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69 Cards in this Set
- Front
- Back
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What VA Manuel describes the Performance Management systems of the VA?
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VA Directive 5013
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What is the prupose of the performance management system?
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It s an ideal mechanism for communicating and clarifying organizational goals to employees and linking individual appraisal and performance to achievement of organizational goals.
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What are the results of a performance appraisal used for?
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The results of performance appraisal may be used as the basis for recognizing and rewarding accomplishments, identifying developmental needs, and recommending appropriate personnel actions.
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What professions receive proficiency ratings?
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Physicians, dentists, podiatrists, optometrists, chiropractors, nurses, nurse anesthetists, physician assistants and expanded-function dental auxiliaries appointed under authority of 38 U.S.C., chapter 73 or 74
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Which employees appointed under T38 are excluded from prociency rating?
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T38 employees appraised under the Executive Career Field Performance Plan and all Hybrid T38 employees.
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What is the purpose of the proficiency rating system?
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The proficiency rating system is designed to assure the effective and efficient utilization of the covered employees and to furnish bases for assistance and guidance to them in the performance of their assignments and the development of their skills and abilities.
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Who is covered under the Title 5 performance appraisal program?
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1. GS Employees
2. FWS Employees 3. F/T, P/T, and Intermittant Hybrid T38 Employees 4. Veterans Canteen Service Employees 5. Temporary and Term (Unless Specifically Excluded) |
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Who is exluded from the Title 5 performance appriasal program?
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1. Full-time, part-time, and intermittent physicians, dentists, chiropractors, nurses, nurse anesthetists, optometrists, podiatrists, physician assistants, expanded-function dental auxiliaries appointed under 38 U.S.C. 7401(1), 7405(a)(1)(A), or 7406
2. Temporary employees in the excepted service for which employment is not reasonably expected to exceed 90 days in a 12-month period. |
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What are the levels of rating for each element?
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1. Exceptional, Fully Successful, or Unacceptable.
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What are the overall levels of rating?
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1. OUtstanding, Excellent, Fully Successful, Minimimally Satisfactory, and Unacceptable.
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How are the results of performance appriasals used?
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The results of the performance appraisal are used as the basis for granting within-grade and quality step increases, and for determining performance awards, as well as training, rewarding, reassigning, promoting, reducing in grade, retaining and removing employees.
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What is the appraisal period?
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The appraisal period is the one-year period that begins on October 1 and ends on September 30 unless otherwise designated by an Under Secretary, Assistant Secretary, or Other Key Official. In the case where a change in rating cycle is being made, notification will be issued establishing and defining an alternative appraisal cycle.
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How are performance plans documented?
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VA Form 0750 or VA Form 3482, as appropriate.
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Achievement Level
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The overall level of accomplishment for each element as measured against the pre-established performance standards.
They are exceptional, fully successful, and unacceptable. |
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Exceptional
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All Fully Successful performance standards for the element are significantly surpassed. This level is reserved for employees whose performance in the element far exceeds normal expectations and results in significant contributions to the organization.
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Fully Successful
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Performance standards for the particular element when taken as a whole are being met. This level is a positive indication of employee performance and means the employee is effectively meeting performance demands for this component of the job.
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Unacceptable.
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A level of performance that does not meet a standard established for the Fully Successful level. Assignment of this achievement level means that performance of the element is not acceptable.
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Appraisal.
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The process under which performance is reviewed and evaluated.
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Appraisal Cycle
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The specific dates that mark the beginning and ending of an appraisal period.
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Appraisal Period
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The established period of time for which performance will be reviewed and a rating of record will be prepared.
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Approval Official
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The designated official at a higher management level than the Rater who reviews and approves at least all Minimally Satisfactory and [Unacceptable] ratings at the end of the appraisal period. Organizations may decide to have some or all ratings above Minimally Satisfactory subject to review by Approval Officials.
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Days.
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Calendar days, unless otherwise specified.
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Element.
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A component of a position sufficiently important to warrant appraisal. The element may be either critical or noncritical
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Critical Element
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Any element that contributes toward the accomplishment of organizational goals and objectives, and is of such importance that [Unacceptable] performance of it would result in unacceptable performance in the position.
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Noncritical Element
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Any element that does not meet the definition of critical element but is still of sufficient importance to warrant written appraisal.
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Additional Element
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A dimension or aspect of individual, team or organizational performance that is not used in assigning a summary level but, like critical and noncritical elements, is useful for purposes such as communicating performance expectations and serving as the basis for granting awards. Such elements could be used as a means of communicating expected performance where the performance threshold is beyond the employee’s immediate control in areas such as attainment of organizational goals, work plans, work objectives or program plans.
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Minimum Appraisal Period
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The 90-day period during which an employee must have performed under communicated performance elements and standards that may result in a performance rating.
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Performance Plan
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All written or otherwise recorded critical, and noncritical and additional performance elements and standards that identify expected performance.
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Performance Standard
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The management approved expression of the performance threshold(s), requirement(s) or expectation(s) that must be met to be appraised at a particular level of performance. A performance standard may include, but is not limited to, factors such as quality, quantity, timeliness and manner of performance. They shall also include specific recurring and nonrecurring goals, program plans, priority programs, etc., since accomplishment of organizational objectives should be reflected in performance plans when appropriate
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Progress Review
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Communication with employees, at least once during the appraisal period, about their performance
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Rater.
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The official, usually the immediate supervisor, who is responsible for developing performance plans, providing feedback and progress reviews, appraising employee performance, and recommending a performance rating.
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Rating of Record
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The performance rating prepared at the end of an appraisal period for performance over the entire period and the assignment of a summary level. This constitutes the official rating of record.
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Summary Rating
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The record of the appraisal of all critical and noncritical elements and the assignment of an overall rating.
