Performance Review Cycle SOP

Standard operating procedure for managing the performance review cycle, including timeline planning, employee self-assessments, manager ratings, calibration, and review discussions.

Steps

• Define the review cycle timeline
  The HR Business Partner defines the review cycle dates, milestone deadlines, and submission windows for self-assessments, manager ratings, calibration, and review discussions. The HR Business Partner publishes the timeline to all managers and employees before the cycle begins.
• Confirm review criteria and rating standards
  The HR Business Partner verifies that the review criteria, rating scale, and evaluation factors are current and consistent across departments. The HR Business Partner communicates any changes to managers before employee self-assessments open.
• Open employee self-assessments
  The HR Business Partner opens the self-assessment period in the performance management system. The HR Business Partner notifies employees of the submission deadline and the information they must include, such as achievements, goals, and development areas.
• Collect and verify employee self-assessments
  The HR Business Partner verifies that each employee submission is complete, submitted on time, and attached to the correct employee record. The HR Business Partner records any missing or incomplete submissions as a deviation.
• Complete manager ratings and written feedback
  The People Manager reviews the employee's performance evidence, goal progress, and self-assessment. The People Manager enters ratings and written feedback for each evaluation area and identifies any performance gaps or notable achievements.
• Escalate rating disputes or missing evidence
  The HR Business Partner reviews whether the manager rating is supported by documented evidence and whether any rating appears inconsistent with peer outcomes or policy. If a dispute, missing evidence, or policy deviation exists, the HR Business Partner escalates the case for review before calibration closes.
• Prepare calibration materials
  The HR Business Partner compiles ratings, self-assessments, and supporting evidence into a calibration packet. The HR Business Partner removes unnecessary personal details and includes only information needed for fair comparison and decision-making.
• Conduct calibration meeting
  The Department Director and HR Business Partner review proposed ratings across employees to confirm consistency, identify outliers, and correct rating inflation or compression. The HR Business Partner records any rating changes, rationale, and follow-up actions.
• Hold review discussions with employees
  The People Manager meets with each employee to discuss final ratings, strengths, improvement areas, goal progress, and development actions. The People Manager confirms employee understanding, answers questions, and documents any follow-up commitments.
• Close the cycle and archive records
  The HR Business Partner verifies that all review forms, calibration notes, and discussion records are stored in the approved system according to retention requirements. The HR Business Partner closes the cycle only after all non-conformances are logged and assigned for follow-up.