Assignment 3 Instructions For Each Memo/Email You need to respond by: Replying to the email with your own reply email Telling how important the email is – either high importance, medium importance, and low importance Finally you may add additional actions (optional) Context of the case The company is using a graphic rating scale The rating scale is a 5-point scale with no verbal descriptions – thus it is difficult to give feedback Traits are evaluated Scale is used for most jobs – thus it may not be job-related Example email FROM: Mary Smith, Purchasing, [email protected] SUBJECT:         Annual Performance Review TO:                  Human Resource Department, [email protected] I have a troublesome question to ask you.  I would ask this of my supervisor but she is not here now as she is currently in the hospital.  For over 20 years I have received an overall performance review, and my evaluations have all shown that I am an excellent employee.  I am five years from retirement and, frankly, I have reached the point where performance evaluations are not of any consequence to me.  I know I am going to do a good job.  I also know that I will not be promoted or transferred, and I am at the top of my pay grade.  Therefore, why should I continue to be evaluated formally? Good Response From: Human Resource Department, [email protected] To: Mary Smith, Purchasing, [email protected] Every employee at our company gets a performance review. It is part of our strategy that all employees receive good feedback. Performance appraisals have multiple purposes – merit increases, promotions, developmental feedback – thus I believe we should continue to give you feedback on your performance no matter the length of your service. (Medium Importance)  You may want to include an additional note of explanation for your response if you feel it is necessary (optional). PERFORMANCE APPRAISAL/COMPENSATION EMAILS Situation: The OL organization is a medium to large-sized service organization in New England. The OL organization’s performance appraisal system, which was designed by the HR Department several years ago, requires that all employees be evaluated by their supervisor on an annual basis except for new employees, who are appraised after the first 90 days (the probationary period). The performance appraisal form, which is used for all employees, is shown below. Supervisors are required to complete this form covering each of their employees at the appropriate time. They should discuss the evaluation with the employee, ask each employee to sign the form at the end of the interview, and return the completed form to the HR department. The organization has several different wage structures, including one for executives, one for managers, and one for all the other workers. The job evaluation is the point factor technique in which all jobs receive a point value based on an assessment of compensable factors. Jobs are then assigned to a grade level, and ea ...

1. Assignment 3
Instructions
For Each Memo/Email
You need to respond by:
Replying to the email with your own reply email
Telling how important the email is – either high importance,
medium importance, and low importance
Finally you may add additional actions (optional)
Context of the case
The company is using a graphic rating scale
The rating scale is a 5-point scale with no verbal descriptions –
thus it is difficult to give feedback
Traits are evaluated
Scale is used for most jobs – thus it may not be job-related
Example email
FROM: Mary Smith, Purchasing, [email protected]
SUBJECT: Annual Performance Review
TO: Human Resource Department, [email protected]
I have a troublesome question to ask you. I would ask this of
my supervisor but she is not here now as she is currently in the
hospital. For over 20 years I have received an overall
performance review, and my evaluations have all shown that I
am an excellent employee. I am five years from retirement and,
frankly, I have reached the point where performance evaluations
are not of any consequence to me. I know I am going to do a
good job. I also know that I will not be promoted or

2. transferred, and I am at the top of my pay grade. Therefore,
why should I continue to be evaluated formally?
Good Response
From: Human Resource Department, [email protected]
To: Mary Smith, Purchasing, [email protected]
Every employee at our company gets a performance review. It is
part of our strategy that all employees receive good feedback.
Performance appraisals have multiple purposes – merit
increases, promotions, developmental feedback – thus I believe
we should continue to give you feedback on your performance
no matter the length of your service.
(Medium Importance)
You may want to include an additional note of explanation for
your response if you feel it is necessary (optional).
PERFORMANCE APPRAISAL/COMPENSATION EMAILS
Situation: The OL organization is a medium to large-sized
service organization in New England. The OL organization’s
performance appraisal system, which was designed by the HR
Department several years ago, requires that all employees be
evaluated by their supervisor on an annual basis except for new
employees, who are appraised after the first 90 days (the
probationary period). The performance appraisal form, which is
used for all employees, is shown below. Supervisors are
required to complete this form covering each of their employees
at the appropriate time. They should discuss the evaluation with
the employee, ask each employee to sign the form at the end of
the interview, and return the completed form to the HR
department.
The organization has several different wage structures,
including one for executives, one for managers, and one for all

3. the other workers. The job evaluation is the point factor
technique in which all jobs receive a point value based on an
assessment of compensable factors. Jobs are then assigned to a
grade level, and each grade has an entry or minimum rate and a
maximum salary payable for the jobs in that grade. The
amounts between the entry rate and maximum comprise the
salary range for the grade. Adjustments to the ranges are made
periodically as area market rates change.
Salaries are directly related to the work they do and how well
they do it. The salary is based on the point evaluation and the
survey results. The company is generally considered to be
competitive when surveyed in their market. Usually employees
begin at the bottom of each pay grade. Employees are
considered for a merit increase after six months of service and
then they annual receive a merit increase at the end of each
year. Cost-of-living increases are also granted periodically by
the organization to all employees.
You are Sandy, the Human Resource Manager, and have
received the following memos and emails over the last several
days while you were out of the office. Please respond to each
of them. Before you respond to the email or memo, state the
importance of each as either critical, medium, or of low
importance.