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Summary Rating (Outstanding)
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The achievement levels for all elements are designated as Exceptional
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Summary Rating (Excellent)
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The achievement levels for all critical elements are designated as Exceptional. Achievement levels for noncritical elements are designated as at least Fully Successful. Some, but not all, noncritical elements may be designated as Exceptional
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Summary Rating (Fully Successful)
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The achievement level for at least one critical element is designated as Fully Successful. Achievement levels for other critical and noncritical elements are designated as at least Fully Successful or higher.
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Summary Rating (Minimally Satisfactory)
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The achievement levels for all critical elements are designated as at least Fully Successful. However, the achievement level(s) for one (or more) noncritical element(s) is (are) designated as [Unacceptable].
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Summary Rating (Unacceptable)
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The achievement level(s) for one (or more) critical elements is (are) designated
as [Unacceptable]. |
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When should performance plans be developed?
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Performance plans shall be established in conjunction with the creation of and classification of new positions.
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How many critical and non-critical elmenets must a performance plan contain?
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Performance plans must contain at least one critical element and one non-critical element that address individual performance.
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What other things must a perforamnce plan contain?
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1. Performance plans must contain at least one critical element and one non-critical element that address individual performance.
2. Standard(s) that address customer service |
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At what level should performance standards be written?
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at the Fully Successful achievement level
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Do performance appraisals have to be objective?
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There is no requirement that they contain numerical data. However, they must be objective and specific so as to invoke a general consnsus as to themeaning and content.
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When should raters get the employees signature of receipt on a performance plan?
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as soon as practical, but not later than 60 days from either the beginning of the appraisal period, appointment to a new position or when a performance plan is changed.
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What forms are used to document the performance plan?
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VA Form 0750 or VA Form 3482e
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What is the minimum appraisal period?
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90 Calendar Days
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How many progress reviews should be documented during the apprisal period?
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At least one.
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What must a manager do when an employee's performance is unacceptable in a CRITICAL element?
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The manager must inform the employee in writing and given them a "reasonable opportunity to improve." This is done through the use of a performance improvement plan.
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When may an adverse action, based on performance, be imposed for an employee that is on a PIP?
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Anytime after the end of the opportunity period but within one year of the period's commencement if the employee falls below acceptable standards in the critical elment for which s/he was given the opportunity to improve.
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What can happen to an employee that fails to improve during the opportunity period?
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The employee may be reduced in grade or removed.
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How long after the appraisal period ends does an employee have to submit a self-assessment or other information relating to their performance to their supervisor?
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10 days.
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Can the self-assessment be used by the rater as justification for an assigned rating?
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Yes, if the rater can verify its accuracy.
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When must a rater justify his/her rating of an employee?
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Anytime that the rater gives a rating other than fully successful for any single job element.
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Who must review performance ratings prior to them being communicated to employees?
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An approving official must review and approve all ratings and AWARDS prior to the rater communicating them to the employee. If the approving official disagrees with a rating they may assign a new rating but must give a performance based reason for the change.
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How long does an approving official have to review and sign performance appraisals and awards?
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They must be reviewed and signed within 4 weeks of the end of the appraisal period.
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Do awards need to be reviewed by a budget official prior to being assigned?
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Yes. All award recommendations should be reviewed by a budget official withing 5 weeks of the end of the performance period.
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When should an employee be notified of his/her rating of record and/or award for the appraisal period?
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The rater should notify the employee after the approving official and the budgetary official have reviewed the appraisal and/or award but no later than 60 days following the end of the appriasal period.
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When should HR code the performance rating and award?
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HR should will code the rating and award within 90 days of the end of the appraisal period.
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When is a summary rating prepared?
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1. Employee Changes Position: Summary rating forwarded to servicing HR office.
2. Employee transfers to another agency: Forwarded to servicing HR for inclusion in eOPF. 3. Rater Leaves a Position: Will prepare summary ratings prior to leaving, provide a copy to each employee, and send a copy to the servicing HR office. |
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Is a performance plan and appraisal necessary for a person detailed or temporarily promoted?
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Performance plan should be prepared for a detail or temporary promotion for any duration. An appraisal need only be prepared when the detail or promotion lasts more than 120 days.
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How are appraisals handled for employees that are on a performance improvment plan at the time that appraisals are due?
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The appraisal must be postponed until the end of the opportunity period.
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How much notice must the union be given when performance plan changes are made?
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For AFGE employees, a minimum of 15 days.
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According to the AFGE agreement, besides the performance plan, how else might performance expectations be communicated?
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Written instructions, work plans, records of feedback sessions, responses to employee questions regarding performance, or other reasonable manner.
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For AFGE employees, when must an orientation session be held to apprise the employee of their performance expectations?
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Examples:
1. A change in the supervisor of record 2. When an employee is detailed 3. A change in the work units goals, objectives, or processes. 4. A change in assignment 5. When an employee returns from extended absence |
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According to the AFGE agreement, how long does a supervisor have to respond to questions regarding an employee's performance plan during the initial meeting at the beginning of the performance cycle?
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1 week. If the question is a group questions, the entire group must be informed of the answer.
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According to the AFGE agreement, what happens when an employee leaves one permanent position to take another permanent position during the last 90 days of the performance period?
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1. The special rating of record becomes the rating of record until a new rating of record in the new position is prepared.
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How long do employees have to submit a self-assessment to their supervisor at the end of the performance period?
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10 days after the end of the performance period.
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Must supervisors help employees prepare self assessements?
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According to AFGE - yes.
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According to afge, what factors influence the presentation of an "exceptional" rating to an employee?
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Only the comparison of the employees performance against the standards in the performance plan. Assuming new tasks, changing positions, or getting promoted does not, in itself, constitute "exceptional" achievement.
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