Annual Performance Evaluations for RCUH Regular Employees

TO:                         Principal Investigators

FROM:                   Sheri Nakashima, Assistant Director of Human Resources

SUBJECT:            Annual Performance Evaluations for RCUH Regular Employees (non-probationary)

As stated in RCUH Policy 3.410 Annual Performance Evaluations and RCUH 3.360 Performance Based Compensation Policy, ALL RCUH Regular (non-probationary) employees must receive an Annual Performance Evaluation, regardless if a pay increase is assigned. Therefore, at minimum, a Performance Evaluation Form for each Regular (non-probationary) employee is required. 


Non-probationary employees are employees who were hired on or prior to December 31, 2009, and whose probationary periods were not extended, as well as those employees who are not on a new-job or performance probationary period.  Those employees hired between January 1, 2010 and June 30, 2010, are considered “probationary”, and are not subject to this year’s Annual Performance Evaluation process.  Instead, these employees may be eligible to receive the general payment upon the successful completion of his/her six (6) month new-hire probationary period and upon the completion a “Post-Probation Performance Evaluation” form.  Please see Policy 3.360 Performance Based Compensation Policy for more information on Post-Probation Performance Evaluations and increases.

Pay Increase Guidelines

General Pay Adjustment:  Despite our difficult economic conditions, Principal Investigators may need to provide salary adjustments to employees performing at least at a Satisfactory level to ensure retention, equity or other compelling justifications.  Principal Investigators may provide eligible employees with a one-time payment (e.g., lump sum) General Adjustment of up to 3.5% contingent upon sufficient funding and appropriate justification.  If a PI decides to provide a one-time General Adjustment, he/she must provide the same adjustment to all other eligible employees working for that project.


Merit Increase Adjustment:  Principal Investigators may provide a Merit Increase to employees whose performance is consistently above Satisfactory and has made significant contributions to the project.  Principal Investigators may chose to provide a one-time payment (e.g., lump sum) or an increase to the employee’s base pay of up to 5% to eligible employees.


Effective Date

General Adjustment

(based on Satisfactory performance and required due to retention, equity or other compelling reasons)

Merit Increase


One-time payment of up to 3.5% of base salary

Up to 5%


One-time payment of up to 5% of base salary


To qualify for a “General Adjustment”, an employee must have received a Summary Rating Score of “Distinguished”, “Commendable” or “Capable.”   To receive a “Merit Increase”, the employee must receive a Summary Rating Score of “Distinguished” or “Commendable”.

To prevent additional follow-ups, which may delay the pay increases, a memo outlining the logic you used to generate the pay increase amounts is highly encouraged, as issues of pay equity and consistency are closely reviewed by RCUH.


Performance Evaluation Forms


You may use either the “short” OR “long” form:


a.       Performance Evaluation Form – Short Form.  The short form is available in both Microsoft Word and Excel formats.  If you choose to use the Word format, the forms have already been merged with your employees’ names and information.  If you decide to use the Excel version, this will need to be completed manually.   The short form has been slightly modified this year to include more descriptive detail for each of the performance competencies.  In addition, a new competency for supervisors/managers has been added.


Performance Evaluation Form (Short Form) – Word Version

Performance Evaluation Form (Short Form) – Excel Version


b.       A sample “Short Form” has been attached for your reference.


Performance Evaluation Form (Short Form) – SAMPLE


c.        Performance Evaluation Form –  Long Form.   The long form is to be used for any employee in a managerial/supervisory role, as there is a section dedicated to supervisory competencies.  Like the short form, the long form has been slightly modified this year to include more descriptive detail for each of the performance competencies.  In addition, a new competency for supervisors/managers has been added.


Performance Evaluation Form (Long Form)



1. Attend a Performance Evaluation Training Session:


(a). A training session for all Principal Investigators, Supervisors, and Administrative Staff will be conducted by RCUH Human Resources to review/discuss the process and guidelines of the 2010 Annual Performance Evaluations & Increases.  We encourage all PIs, Project Leaders, Supervisors, and Administrative Staff to attend this training session.







