Performance Review Reference Guide #2:

Example Feedback Comments

This guide was created to assist supervisors with understanding how to identify the best rating and example feedback statements for each competency
measured in Workday’s electronic performance review process. There are only 5 standard competencies required for each position which are Service,
Teamwork/Collaboration, Diversity & Respect, Initiative, and Accountability. If the employee is responsible for supervising other staff members then there are
two (2) additional competencies for Supervision and Organizational Leadership. Feedback comments are required for Level 1, 2 and 5 ratings, however,
feedback is highly encouraged for each performance competency. Our hope is that the guide will provide ideas on how to articulate performance details that the
supervisor wants and/or needs to communicate to the employee.

Performance Review Expectation Ratings with Definitions:

RATING
*DOES NOT MEET (1)
Performance is substandard and work requires a high degree of supervision, correction and direction. Needs improvement to continue position and/or
employment. Immediate action required. *(This rating requires specific examples)

*PARTIALLY MEETS (2)

Performance is below expectations and work requires guidance and monitoring. *(This rating requires specific examples)

MEETS (3)
Performance is consistently acceptable and meets expectations. Good performance allowing core position requirements to be successfully fulfilled.

EXCEEDS (4)
Performance is above expected level or requirement. Exceeds satisfactory in some core functions or has shown aptitude outside of core area. Consistently
generates results above those expected of the position. Contributes in a superior manner to innovations both technical and functional.

*SIGNIFICANTLY EXCEEDS (5)

Far exceeds the normal expectations for the criteria. Truly outstanding performance that results in extraordinary and exceptional accomplishments with
significant contributions to objectives of the department, division or University. *(This rating requires specific examples)

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STANDARD Examples of Feedback Comments based on Competencies and Ratings:
SERVICE TEAMWORK / COLLABORATION

Definition: Promotes a culture of service. Definition: Promotes cooperation and effective relationships.

DOES NOT MEET EXPECTATIONS: DOES NOT MEET EXPECTATIONS:

• Frequently rude and impolite. • Projects an attitude of superiority that turns off other employees.
• Demonstrates poor customer relations skills. • Not cooperative and frequently criticizes others.
• Frequently carries on personal conversations in person or on the • Displays excessive negativity when working with others.
phone while clients and customers wait.
PARTIALLY MEETS EXPECTATIONS:
PARTIALLY MEETS EXPECTATIONS: • Displays occasional negativity when working with others.
• Gets annoyed with clients who ask too many questions. • Rarely offers to assist others in the office.
• Frequently forgets to follow through on customer requests. • Makes negative comments that affect working relationships with others.

MEETS EXPECTATIONS: MEETS EXPECTATIONS:

• Usually maintains a competent and professional demeanor in • Is usually able to answer customer questions.
dealing with clients and the public. • Maintains good working relationships with coworkers.
• Courteous and knowledgeable. • Actively seeks out and values opinions and efforts of others.
• Tries to be helpful.
EXCEEDS EXPECTATIONS:
EXCEEDS EXPECTATIONS: • Always demonstrates “team player” attitude behavior views individual
• Answers all questions promptly and accurately. success as imperative to group success.
• Forwards any complaints or problems to supervisor immediately. • Direct, straightforward, honest and polite.

SIGNIFICANTLY EXCEEDS EXPECTATIONS: SIGNIFICANTLY EXCEEDS EXPECTATIONS:

• Always follows through and finds the answers to any questions and • Always cordial and willing to help coworkers, students, and clients.
reports back to the customer promptly. • Enthusiastic, energetic and displays positive behavior.
• Employee has received numerous letters of commendation for
excellent customer service.

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DIVERSITY & RESPECT INITIATIVE
Definition: Promotes an inclusive, welcoming and diverse climate. Definition: Exhibits resourcefulness, independent action and professional
judgment that are position appropriate.
DOES NOT MEET EXPECTATIONS:
• Talks down to and belittles individuals. DOES NOT MEET EXPECTATIONS:
• Makes decisions that intentionally impact diverse individuals or groups • Deadlines aren’t being met on a consistent basis.
of people in a negative manner. • Creates additional work and stress for others by not meeting deadlines
• Interpersonal relationships are counter-productive to work unit or team as it causes others to have less time to complete their task.
functions. • Initiates tasks or projects but does not follow up, or see them through
to completion on a consistent basis.
PARTIALLY MEETS EXPECTATIONS:
• Gets flustered in unusual situations. PARTIALLY MEETS EXPECTATIONS:
• Often has difficulty getting along with others. Allows personal bias to • Has energy, drive and performance levels that are inconsistent and
affect job responsibilities. unpredictable.
• Requires reminders regarding needs and sensitivities of others. • Must be reminded about tasks more than once (for same task) on a
• Inconsistently adheres to EEO/diversity standards of the University. consistent basis.

