During the Coaching and Feedback Stage, a mid-year review discussion is to be scheduled in addition to the periodic informal feedback discussions. These sessions will provide an opportunity to address progress on performance expectations and job responsibilities systematically.
Step One: Schedule the Mid-Year Review
- At least one week prior to the date set for the Mid-Year Review, the Supervisor should notify the Staff Member of the meeting.
- Explain that the purpose of the Mid-Year Review session is to review performance expectations and/or job responsibilities, talk about "how things have been going" and identify any steps that can be taken to facilitate performance.
- If using the Peer Review Process, the Supervisor should prepare the appropriate materials, inform the Staff Member, invite the selected peers to complete the form and provide instructions for completing and returning the forms.
Step Two: Prepare for the Mid-Year Review
- Review performance expectations and/or job responsibilities.
- Examine notes or other information on performance results or issues to include Peer Review information).
- Make a preliminary determination of the extent to which progress or performance is achieving expectations.
- Consider whether job or department changes may require performance plan revisions or replacement.
- The Supervisor should consider how his/her own behavior may be facilitating or impeding progress.
Step Three: Conduct the Mid-Year Review Meeting
- Confirm the Staff Member's understanding of the purpose of the Mid-Year Review.
- Ask the Staff Member for a verbal self-assessment of progress on achieving the performance plan. The Supervisor should add his/her perspective, sharing observations
- Reinforce (positively) favorable performance and accomplishments.
- Discuss cause and solutions to performance issues/problems The Supervisor should ask how he/she can help the Staff Member succeed
- Discuss whether changes justify restatement of performance expectations or job responsibilities. Document changes, including initials and dates by the Supervisor and Staff Member as appropriate
- Summarize conclusions about:
- favorable results
- performance issues/problems
- agreements and commitments
Step Four: Follow Up Items
- Follow through on agreements and commitments
- Schedule follow up discussions as appropriate