Cancer Center of Hawaii,

(Lauhala Room 401)

Tuesday, April 6, 2010

9:00am – 10:30am

University of Hawaii at Manoa Campus,

(Kuykendall Room 204)

Wednesday, April 7, 2010

1:00pm – 2:30pm

John A. Burns School of Medicine (JABSOM),

(MEB Room 304)

Wednesday, April 14, 2010

1:00pm – 2:30pm

Big Island, Maui & Kauai


(via HITS)


UH Hilo Campus,

(LRC Room 359)

Wednesday, April 7, 2010

1:00pm – 2:30pm

Maui Community College,

(Ka’aike Room 103)

Wednesday, April 7, 2010

1:00pm – 2:30pm

Kauai Community College,

(LRC Room 121)

Wednesday, April 7, 2010

1:00pm – 2:30pm


(b). You may RSVP your attendance to Jocelyn Matsushima at [email protected] at least 3 business days before the training session. Please provide your name, program name, phone number, e-mail address, and the location you want to attend. Training sessions are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, email [email protected] by the requested deadline.


2. Complete the Performance Evaluation Form and Discuss with the Employee:

(a). Principal Investigators (PI) and/or supervisors should review the employee’s current Job Description, and past memos/documents relating to performance during the past year.  After reviewing all documents, PI’s should rate the employee according to his/her ability to meet the job requirements. 


(b). Principal Investigator and/or supervisor should meet with the employee to discuss/review his/her evaluation. Encourage two-way discussion.


(c). Complete “Job Description Certification” section.  If either the PI and/or employee indicate that the Job Description on file for the employee is not current and does not accurately reflect the job responsibilities of the employee, a revised job description must be submitted to the RCUH Human Resources Office within one (1) month from completing the Performance Evaluation Form.  The updated/revised job description will be accepted in electronic format only, and should be emailed to [email protected].  The RCUH Human Resources department will then contact the PI to finalize the job description.


(d). Evaluations must have the employee’s and PI’s signature. Supervisors who are not PI’s should co-sign the evaluation with the PI.


3.  Complete the Personnel Action Forms (PAF):


Personnel Action Form (PAF)


(a). Retroactive pay increases will NOT be approved. PAFs should be reviewed and approved by both the PI and Fiscal Officer (FO). FO approval is required to ensure adequate funds are available for increases. PAFs received after June 1, 2010 will be processed with an effective date of July 16, 2010, or later, depending on the date of submission.


(b). In order to approve any pay increases or one-time payments, RCUH must review the consistency of the evaluation rankings with the increase recommendations for the entire project. Therefore, if evaluations and PAFs for all eligible employees are not submitted in its entirety, it may result in a delay in implementing the pay increase for ALL of your employees.


(c). PI’s have the discretion to defer or forego pay increases, depending on their project’s financial situation. If you wish to delay the pay increases for all of your employees, you may delay the submission of the Personnel Action Forms accordingly by submitting a memorandum or email to [email protected] informing us of the delay or possible waiver of the increase. Regardless of whether a pay increase is provided, the Performance Evaluation Forms must be submitted by June 1, 2010 for ALL Regular, non-probationary employees.


(d). A SAMPLE Personnel Action Form is attached for your reference.


SAMPLE Personnel Action Form


3.  DEADLINE: Send Signed/Approved Evaluation Forms to RCUH Human Resources by Tuesday, June 1, 2010.


Completed Performance Evaluations should be emailed to [email protected] for the entire project staff, since we will review each program as a whole. If you are unable to scan/email the Evaluation forms, please fax them to (808) 956-5022 or deliver to the RCUH Human Resources Office at the address below.  Evaluation forms submitted via fax or email will suffice; NO ORIGINALS ARE REQUIRED. Be sure that the evaluation forms are completed accurately and legibly.


For your convenience, a “Performance Evaluation and PAF Checklist” has been provided, which may also be used as a fax/email coversheet.  Use of this checklist is optional.


Performance Evaluation & PAF Checklist



The deadline to submit Annual Performance Evaluations for RCUH Regular Employees is


Tuesday, June 1, 2010