4. The OL Organization Performance Appraisal Form
For ______________
Title ______________
1
2
3
4
5
Attendance
Initiative
Cooperativeness
Teamwork

5. Quality
Quantity
Technical Knowledge
Motivation
Overall Performance
Where 1 = Unsatisfactory, 2 = Poor, 3 = Fair, 4 = Good, 5 =
Excellent
Remarks:
Prepared by _______________ Title

6. _______________
Employee’s Signature _______________ Date
______________
EMAILS
_____________________________________________________
__________
Item 1
FROM: Charlie Counter, Accounting Department,
[email protected]
SUBJECT: 90-Day Employee Evaluation
TO: Human Resource Department, [email protected]
I just received my first performance evaluation and
received mostly “3s” or very average ratings. I asked my
supervisor why I did not receive better ratings she said that her
evaluation of me was good. She said that I was making good
progress on the job. She added that, if I continue to show
improvement, I will receive higher ratings in the future. When I
asked her why I did not receive better ratings, she replied that I
was relatively inexperienced compared to other employees.
Why am I being evaluated against older, more experienced
employees? That does not seem fair. I believe that considering
my limited experience I deserve higher evaluations.
Item 2
FROM: Johnathon Pine, Computer Center, [email protected]
SUBJECT: Performance Evaluation
TO: Human Resource Department, [email protected]
I just received my evaluation and found out that I received

7. mainly 4s. I have been working at the Computer Center a few
years and I don’t seem to improve much. I asked my supervisor
for feedback so that I could improve. I wouldn’t complain but I
have asked my supervisor for feedback so that I could get a
better appraisal next time, and he had difficulty telling me how
to do it. If I can’t get the proper feedback how am I expected to
improve? I don’t think this system is fair. Can somebody give
me feedback?
_____________________________________________________
___________
Item 3
FROM: Bonnie Jell, [email protected]
SUBJECT: Administering Employee Evaluations
TO: Human Resource Department, [email protected]
I have recently received from your office a request to conduct
evaluations this month on my employees. As you probably
know, I was promoted to this supervisory position only one
month ago from another company as a result of the former
supervisor’s termination. I don’t feel that I can presently
conduct a fair evaluation of these employees because I have
only observed them for one month. Can I receive help since the
appraisal should assess a full year’s performance?
Item 4
FROM: Kelly Pool, Supervisor, [email protected]
SUBJECT: Evaluation of Karen Kent
TO: Human Resource Department, [email protected]
Yesterday afternoon I conducted an evaluation interview with
Karen Kent and when I told her I gave her a “3” on “Teamwork”
she got quite upset and defensive. She said that the evaluation

8. should have been at least a “4” and possibly a “5.” I attempted
to explain my evaluation to her, but she disagreed and would
not listen to me. She continued to argue with me stating that I
did not really understand her teamwork skills. Karen received a
“4” evaluation last year on “Teamwork” and a 3.5 overall
evaluation this year. What should I do if this happens again?
Item 5
FROM: Matt Million, Supervisor, matt_mill[email protected]
SUBJECT: Evaluation complaints
TO: Human Resource Department, [email protected]
I have received a number of complaints from some of my
employees that I grade too hard compared to other supervisors.
These employees complain that this results in very little merit
pay for them each year. They are not listening to the feedback I
am giving them since they are so concerned with some of the
low ratings which result in lower pay increases. I don’t know
what to do. Should I ignore it or should I change the way I give
ratings? Please advise.
Item 6
FROM: Mary Smith, Purchasing, [email protected]
SUBJECT: Improving Performance
TO: Human Resource Department, [email protected]
I was wondering if you can offer me some advice or assistance.
I have been getting good appraisals, mostly 4s. I would like to
improve and spent a lot of time working on my self- appraisal.
When we sat down for my evaluation, my supervisor pretty
much ignored everything I had written. In fact, he seemed to
concentrate on some of the more trivial duties. Please advise.

9. Item 7
FROM: Jeff Flock, Supervisor, [email protected]
SUBJECT: Performance evaluation of Linda Lester
TO: Human Resource Department, [email protected]
Next week I conduct a performance evaluation interview with
Linda Lester who works by herself in the evenings. While I was
completing the evaluation form on her, I realized that it was
impossible for me to evaluate her on one of the evaluation
categories “Teamwork.” What should I do? I am afraid if I
leave this blank it will affect her overall evaluation score and
hence her chances for a promotion.
Item 8
FROM: Donna Carol, [email protected]
SUBJECT: My Performance evaluation
TO: Human Resource Department, [email protected]
In my last performance appraisal, I was rated much lower than
my previous appraisal. Before this current appraisal my
supervisor, Tom Trash, asked me out on a date and I declined. I
thought the issue was over because he did not react very
negatively when I declined to date him. It seems, however, that
it might have since I am pretty sure that my performance has
not changed significantly even though my ratings have.
Furthermore, the rumor is that the woman he is dating is
receiving higher appraisals since they have been dating. I don’t
believe this is fair, but I am not sure what to do?
Item 9
FROM: Sam Mullen, [email protected]
SUBJECT: Pay

10. TO: Human Resource Department, [email protected]
Tom Jenkins has been with the company for ten years. His
present position is Systems Analyst 1 and is at the maximum
pay level for his grade. The Wonton Company has offered him
another position, which would give him a 10% increase in
salary for similar duties. Based on his financial obligations to
his family, he claims he is need of higher pay. Since he enjoys
working for our company and has been a tremendous asset to
our company, and it would be difficult to promote him to SA II,
is there any way you could match their offer? I know he would
stay if we could offer him a significant increase. Can we give
him more than his grade allows?
Item 10
FROM: Shawn Sollen, [email protected]
SUBJECT: Pay
TO: Human Resource Department, [email protected]
One of my employees has been working in IT for more than 8
years and is making about the same salary as one of my new
employees in the same job. This is unfair since the one with
seniority, Jake, is likely to find out about this sooner or later
and I don’t want to lose him. This compression problem is
likely to cause conflicts since the market has continued to
increase entry-level IT salaries 30% over the last three years.
Can we increase the salaries of the high-performing, senior IT
people? What can we do about this?