The New Uniform Appraisal Rating Periods

1
The New Uniform Appraisal Rating Periods

• Union Brown Bag Lunch Series
• Wednesday, October 2, 2002
• Noon, Lecture Room D

2
Objectives

• New Uniform Performance Appraisal Rating Periods
• Transition to Uniform Appraisal Rating Periods
• Procedures for Applying the Performance Appraisal
  System
• Grieving Your Rating of Record

3
Performance Appraisal

• A Performance appraisal is the process of
  comparing actual job performance against
  performance standards, rating each critical
  element, and assigning a summary rating.
  National Agreement, Article 15, Sec. 2(A) (2002).

4
Performance Standards

• Performance standards include objective measures
  of performance such as quality, quantity, cost
  efficiency, timeliness, and manner of
  performance, and may include other measures of
  performance as appropriate. National Agreement,
  Article 15, Sec. 2(C) (2002).

5
Critical Element

• A component of a position consisting of one or
  more duties and responsibilities that contribute
  toward accomplishing organizational goals and
  objectives and which is of such importance that
  unacceptable performance on the element would
  result in unacceptable performance in the
  position. National Agreement, Article 15, Sec.
  2(D) (2002).

6
Performance Review

• Two performance reviews of the employee's
  performance on each critical element are
  conducted each year a midyear progress review of
  the employee's progress toward achieving the
  performance standards established in her or his
  performance plan which is not in itself a rating
  and a final review at the time the rating of
  record is issued. National Agreement, Article 15,
  Sec. 2(E) (2002).

7
Rating of Record

• The rating of record is the official written
  summary of an employee's performance given at the
  end of the rating period and is determined by
  evaluating the employee's performance against the
  employee's written performance standards.
  National Agreement, Article 15, Sec. 3 (2002).

8
Rating Periods

• Beginning fiscal year 2003, the annual appraisal
  period for all NARA employees, except those
  identified below, is October 1 through September
  30 of each year.
• Beginning fiscal year 2002, for employees in the
  Office of Administrative Services (NA) and the
  Office of the Federal Register (NF), the rating
  period is April 1 through March 31 of each year.
  National Agreement, Article 15, Sec. 2(B) (2002).

9
Minimum Rating Period

• The minimum appraisal period is 90 days. In order
  to review an employee's performance and assign a
  summary rating and rating of record, the employee
  must have held a position under a performance
  plan for this minimum appraisal period. To
  prepare a rating, the rating official must have
  held a supervisory position over the employee for
  the minimum period or otherwise have sufficient
  information about the employee's performance
  during the appraisal period. NARA Personnel 300,
  Chpt. 430, Part 2 (19).

10
Transition to Uniform Rating Periods

• All Offices except NA and NF
• If the employees rating period began in October
  2001 -- June 2002 the rating period will end
  September 2002.
• If the employees rating period began in July
  2002 -- September 2002 the rating period will end
  September 2003.
• National Agreement, Article 15, Sec. 2(B) (2002)
  Interim Guidance 300-20 (5) and Appendix A.

11
Transition to Uniform Rating Periods

• NA and NF
• If the employees rating period began in April
  2001 -- December 2001 the rating period will end
  March 2002.
• If the employees rating period began in January
  2002 -- March 2002 the rating period will end
  March 2003.
• National Agreement, Article 15, Sec. 2(B) (2002)
  Interim Guidance 300-20 (5) and Appendix B.

12
Procedures

• The employee will receive, in writing, the
  critical elements and performance standards for
  her or his position.
• During performance reviews, the supervisor will
  answer any questions the employee may have
  concerning what is necessary to improve
  performance.
• The employee may submit written comments
  regarding the review that will be retained by the
  supervisor.

13
Procedures

• When the performance rating is issued, a meeting
  with the employee will be held to discuss the
  rating.
• Employees will receive their ratings normally
  within 60 calendar days after the end of the
  Uniform Performance Appraisal Rating Period.

14
Procedures

• The supervisor will make appropriate allowances
  at the annual rating for work-related factors
  that were beyond the control of the employee
  which may have made it more difficult to meet the
  written performance standards.
• Normally, an employee should be notified of
  performance deficiencies before receiving a lower
  rating on an element than they received for the
  previous annual rating period. The notification
  should be made as soon as practicable after
  deficient performance is noted.

15
Within-Grade-Increases

• Employees are eligible for WGIs after completing
  the required waiting period since their last WGI
  or promotion. Instead of using the performance
  appraisal to grant a WGI, office heads and staff
  directors must certify that employees are
  performing at an acceptable level of competence
  by completing NA Form 3042, Supervisory
  Certification for WGI.

16
Grieving Your Rating of Record

• National Agreement, Article 23 (2002)
• Timeline 20 days after your receive Rating of
  Record.
• Written Grievance filed with Office Head or Staff
  Director
• Basis
• Procedural
• Substantive

17
Questions

• PETER J. JEFFREYPresidentCouncil of National
  Archives and Records Administration Locals,
  Council 260American Federation Government of
  Employees, AFL-CIO8601 Adelphi Road, RM
  1920College Park, MD 20740-6001Office (301)
  837 0901Mobile [phone]