quality work with minimal supervision. Demonstrates initiative and makes valuable contributions beyond assigned responsibilities.
3 Meets Expectations Consistently achieves expected standards and targets. Produces good quality work within established timeframes. Demonstrates competence in all key areas of responsibility.
4 Partially Meets Expectations Sometimes achieves expected standards but with gaps. Quality or timeliness occasionally falls short. Requires additional supervision or support to meet full expectations.
5 Does Not Meet Expectations Consistently fails to meet expected standards and targets. Significant improvements needed in quality, timeliness, or approach. Performance requires immediate attention and intervention.

⚠ī¸ Scoring Guidelines

  • Base scores on objective evidence from achievements and indicators
  • Compare performance against the targets set in Part II, not against other employees
  • Consider the full evaluation period, not just recent performance
  • Be prepared to justify scores with specific examples
  • Scores of 4 or 5 should trigger development discussions

4 Overall Score

  • The supervisor provides score for each activity
  • Consider performance across all activities and key areas
  • Discuss any discrepancies between employee and supervisor scores
  • The overall score will be calculate automatically after submission

ℹī¸ Calculating Overall Score

While there’s no fixed formula, consider giving more weight to activities that are more critical to the role or consume more time. The overall score should represent a fair summary of performance across all activities.

PART IV — SUPERVISOR’S OVERALL SUPPORT

Completed by the Employee

ℹī¸ Purpose

This section provides the employee an opportunity to give feedback on the support received. The feedback on the support received including committed support and additional if any.

What to Include

Describe the actual support received from the supervisor, including:

  • Coaching or Mentoring: Did the supervisor provide guidance on professional development?
  • Guidance on Tasks: Was direction clear, timely, and helpful?
  • Approval Processes: Were approvals provided within reasonable timeframes?
  • Provision of Resources: Were promised resources made available?
  • Accessibility and Communication: Was the supervisor available when needed?
  • Frequency of Meetings: Did check-ins occur as planned?
  • Follow-through on Commitments: Did the supervisor deliver on promises made in Part II?

✅ Best Practice

Focus on factual, constructive feedback. Use specific examples to illustrate points. Frame feedback in terms of what worked well and what could be improved, rather than personal criticism.

💡 Example – Positive Feedback

“Supervisor provided weekly check-ins as promised, with clear guidance on priorities. Approval turnaround averaged 24 hours, enabling efficient work flow. Mentoring on stakeholder management was particularly valuable and helped improve partner relationships. Would appreciate more advance notice for urgent requests to better manage workload.”

💡 Example – Constructive Feedback

“While technical guidance was strong, check-in meetings were sometimes postponed due to supervisor’s schedule conflicts, occurring bi-weekly instead of weekly as planned. This occasionally created uncertainty about priorities. Access to training resources was provided, but budget approval process took longer than expected. Recommend establishing clearer escalation procedures for urgent approvals.”

PART V — LEARNING AND DEVELOPMENT

Completed by Employee in consultation with Supervisor

1 Record L&D Taken During the Period

Document all learning and development activities completed during the evaluation period:

  • On-the-Job Training: Skill development through work assignments, job shadowing, or mentoring
  • Coaching: One-on-one professional development sessions
  • Trainings/Classes Attended: Formal courses, workshops, webinars, or certification programs

For each activity, include:

  • Type and topic of the training
  • Method (online, in-person, workshop, etc.)
  • Date and duration
  • Provider or facilitator (if applicable)

💡 Example

Type/Topic: Advanced Excel for Data Analysis
Method: Online training course
Date/Duration: March 2025 / 16 hours over 4 weeks

2 List Proposed Future L&D

Identify skills to develop based on:

  • Performance gaps identified in the assessment
  • Career development goals and aspirations
  • Emerging requirements of the role
  • Organizational strategic priorities
  • Personal professional development interests

For each proposed L&D activity, include:

  • Type/Topic: What skill or knowledge area?
  • Reason/Objective: Why is this development needed? What will it achieve?
  • Method: How will the learning occur? (training, coaching, OJT, mentoring, etc.)
  • Timeline: When should this occur? (Quarter, month, or specific dates)

💡 Example

Type/Topic: Project Management Professional (PMP) Certification
Reason/Objective: To develop formal project management competencies needed for upcoming role expansion into program coordination
Method: External certification training program
Timeline: Q3-Q4 2025 (exam by December 2025)

✅ Best Practice

Prioritize 2-4 key development areas rather than creating an exhaustive list. Focus on areas that will have the most significant impact on performance and career growth.

