Library: Policy

OKDHS:2-1-18. General staff responsibilities

Revised 6-1-04

(a) The supervisor and employee are responsible for the evaluation process. The supervisor and employee establish measurable and accurate job accountabilities, tasks and performance standards, and behaviors required to achieve successful performance in the functions of the position.

• (1)  The employee is responsible for:
  • (A) participating in conferences with the immediate supervisor to discuss his or her assigned accountabilities and behaviors at the beginning, mid-point, and end of the evaluation period;
  • (B) keeping informed of policies, procedures, rules, regulations, and other information relevant to the performance of accountabilites and documenting his or her own assignments and special projects;
  • (C) taking specific measures as outlined in the development plan to correct deficiencies or accomplish goals; and
  • (D) asking questions to gain clarification of expectations in regard to the accountabilities and behaviors.
• (2)  The immediate supervisor is responsible for:
  • (A) discussing with the reviewing supervisor and completing the initial work on the accountabilities and behavior standards, and reviewing the employee's previous development plan in order to implement it;
  • (B)  meeting with the employee at the beginning of the evaluation period to review and possibly revise assigned accountabilities and behaviors;
  • (C) ensuring that the employee has access to applicable policies, relevant to the performance of assigned accountabilities;
  • (D) being accessible to the employee and providing coaching and necessary assistance in the employee's achievement of career goals by eliminating barriers to effective performance;
  • (E) giving consideration to Form OPM-111, Performance Management Process (PMP), in decisions regarding employee promotions, demotions, separations, and discharges;
  • (F) conducting and documenting, by signature on Form OPM-111, at least one evaluation conference with the employee at the mid-point of the evaluation period to review the employee's performance on accountabilities and behaviors and to provide the employee with ongoing feedback concerning job performance;
  • (G) discussing proposed closing ratings with the reviewing supervisor prior to closing Form OPM-111, with the employee;
  • (H) holding and documenting  a close-out conference with the employee at the end of the evaluation period to close Form OPM-111;
  • (I) documenting and acknowledging by signature on Form OPM-111, the performance ratings and conferences held;
  • (J) maintaining the original Form OPM-111,  and supporting documents until closing;
  • (K) copying and distributing signed copies of Form OPM-111; and
  • (L) ensuring that the Human Resources Information System (HRIS) is updated, and the original Form OPM-111, with comments and response, if applicable, is sent to Human Resources Management Division (HRMD).
• (3) The reviewing supervisor of the PMP is responsible for:
  • (A) ensuring that accountabilities, their relative importance, and behaviors are consistent among employees performing the same type of work and accurately reflecting Oklahoma Department of Human Services (OKDHS) requirements and expectations for performance;
  • (B) ensuring that performance ratings and supervisory documentation on all Form OPM-111s, are consistent with established standards and policies;
  • (C) ensuring that Form OPM-111, is given consideration in decisions regarding employee promotions, demotions, separations, and discharges;
  • (D) ensuring that Form OPM-111, is opened and closed in accordance with established time frames for all employees under his or her supervision; and
  • (E) resolving any disagreement about the results and ratings on Form OPM-111​​.
• (4) The supervisor informs the employee how he or she is doing throughout the evaluation period through conferences, informal discussions, coaching, or written reports. The employee informs the supervisor of any significant changes that may impact the employee's accountabilities.