MEETS EXPECTATIONS: MEETS EXPECTATIONS:

• Demonstrates respect for people of diverse backgrounds, viewpoints, • Can be counted upon for steady performance and deliverables.
needs and experiences. • Handles tasks and projects conscientiously from start to finish.
• Maintains good customer service relations, even under stress. • Achieves results with appropriate level of guidance.
• Resolves interpersonal conflicts constructively. Is careful to ensure all • Takes steps to resolve problems and makes constructive
sides are heard before reaching a conclusion. recommendations.

EXCEEDS EXPECTATIONS: EXCEEDS EXPECTATIONS:

• Reminds other colleagues to involve internal and external members in • Keeps commitments and works with fellow employees to help others
planning and decision making concerns. keep theirs as well.
• Treats internal staff and all external customers with respect regardless • Automatically works hours necessary to get the job done right and on
of position type, level, educational background, age, race, gender or time.
any other factor.
SIGNIFICANTLY EXCEEDS EXPECTATIONS:
SIGNIFICANTLY EXCEEDS EXPECTATIONS: • Constantly exhibits resourcefulness
• Leads team with demonstrating awareness of respect of cultural and • Regardless of situation, will do everything possible to make sure that
individual values. Serves as an excellent example for colleagues. performance is steady and strong.
• Consistently promotes and maintains a harmonious / productive work • Unstopped by obstacles, pressures, and demands that would justifiably
environment. derail others.

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ACCOUNTABILITY

Definition: Acts responsibly and takes ownership of own behavior, actions

and decisions.

DOES NOT MEET EXPECTATIONS:

• Has made frequent errors that are harmful to business operations.
• The supervisor/department head has received numerous complaints
about the quality of work.
• The quality of work produced is unacceptable.
• Does not complete required paperwork.

PARTIALLY MEETS EXPECTATIONS:

• Is not as careful in checking work product for errors as he/she could
be.
• Tends to miss small errors in work product.
• Required paperwork is completed late or is only partially complete.

MEETS EXPECTATIONS:
• Does not require constant supervision.
• Error rate is acceptable, and all work is completed timely.
• Forms and required paperwork are completed on time with minimal
errors.

EXCEEDS EXPECTATIONS:
• Managers and co-workers have commented on high levels of accuracy
and work productivity.
• Takes pride in work and strives to improve work performance.
• All memos, reports, forms and correspondence are completed on time
with no errors.

SIGNIFICANTLY EXCEEDS EXPECTATIONS:

• Has less than a 1% error rate on work product.
• Accuracy is excellent.
• Quantity of work produced is outstanding.

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SUPERVISORY Examples of Feedback Comments based on Competencies and Ratings:
SUPERVISION ORGANIZATIONAL LEADERSHIP
Definition: Acts responsibly and takes ownership of own behavior, actions UNSATISFACTORY:
and decisions. • Frequently comes to the wrong conclusions and assumes things.
• Did not make sure that all subordinates were productive at all times,
UNSATISFACTORY:
which is a daily requirement of this job.
• Dictates to others rather than involving them in the decision making.
•
• Has reduced subordinates to tears. MARGINAL – NEEDS IMPROVEMENT:
• Yells and screams at subordinates. • Needs to develop analytical skills necessary to weigh options and
choose the best way to deal with situations.
NEEDS IMPROVEMENT:
• Spends too much time focusing on less important aspects of daily job.
• Assumes others should know what to do and how to do it with little or
no training. SATISFACTORY:
• Frequently becomes impatient when things aren't done their way. • Often offers workable solutions to problems.
• Uses good judgment in solving problems and working with others.
SATISFACTORY:
• Uses PPR ratings in making decisions related to new hires, promotions
• Draws on the knowledge and skills of others.
and merit increases.
• Available when needed and has an open door policy for subordinates.
• Assigns work fairly and resolves disputes and grievances of COMMENDABLE:
subordinates fairly. • Can zero in on the cause of problems and offer creative solutions.
• Displays strong analytical skills.
COMMENDABLE:
• Very supportive of coworkers and subordinates attempts at DISTINGUISHED:
improvement.
• Always offers ideas to solve problems based on good information and
• Sets an example for subordinates in following departmental and sound judgment.
university policy and procedures.
• Displays initiative and enthusiasm during every day work.
DISTINGUISHED: • Conducts research or seeks counsel of experts to gather information
needed in making actual decisions.
• Outstanding ability to explain and teach.
• guidance.
• Inspires others to do better.

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