G.1.1 Performance Reviews

Marine Biological Laboratory
Policy No. G.1.1

Human Resources

Initiated by: Human Resources
Approved by: MBL Director/CEO
Date: January 27, 1988
Revision: #1, March, 1996
#2, January, 2024
Distribution: All MBL Supervisors

1.0 Policy Statement:

One of the most important responsibilities of managers/supervisors is to link the quality and quantity of each of their direct report’s work with the goals and objectives of their department. It is the duty of the manager/supervisor to communicate performance standards and ensure that employees know what is expected of them. The manager/supervisor should observe each employee’s performance and measure it against uniform performance standards. The annual performance review captures in writing discussions that should be occurring all year regarding the employee’s performance, career path and a plan for the employee’s future development and potential performance improvement needs.

2.0 Annual Performance Reviews

  • 2.1 All employees with regular employment status shall receive an annual performance review from their manager/supervisor.
  • 2.2 The performance review process will open in early January and conclude by end of March each year.
  • 2.3 The Human Resources office is responsible for notifying Department Heads of the employees to be reviewed, providing instructions to complete the Performance Review process and designating the due date on which all performance reviews are to be completed and submitted.

3.0 Recommended Procedure for Conducting Performance Reviews

  • 3.1 Preparation
    • 3.1.1 The manager/supervisor should spend time preparing for the review. This entails a review of the employee’s position description, prior performance reviews, reports, documents and any other pertinent evidence regarding the employee’s performance.
    • 3.1.2 Be objective. Rate measurable criteria related to successful performance of the responsibilities and duties of the position. Do not allow emotions regarding personality traits or relationships to affect the evaluation. In addition, avoid generalizations of good/bad overall ratings or impressions to affect a careful appraisal of the employee’s endeavors.
    • 3.1.3 Set a date/time and make an appointment with the employee for the performance review meeting. Allow him/her sufficient notice to prepare for the discussion.
    • 3.1.4 Schedule the meeting to allow an adequate uninterrupted period, giving your undivided attention to this important matter.
  • 3.2 Conducting the Meeting
    • 3.2.1 Hold the meeting in privacy with the employee.
    • 3.2.2 Make certain the communication is two-way and the employee has ample opportunity to explain his/her opinions and submit written comments or information, if desired.
  • 3.3 Follow Up
    • 3.3.1 At the appropriate times or intervals after the performance review, follow up on goals and objectives that were agreed upon between you and the employee during the review meeting.
    • 3.3.2 It’s a good idea to keep a document for your records of all such occurrences or activities.

4.0 Policy Clarification and Updates:
Policy clarification and updates are available from the Human Resources office.