Year-End Performance Review: Understanding Performance Ratings and Definitions

Year-End Performance Review

Performance reviews are written and stored in the Performance Review system on eServe.

Supervisors should schedule and hold performance review meetings with their direct reports by mid-June. Supervisors can begin drafting reviews in the Performance Review system prior to this meeting beginning in March. To begin the performance review process and help employees think constructively about their performance over the past year, supervisors can send them the combined Employee Self-Assessment & Manager Feedback form. In the performance review discussion, supervisors and their direct report review performance from the past year including: 

• Accomplishments
• Strengths
• Areas for improvement
• Development opportunities

When the performance review is complete, supervisors should select the rating that best summarizes their direct report's overall performance. This rating should be the same in both the Performance Review and Merit system in eServe. 

Performance Rating Scale

The written performance review for each employee should reflect the supervisor’s objective feedback regarding the employee’s work performance and contributions to the business. Additionally, the review should include input from the employee and business partners with whom they work. Constructive feedback is an important element to employee performance development, professional growth, and the success of the university. 

Within an employee’s performance review, supervisors will select the performance review rating category that reflects the employee’s overall work performance and contributions to the business. The performance rating scale, as outlined below, makes it easier for supervisors to differentiate performance among their staff and to recognize the very top performers. The scale keeps the definitions clear and concise to eliminate any confusion or ambiguity.  

• Exemplary
• Excelling
• Successful
• Needs Improvement
• Unsuccessful

Category Definitions

Exemplary

An employee given "Exemplary" set the standard for excellence across all aspects of their job. They achieved exceptional results and consistently exceeded performance expectations, producing the highest quality work and delivering on their goals collaboratively and collegially. They were a role model and subject matter expert within the organization this year.

The expectation is a small number of employees will receive this rating based on the exceptional results that are displayed. School/unit leadership may require approval prior to managers assigning this rating to any of their direct reports.

An Exemplary rating acknowledges truly exceptional contributions that had a significant and lasting impact.

• It is reserved for those who demonstrated the highest level of performance, whether by leading a highly complex project, driving innovation, or making a unique and visible impact on the organization.
• The employee consistently identified opportunities for improvement and took proactive steps to enhance outcomes.
• This rating reflects an extraordinary year of achievement and does not guarantee similar ratings in future years.

Excelling

An employee given "Excelling" brought value above and beyond their job responsibilities and often exceeded the expectations of their position.

The Excelling rating recognizes sustained excellence, initiative, and leadership beyond expectations.

• The employee frequently delivered results that exceeded performance expectations and demonstrated initiative, innovation, and leadership. Their contributions set a strong example for others and played a meaningful role in team and organizational success.
• This rating reflects a strong pattern of high performance over the past year but does not guarantee similar ratings in future years.

Successful

An employee given "Successful" delivered on their job responsibilities, fully meeting, and sometimes exceeding, performance expectations. They demonstrated a high level of expertise and made meaningful contributions to the success of the unit/organization. 

The expectation is that most staff across the university will receive the performance rating of Successful. A new employee given this rating is progressing as expected. 

A Successful rating celebrates consistent, reliable performance, while also recognizing occasional instances of exceeding expectations. 

• The employee consistently met and sometimes exceeded expectations, delivering high-quality work and fulfilling their responsibilities.
• The employee's expertise and reliability make them a valuable contributor to the team and organization.
• This rating acknowledges a year of solid and meaningful contributions but does not imply similar ratings in future years.

Needs Improvement

An employee given "Needs Improvement" met some of their job responsibilities and goals. Performance in some of their job functions requires development and/or improvement. A new employee given this rating is continuing to learn their role and needs development in some areas.

Unsuccessful

An employee is given “Unsuccessful” when job performance and demonstrated behaviors did not meet the minimum standards of their job responsibilities and were not acceptable. There are performance gaps that have been identified and require immediate action.

If you are considering an Unsuccessful performance rating, the performance review conversation should not be the first time that the employee is hearing this.

Performance Improvement Plans or conversations should already be in place, and the supervisor should have had conversations with their Human Resources Business Partner and unit leadership prior to an employee receiving this rating for their annual review.

Frequently Asked Questions (FAQ) for Supervisors

Read answers to Frequently Asked Questions for Supervisors.

For More Information

For questions about the Annual Review process, please reach out to your Human Resources Business Partner.