It is important that the appraisal of each staff member be objective, fair, and balanced and that the completed appraisal form not show any contradictions or inconsistencies. Also, every score or narrative statement recorded in the appraisal form should have a reasonable and justifiable basis. It should be discussed with the staff member being appraised at the time she or he is asked to complete section IV of the form.
An appraisal period is one calendar year or the months of a calendar year during which a new employee has been on the post.
The exercise of appraisal should take place between December 31st and March 31st of each year. All completed appraisal forms should be in the office of Finance and Administrative Manager on the first work day after March 31st.
The staff member should complete sections I and II. In section II, list Performance Objectives and then submit the form to the supervisor.
I. Personnel Data
| Name | ____________________ |
| Qualifications | ____________________ |
| Last Course Attended/Duration | ____________________ |
| Designation/Title | ____________________ |
| Department/Section | ____________________ |
| Duty Station | ____________________ |
| Date of Appointment | ____________________ |
| Name of Supervisor | ____________________ |
| Title of Supervisor | ____________________ |
Scores awarded under sections II and III are to be interpreted as follows:
The supervisor should complete parts II and V and then discuss them with the staff member under review before the latter completes section VI.
The supervisor should complete the form through section VI and forward it to the reviewing officer, who will complete section VII and forward it to the Head of Department, who in turn will complete section VIII.
II. Duties and Responsibilities
The appraisal must refer to the performance objectives, which have been developed from the job description of the employee being appraised. If the employee has been assigned any other duties apart from those specified in the job description, then such duties must be specified.
| Performance Objectives | Score | ||||
| 1 | 2 | 3 | 4 | 5 | |
| a ) ___________________________________ | |||||
| b ) ___________________________________ | |||||
| c ) ___________________________________ | |||||
| d ) ___________________________________ | |||||
| e ) ___________________________________ | |||||
| f ) ___________________________________ | |||||
III. Other Factors
| Score | |||||
| 1 | 2 | 3 | 4 | 5 | |
| 1. Attendance | |||||
| 2. Punctuality | |||||
| 3. Initiative | |||||
| 4. Resourcefulness | |||||
| 5. Ability to work independently | |||||
| 6. Relations with clients/public/colleagues | |||||
| 7. Integrity | |||||
Scoring System for Section III
Attendance should be evaluated with regard to the extent of the regular and continuous physical presence of the evaluated staff at the usual place of work.
Punctuality should be evaluated in terms of the promptness of the evaluated staff in reporting for duties. Reporting officers should, therefore, consider the following:
Frequency of lateness of the evaluated staff in reporting for duties;
Frequency of lateness in returning from meals or other breaks;
Frequency of lateness in reporting for scheduled sessions during conferences, seminars, workshops, and meetings;
Frequency of lateness in reporting back from out-of-station assignments.
Initiative should be evaluated in terms of the ability and willingness of the evaluated staff to undertake necessary or desirable actions without being asked by superior officers. Interest and willingness to assume higher responsibilities without being asked should also be reflected here.
Resourcefulness should be evaluated in terms of the ability of the evaluated staff to devise and use alternate means to achieve desired objectives when the usual approaches are unsuccessful.
Ability to work independently should apply more to staff who are in senior or supervisory positions, although other staff are not to be left out completely. The major factor here is the volume of instructions and level of supervision required for the evaluated staff to function effectively.
Relations with clients/public/colleagues refers to the evaluated staff member's skills in interpersonal relations and communications, and to her or his sociability. With the nursing staff, this factor should be evaluated with particular regard to the clients' satisfaction with IEC staff. Emphasis should be on FPAK audiences during IEC activities. With all staff, the evaluation should cover relations with fellow workers, both superior and subordinate, as applicable.
Integrity refers to the staff member's honesty and trustworthiness.
IV. Strengths and Weaknesses
Comment on the employee's strengths and achievements, as well as her or his weaknesses and areas for improvement and development in the performance of duties.
Strengths and achievements:
Weaknesses and areas for improvement:
V. Overall Evaluation Score
To obtain overall appraisal in section V, proceed as follows:i. Add all the individual scores for each of the duties and responsibilities stated, and divide the total by the number of these duties and responsibilities.
ii. Similarly, add all the individual scores for each of the other factors stated and divide the total by seven (the number of other factors).
iii. Add the answers in 1 and 2 above and divide the total by two to obtain the overall appraisal score.
1. Average score of duties and responsibilities __________
2. Average score of other factors __________
3. Overall evaluation score __________
Supervisor's signature ___________________________________ Date _______________
VI. Comment by Staff Member Evaluated
Indicate agreement/disagreement with foregoing evaluation.
Signature ___________________________________ Date _______________
VII. Comments by Reviewing Officer
Signature ___________________________________ Date _______________
VIII. Comments by Department Head
Signature ___________________________________ Date _______________