Procedure for Annual performance reviews at the CHC (9/11/06 and 1/9/07)

At least once a year, on a deadline set by the CHC leadership/Board, each CHC employee has a performance review with their supervisor.  The review will consist of 4 parts: 

• Summary cover sheet
• Job Description
• Job competencies
• 360 feedbacks on 3 core competencies

The performance evaluation is a face-to face meeting between the supervisor and the employee.

Employees:

In preparation for the meeting the employee must complete a Self evaluation of their performance on their job description and job competencies.    These forms will be accessible on the CHC web site www.buttechc.com

Supervisors:

Supervisors of the departments will schedule the meeting time for the review.  Employees will turn in their self evaluation to their supervisor a week before the meeting date through email or hard copy (as determined by their supervisor)   Supervisors will use the employees self evaluation to add their comments/concerns using a distinct type, or pen color and their initials.  

Supervisors will send out the 360 core competency reviews to at least 10 or more CHC employees asking for feedback on each direct report.  This will be completed before the scheduled date of the performance review.  Supervisors will tally and summarize the comments on one sheet. The 360 summary will be discussed with the employee at the performance review meeting.

Rating 360 core competencies: 

This form will state that if a” does not meet” is marked, they must put a specific example of why and state what exactly someone does or does not do.  If such an example is not given the ‘does not meet’ will not be recorded.  Supervisors are responsible for training their departments to use this tool.  People are to use the definitions of the 3 core competencies using the 80/20 rule.  Does the person do this most of the time (80% of the time) if so they should be marking a ‘ meets standard’.

Criteria for action plan in core competencies:

When supervisors are tallying the 360 reviews they will decide upon the ‘meets’ and ‘does not meet’ using the following standard.  The responses must meet standard 70% or more of the time for the mark to be ‘meets standard.’  Example:  360 reviews were handed out, 10 were returned.  The employee had 4 people who said does not meet and gave specific examples for the competency integrity and trust—only a 60%.   The supervisor must then work out an action plan with this employee that includes dates and times for further review.  It goes on to have 10 out of 10 say meets on both of the other core competencies: mission integration and team relations.  Because one core was not met,  this employee fails on the core competencies and is not eligible for merit., etc.

Action plans for job competencies and or job description:

When a supervisor determines that an employee did not meet a job competencies or a job duty in the job description the supervisor must outline a plan of action with the employee stating what needs improvement , how and when the employee will be reviewed.

Standard:  Employees must meet or exceed in all categories on their job description and job competencies and 360 reviews in order to be eligible for any merit increase.

The merit amount will be determined by the Board of Directors on an annual basis.

Market wages:  Job category wages can be evaluated as necessary depending on how fast the market is changing.  A supervisor must bring the request for a market increase to the CEO.  Market adjustments are decided on a case by case basis using years of experience, value to this organization and what the position is being paid at similar organization in SW Montana and or state wide.  The CEO or designee will make the final decision on market wage increases.