Evaluations & Pay Increase Procedures

Performance Evaluation Process

Clarity of performance expectations and constructive feedback are keys to enhancing successful performance on the job. These two concepts underlie the basic philosophy of the State of Iowa performance planning and evaluation process.

The Individual Performance Plan and Evaluation (IPPE) form is used to formally document this process and is comprised of two key elements: the Individual Performance Plan (IPP) and the Evaluation.

Individual Performance Plan (IPP)

The IPP consists of three performance strategies. Each of these strategies contain action steps , performance criteria, and timetables for completion (when applicable.)

It is important that each staff member communicate and collaborate with their supervisor to create the the Individual Performance Plan (IPP). The IPPE should be not only an evaluation instrument, but also a clear definition of what is expected that can guide the employee in the performance of their job duties. Supervisors and staff members should have conversations that give the staff member a clear sense of what performance would a meets and achieve an “exceeds” rating.

The process for creating the IPP and the IPP contents will vary from position to position. IPP contents should be targeted toward the specific responsibilities of the position and needs of those that position serves. Supervisors will make every effort to achieve agreement on the measures included in the IPP. Ultimately the final responsibility for the IPPs contents rests with the supervisor.

Evaluations

While evaluations are tied to in-grade increases, it is important not to forget that they also serve as an opportunity for dialog and communication about opportunities for growth and professional development. The Evaluation consists of the rating for each strategy, the overall rating, and supervisor’s and employee’s comments. The available ratings are “meets expectations”, “does not meet expectations”, and “exceeds expectations.” These same options are used for rating overall performance.

All employees shall receive a formal performance evaluation review at the completion of a probationary period, and annually thereafter.

It is recommended that supervisors set up at least one check-in evaluation within the performance cycle. This will allow the supervisor and staff member to discuss the staff member’s strengths, achievements, and professional development needs. It is also an opportunity for the supervisor to provide coaching and guidance, receive feedback, and engage in dialog regarding how projects and activities are progressing.

Preferred Timelines

• Employees should be given their annual evaluation no later than 10 work days after their eligibility (step) date.
• Employees should receive their new IPPE no more than 10 work days after the evaluation has been received.
• Employees should sign their evaluation and IPPE no more than five days after receipt.

Pay Increases

The amount of funding available for in-grade increases will be evaluated and announced by the director at the beginning of each state fiscal year. The director will announce the percentage increase that will be given to each point level as outlined below.

Eligibility for step increases will be based on the number of points received by the employee on the employee's probationary or annual evaluation using the following formula:

• An “exceeds” rating on a goal earns two points
• A “meets” rating for a goal receives one point
• A “does not meet” rating on a goal loses two points.

The percentage values are:

• 6 points = 3%
• 5 points = 3%
• 4 points = 3%
• 3 points = 2.5%

In the event that funds are de-appropriated, reduced, not allocated, or receipt of funds is delayed, or if any funds or revenues needed by the department are insufficient or unavailable for any other reason, the department may alter or adjust these percentages.

Employees who are at the top of the pay range for their job classification cannot receive merit based increases.

See the State of Iowa Employee Manual for information on cost of living adjustments.