Annual Review Form Instructions

Use these instructions to help you prepare for and complete the Annual Performance Review Form with your employee. The Annual Review Form should support the conversation, not replace it. 

The Annual Review is an opportunity for the supervisor and employee to reflect on performance over the entire review period, recognize accomplishments and contributions, discuss progress and development, consider alignment with MSU and unit values, exchange feedback, and establish an overall performance rating.

 Before You Complete the Annual Review Form

Gather and review information from across the entire performance period. Use multiple sources of information to develop a complete picture of the employee's performance, contributions, progress, and development.

Review:

  • The employee's completed Self-Review Form.
  • The employee's position description and established responsibilities and performance expectations.
  • Performance goals and development plans established for the review period.
  • Notes or documentation from the Mid-Cycle Check-In and other performance conversations.
  • Feedback, recognition, and coaching provided throughout the year.
  • Accomplishments, results, work products, and other relevant examples of performance.

The employee's Self-Review is an important source of information and may identify accomplishments, challenges, development, or other contributions to consider. It is one source of information and should be considered together with the supervisor's observations and other relevant information from throughout the performance period.

Consider performance across the entire review period. Avoid allowing recent events or a single particularly positive or difficult situation to disproportionately influence the review.

Completing the Annual Review

Complete the Annual Review Form before the Annual Review conversation. Use the information you gathered, including the employee's Self-Review, to reflect on the employee's performance over the full review period.

Your comments should capture the most important themes, examples, accomplishments, strengths, progress, and areas for continued development. The form does not need to document everything that occurred during the year; it should provide a meaningful summary and help guide the Annual Review conversation.

Section 1: Employee Information

Complete the employee and supervisor information requested on the form. You can find the Personnel Number (PERNR) by logging in to the EBS Portal, clicking Supervisor Tools, then My Team. The number listed next to each name is the Personnel Number (PERNR).

Section 2: Performance Review Discussion Themes

Discussion Theme #1 Review Performance, Contributions and Progress

Use the employee's Self-Review and other information gathered for the review to assess performance, contributions, and progress over the full performance period.

In the Comments section, summarize the most important information you want to recognize or discuss. Consider:

  • Performance of assigned responsibilities, duties, and expectations.
  • Key accomplishments, contributions, and results achieved.
  • Impact of the employee's work on the department, MAU, and university mission and strategic priorities.
  • Areas of strength and opportunities for improvement.
  • Progress toward performance goals.
  • Progress on the development plan, including skills gained and development activities completed.

Discussion Theme #2 Review Alignment with University, MAU, and Department Values

Consider how the employee demonstrated the MSU Core Values - Collaboration, Equity, Excellence, Integrity, and Respect and any applicable MAU or department values and behavioral expectations throughout the performance period.

In the Comments section, identify meaningful examples or themes that demonstrate how the employee's behaviors aligned with values and expectations. Consider both what the employee accomplished and how the work was accomplished.

Discussion Theme #3 Exchange Feedback

Before the meeting: Consider what you want to ask the employee about supervisory support, communication, resources, and workplace effectiveness. Because this portion of the form is intended to support an exchange of feedback, you may leave the Comments section blank until the Annual Review conversation.

During the meeting: Invite the employee to share feedback and discuss lessons learned and opportunities for improvement. Following the conversation, document relevant comments as appropriate.

Section 3: Select the Overall Performance Level

After reviewing the employee's performance and completing the applicable portions of Section 2, select the performance level that best represents the employee's overall performance across the entire review period.

The rating is an overall judgment of performance; it is not a mathematical calculation or an average of individual responsibilities, goals, or accomplishments.

Before Selecting a Rating

Consider both what was accomplished and how it was accomplished, including:

  • Expectations of the employee's position.
  • Results and accomplishments.
  • Quality and effectiveness of work.
  • Impact of the employee's contributions.
  • Consistency of performance.
  • Progress toward goals and development.
  • Demonstration of MSU and applicable unit values and behavioral expectations.
  • Relevant circumstances and opportunities within the employee's role.

MSU employees perform many different types of work, and opportunities to demonstrate performance vary considerably across positions. The rating criteria are intended to guide - not replace - supervisor judgment.

Consider the employee's role, expectations, circumstances, opportunities, and available evidence. You should be able to explain the rating clearly and support it with examples from the performance period. 

Review the Supervisor Guide to Performance Ratings for additional detail selecting an overall performance rating; definitions, examples and considerations for each rating; decision support tips; and important reminders. 

Section 4: Signatures and Submit the Form

Once the form is completed and the meeting has been held, both you and employee sign and date the form. The signature verifies that the meeting took place, not that there is agreement with the outcome. Both digital signatures and wet signatures are accepted. A job aid for digital signatures is available for reference. 

Based on your department's guidance, you can either scan and email the form to MSU HR at performance@hr.msu.edu  or send to your department/college level HR representative.

Completing the reviews and planning meetings on time is very important. If a review is received 10 or more months past the scheduled Annual Review due date, it will be counted toward the next year and the previous year will be considered incomplete. You can complete the review early, as long as it is not more than two months prior to the due date.