PART VI — PEERS FEEDBACK

Peers selected jointly by Employee and Supervisor complete this section

ℹī¸ Purpose

Peer feedback provides valuable perspective on collaboration, teamwork, and professional behavior. It helps create a more comprehensive and balanced evaluation.

Selecting Peer Reviewers

  • Select 2-4 peers who have worked closely with the employee
  • Choose peers from different contexts (projects, departments, or functions)
  • Ensure peers have sufficient interaction to provide meaningful feedback
  • Consider both internal colleagues and external partners if applicable
  • Peers should be at a similar or slightly senior level

Attributes to Review

1. Understanding of Responsibilities

Does the employee demonstrate clear understanding of their role, duties, and how their work fits into broader objectives?

2. Building Relationships

Does the employee develop positive, professional relationships with colleagues, stakeholders, and partners?

3. Collaboration

Does the employee work effectively in teams, contribute to group efforts, and support colleagues?

4. Communication

Does the employee communicate clearly, listen actively, and share information effectively?

5. Sharing Knowledge Professionally

Does the employee willingly share expertise, mentor others, and contribute to team learning?

6. Leadership

Does the employee demonstrate leadership qualities, take initiative, and inspire others (regardless of formal authority)?

Scoring Each Attribute

  • Use the same 1-5 scoring scale as in Part III
  • Base scores on observed behaviors and interactions
  • Provide specific examples in the remarks section
  • Be constructive and professional
  • If unable to assess an attribute due to limited interaction, indicate “N/A”

💡 Example Peer Feedback

Attribute: Collaboration – Score: 2 (Exceeds Expectations)
Remarks: “Consistently volunteered to assist team members during high workload periods. Proactively shared research findings that benefited multiple projects. Always responsive to requests for input and feedback.”

PART VII — SUPERVISOR’S OVERALL ASSESSMENT & RECOMMENDATION

Completed by Supervisor

Components

1. Summary of Employee’s Performance

  • Provide a comprehensive overview of the evaluation period
  • Integrate findings from Parts II, III, and VI
  • Highlight overall patterns and themes
  • Connect performance to organizational impact

2. Key Accomplishments

  • Recognize the most significant achievements
  • Emphasize contributions that had notable impact
  • Acknowledge growth and improvement areas
  • Celebrate successes and exceptional efforts

3. Areas to Improve

  • Identify specific areas needing development
  • Be constructive and solution-focused
  • Link improvements to career development opportunities
  • Avoid vague generalizations; be specific

4. Developmental Actions

  • Suggest specific actions to address improvement areas
  • Reference proposed L&D from Part V
  • Include supervisor commitments to support development
  • Set clear expectations and timelines

5. Recommendations Regarding Future Work Direction

  • Provide guidance on career progression
  • Suggest potential new responsibilities or roles
  • Identify opportunities for growth within the organization
  • Discuss alignment between employee aspirations and organizational needs

✅ Best Practice

This section should be thoughtful, balanced, and forward-looking. It should leave the employee with clear understanding of their performance and concrete direction for future development.

PART IX — APPEAL

Completed only if the employee disagrees with the supervisor’s assessment

ℹī¸ When to Use This Section

This section is only completed if the employee disagrees with the supervisor’s final rating or comments. It provides a formal mechanism for the employee to express concerns and seek review.

