Guidelines:

Anniversary Date: An employee's anniversary date is six months after their hire date. This is the date that they are eligible for a merit increase.

Reasons to Perform a Planning Session:

1. Anniversary date of a current employee;
2. New employee;
3. Employee is transferred into a different position with significant changes to job duties;
4. If there is a new rating supervisor or performance expectations change. (optional)

Planning session should be completed within thirty days after:

1. The anniversary date of a current employee;
2. The hire date of a new employee.

Required Signatures for a Planning Session:

1. Planning completed before March 1, 2001 - the employee, the supervisor, and a reviewer.
2. Planning completed on or after March 1, 2001 - the employee and the supervisor.

Rating Session Rules:

1. The rating period begins sixty days before the employee's anniversary date.
2. The rating period ends on the employee's anniversary date.
3. Both the employee and the rating supervisor should sign the rating.
4. The rating must be turned in with the corresponding planning to the Human Resources Office.

Re-ratings: Any employee whose official rating is "Needs Improvement" or "Poor" must be re-rated. These employees are not eligible for merit increase, promotion, or permanent status until they are re-rated and receive a score of "Meets Requirements" or better.

Re-rating Session Rules:

1. The re-rating date is six months after the employee's anniversary date.
2. The re-rating period begins sixty days prior to the re-rating date and ends on the re-rating date.

Satisfactory by Default Rating will result if:

1. The Civil Service's Rules for PPR's are not followed.
2. A rating is turned in without the corresponding planning session signatures.
3. A rating is turned in without proper signatures within the required time frame allotted by Civil Service.
4. An employee does not receive a PPR.

Documents:

Title	MS WORD	Adobe PDF
Performance Planning and Review Policy
General Circular No. 001606 - Performance Planning and Review (PPR)	PDF only -->
Performance Planning and Review Policy - distribution memo
Merit Increase Consideration Form
Permanent Status Consideration Form

More PPR forms can be located on the HR Forms page

HANDY TOOLS LOCATED ON CHANNEL Z's HUMAN RESOURCES PPR LINK:

1. Date Calculator: Type in the anniversary date and the calculator calculates the time lines for the planning and rating session.
2. Downloadable Forms: The new forms are available to download in three formats: Word Perfect, MS Word and Acrobat Reader. You may choose whichever program you feel comfortable with.
3. Quick Link to Civil Service PPR Info: This link to Civil Service brings you straight to their section on PPR rules, frequently asked questions, and other information provided by Civil Service.
4. Sample Expectations: This list can guide you if you need assistance on wording of expectations.