Conducting Virtual Performance Appraisals

Best Practices for Facilitating at a Distance

NOTICE: Classified and administrative staff members evaluation period is April 1, 2019 through March 31, 2020, with a completion due date of May 31, 2020.

While the aforementioned dates will continue to be the timeframe for evaluation, due to COVID-19, Human Resources is being flexible on the due date.

You are encouraged to begin developing the appraisals as usual, however, we ask that you are mindful and sensitive to any performance during this pandemic. Please note that conducting the review with your direct reports in-person is not expected at this time but may be completed via WebEx. Once complete and reviewed with your staff members, please send the final documents to ohr@bgsu.edu.

Please complete the digital form for the appraisal as you normally would, submit it to your supervisor for review, and then upon approval facilitate the virtual conversation/delivery with your employee(s).

Upon return to the university campus, all parties will sign and submit it to the Office of Human Resources for filing.

  • Set aside 30 minutes to complete each employees appraisal.
  • Open the Classified or Administrative Template
  • Save the appraisal before you begin editing or adding anything to it. This will prevent the forms from resetting themselves.
  • Include the employee’s name, BGSU ID, Title, Department, and appraisal period (April 1, 2019-March 31, 2020).
  • The appraisal must be dated for May 31, 2020, however due to COVID-19 we are flexible on the submission date. For questions, please contact Dr. Lisa E. Dubose.
  • If this is for an end of probationary period appraisal for a Classified Staff Member, please use the same form, but select END PROBATIONARY on the front page of the Classified Appraisal Form and then follow the same steps as you would for a normal annual appraisal. If it is for an Administrative Staff Member, please use one of the templates provided for the Administrative Appraisal Form and note on the appraisal that it is for end of probationary evaluation.
  • For any high or low ratings of 5 or 1, please provide a description or rationale for the ratings.
    -We encourage you to write a summary, regardless of the ratings, so the employee knows what they are doing well and the areas they can improve upon.
    - Please make sure you are not giving an employee feedback, particularly improvement-based, for the first time during the appraisal meeting. We encourage you to be meeting frequently with your employees prior to the appraisal so they are already aware of where they stand with their workplace performance.
    - Do NOT include any information related to FML in the appraisal. For example: Do not state the employee was on FML or that the employee did not meet goals due to FML, or surgery, or maternity/paternity leave.
  • Fill out the Final Performance Rating summary area with comments related to the employee’s performance. If you need additional space, please feel free to add a word document to the back of the appraisal.
    - Reflect on the progress of the prior year’s goals and leave comments, if necessary, on the progress of the goals.
    - Establish three new or continuing goals for the employee. Explain how to achieve the new goal.
    - Best practice: Identify two goals as the supervisor and then encourage your employee to identify one of their own goals.
    - Utilize the SMART goal template provided for a much more effect instrument in outlining the future goals for the employee.
  • Save the appraisal. You may also print the appraisal if you choose.
    - Send the digital version of the appraisal to your supervisor for their review.
    - Encourage your supervisor to review the appraisal and send you confirmation of approval.
    - If you would like to facilitate the virtual meeting, schedule the virtual appraisal appointment with your employee using Webex.
  • Deliver the appraisal virtually to your employee.
    - Upon completion please submit the email copy to the Office of Human Resources via ohr@bgsu.edu. This will constitute acknowledgement that it was provided to the employees and the OHR staff will begin processing the appraisal.
  • For additional questions or directions, please reach out to the Office of Human Resources at ohr@bgsu.edu
    419-372-8421