What to Include

  • Points of Disagreement: Clearly identify which ratings or comments you dispute
  • Specific Evidence: Provide concrete examples or documentation that supports your position
  • Proposed Corrections: Suggest what you believe the accurate assessment should be
  • Additional Context: Explain any circumstances that may not have been fully considered

⚠ī¸ Important Guidelines

  • Remain professional and factual
  • Focus on objective evidence, not emotions
  • Reference specific achievements, documents, or communications
  • Avoid personal attacks or inflammatory language
  • Be prepared to participate in a review meeting

💡 Example

“I respectfully disagree with the score of 4 (Partially Meets Expectations) for Activity #2. Evidence shows that all four quarterly reports were submitted on time, with documented approval from the Project Director. Additionally, partner feedback forms (attached) show an average satisfaction rating of 4.3/5, exceeding the target of 4/5. I believe a score of 2 (Exceeds Expectations) more accurately reflects this performance.”

Appeal Process

  1. Employee completes the appeal section with clear justification
  2. HR reviews the appeal and supporting documentation
  3. A review meeting may be convened with employee, supervisor, and HR
  4. HR makes a final determination or mediates a resolution
  5. The outcome is documented and added to the evaluation record

RECOMMENDATION

Completed by Supervisor or HR

Components

Contract Continuation

  • Indicate whether to extend the contract or not
  • Base the decision on overall performance assessment
  • Consider organizational needs and budget availability
  • If not extending, provide clear rationale

Fund Allocation

  • Specify budget codes, amounts, or funding sources
  • Confirm availability of funds for contract extension
  • Note any budget constraints or special approvals needed

Other Administrative Notes

  • Document any special conditions or requirements
  • Note approval escalations if required
  • Record follow-up actions needed
  • Reference related administrative processes

SIGNATURES

Employee, Supervisor, and HR

ℹī¸ Signature Requirements

All signatures must be obtained before the evaluation is considered complete and filed in the employee’s personnel record.

Signature Order

  1. Employee: Signs first, indicating they have reviewed and understood the evaluation
  2. Supervisor: Signs second, confirming the assessment and recommendations
  3. HR: Signs last, verifying completeness and adding final administrative notes

⚠ī¸ Important Note

An employee signature does not necessarily indicate agreement with all assessment points. If the employee disagrees, they should complete Part IX (Appeal) before signing, or note their disagreement near their signature and complete the appeal separately.

Final Steps

  • Ensure all dates are filled in
  • Verify all required sections are complete
  • HR adds final comments or processing notes
  • Original form is filed in personnel records
  • Copies provided to employee and supervisor
  • Electronic copy uploaded to HR management system if applicable

GENERAL BEST PRACTICES

✅ Communication

  • Schedule regular check-ins throughout the evaluation period
  • Address performance issues promptly, not just at evaluation time
  • Create a safe environment for open dialogue
  • Listen actively to employee perspectives

✅ Documentation

  • Keep records of achievements, challenges, and feedback throughout the period
  • Document significant incidents (both positive and negative) as they occur
  • Save examples of work products and communications
  • Maintain notes from check-in meetings

✅ Fairness and Objectivity

  • Base assessments on observable behaviors and measurable outcomes
  • Avoid recency bias (overweighting recent events)
  • Don’t compare employees to each other; compare to established standards
  • Consider the full evaluation period, not isolated incidents
  • Account for contextual factors (resource constraints, organizational changes)

✅ Development Focus

  • Frame feedback constructively and future-oriented
  • Balance recognition of achievements with development needs
  • Create actionable development plans
  • Commit to supporting employee growth

✅ Timing

  • Start Part II (Plan of Work) at the beginning of the cycle
  • Allow adequate time for employee self-assessment
  • Schedule evaluation discussion when both parties can focus
  • Complete process before contract end date
  • Don’t rush – allow time for reflection and dialogue

📝 Ready to Complete Your Evaluation?

Now that you understand the process, click the button below to access and fill out the official Performance Evaluation Form

Fill Out Evaluation Form

Performance Evaluation Guidance Document

For questions or clarification, contact Human Resources

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