Performance Review Template

Performance Review Template – Southside Fresh Food Collective (Chicago, IL)

Purpose and tone - This review supports growth, recognizes impact, and aligns work with Southside Fresh Food Collective’s mission to expand fresh, affordable food access on Chicago’s South Side. - Use a constructive, strengths-based approach. Be specific, use data and examples, and focus on learning and support.

Review information - Employee name: - Position: - Department/Program (e.g., Markets, Distribution, Urban Agriculture, Outreach, Development, Operations): - Supervisor: - Review period (from/to): - Review type (Annual, Mid-year, Probationary 90-day, Other):

How to use this template - Employee completes Section A (Self-Assessment) and updates Section B (Goals Review) before the meeting. - Supervisor completes Sections C–G and drafts Section H (Goals for next period) in collaboration with the employee. - Both finalize Section I (Development Plan) and Section J (Sign-off).

Section A. Employee self-assessment 1) Biggest wins and contributions this period (program/participant impact, systems improved, partnerships built): - 2) How your work supported our mission and values (community, equity, respect, stewardship, learning): - 3) Progress on last period’s goals (what moved, what stalled, why): - 4) What you learned (skills, tools, insights about community needs): - 5) Challenges and barriers (resources, processes, capacity, coordination): - 6) Support you need from your supervisor or organization: - 7) Feedback for the organization (what to start/stop/continue): -

Section B. Goals review (from the last period) For each goal, complete: - Goal: - Status (Achieved / On track / Partially met / Not met / Deferred): - Outcomes and evidence (metrics, participant stories, deliverables): - What helped or hindered (context, resources, partnerships, seasonality): - Lessons learned and suggested adjustments:

Repeat for up to 5 goals.

Section C. Core competencies assessment Rating scale - 5 Exceptional: Consistently exceeds expectations; a go-to resource and mentor. - 4 Strong: Often exceeds expectations; reliable and independent. - 3 Solid: Meets expectations; dependable performance. - 2 Developing: Inconsistently meets expectations; needs targeted support. - 1 Not yet meeting: Frequently below expectations; requires immediate improvement.

For each competency, provide a rating and brief examples.

1) Mission alignment and community focus (centers participant dignity, advances food access, reflects South Side community priorities) - Rating (1–5): - Examples/evidence:

2) Equity, inclusion, and cultural humility (builds trust across diverse neighborhoods; reduces barriers such as language, transportation, eligibility; applies trauma-informed practices) - Rating: - Examples/evidence:

3) Collaboration and communication (clear, respectful updates; cross-team coordination; timely responses; facilitation) - Rating: - Examples/evidence:

4) Reliability and accountability (punctuality; follow-through; meeting deadlines; accurate documentation) - Rating: - Examples/evidence:

5) Service and participant experience (welcoming environment; problem resolution; privacy/respect; SNAP/WIC support where applicable) - Rating: - Examples/evidence:

6) Safety and compliance (food safety, ServSafe/IDPH standards, PPE, vehicle/warehouse safety, incident reporting) - Rating: - Examples/evidence:

7) Problem solving and initiative (resourcefulness; improves processes; anticipates needs; brings solutions) - Rating: - Examples/evidence:

8) Data and reporting (timely, accurate logs: distributions, waste, attendance, CRM; uses data to inform decisions) - Rating: - Examples/evidence:

9) Stewardship and resource management (care for equipment, budget awareness, reduces waste; sustainable practices) - Rating: - Examples/evidence:

Supervisor overall comments on core competencies: -

Section D. Role-specific competencies (select and assess those that apply)

Program delivery and outreach - Effectively plans and runs community events/markets; engages residents and partners; increases participation and retention. - Rating: - Examples:

Urban agriculture/production - Crop planning; safe harvesting; yield and quality; soil health; season extension; volunteer coordination on-site. - Rating: - Examples:

Warehouse and logistics - Order accuracy; on-time routing; cold chain; inventory rotation; vehicle safety; waste reduction. - Rating: - Examples:

Market operations/retail - Pricing and signage; EBT/SNAP matching; vendor relations; point-of-sale accuracy; customer experience. - Rating: - Examples:

Volunteer management - Recruitment, training, retention; clear roles; recognition; safe and inclusive environment. - Rating: - Examples:

Fundraising and development - Grant deadlines met; quality of proposals/reports; donor stewardship; events; impact storytelling. - Rating: - Examples:

Partnerships and advocacy - Strong relationships with community orgs, farms, clinics, schools; aligns efforts; policy awareness. - Rating: - Examples:

Finance and administration - Budget tracking; purchasing; compliance; record-keeping; audit readiness. - Rating: - Examples:

Communications and storytelling - Clear, mission-aligned content; accurate program info; respectful imagery; bilingual access where relevant. - Rating: - Examples:

Section E. Results and key metrics (select 3–5 relevant) - Metric 1 (e.g., pounds distributed; households served; market sales; volunteer hours; grant deliverables): • Target: • Actual: • Notes/Context: - Metric 2: • Target: • Actual: • Notes/Context: - Metric 3: • Target: • Actual: • Notes/Context: - Participant or partner feedback highlights (quotes or survey data): •

Section F. Strengths and impact - Top strengths observed this period (skills, behaviors, relationships): • - Where this employee’s work made the biggest difference for participants or partners: • - Contributions to team culture and values: •

Section G. Areas for development and support - Priority growth areas (skills, knowledge, behaviors): • - What success would look like next period (specific outcomes or behaviors): • - Recommended supports (training, coaching, shadowing, tools, process changes): •

Section H. Goals for next period (SMART: specific, measurable, achievable, relevant, time-bound) Set 3–5 goals, including at least one mission/impact goal, one operational/process goal, and one professional development goal.

Goal 1: - Description: - Why it matters (mission/values link): - Measures/targets (include baseline if known): - Key milestones and dates: - Dependencies/support needed: - Due date:

Goal 2: - Description: - Why it matters: - Measures/targets: - Milestones and dates: - Dependencies/support needed: - Due date:

Goal 3 (Professional development): - Description: - Why it matters: - Measures/targets (e.g., certification, applied skill, cross-training): - Milestones and dates: - Resources needed: - Due date:

Optional DEI objective (e.g., increase bilingual access, improve inclusive signage, expand SNAP outreach): - Description: - Measures/targets: - Due date:

Section I. Development plan and resources - Trainings/certifications (examples: ServSafe Food Handler/Manager – Chicago/Illinois; CPR/First Aid; Forklift certification; defensive driving; trauma-informed communication; bilingual customer service; Salesforce/Airtable; grant writing; facilitation) • Priority trainings: • Timeline: - Coaching/mentorship (internal or external): • Focus: • Coach/mentor: • Cadence: - Stretch assignments or cross-training (program swaps, event leadership, data project): • - Tools or process improvements needed: • - Conferences/learning communities (e.g., Illinois Food Access, urban agriculture networks): •

Section J. Summary and sign-off - Employee summary comments (what you’re proud of, what you’ll focus on next period, how we can support you): • - Supervisor summary comments (key messages, commitments, support plan): • - Agreed check-in cadence on goals (e.g., monthly; mid-cycle review date): • - Signatures and dates: • Employee: • Supervisor: • Second-level reviewer (if applicable):

Appendix: Guidance for constructive reviews - Be specific: Pair ratings with 1–2 concrete examples or data points. - Focus on impact: Link work to participant outcomes and mission. - Separate person from problem: Frame gaps as skills to build and systems to improve. - Balance recognition and growth: Aim for 2–3 strengths and 1–2 focused development areas. - Plan support: Every development area should include resources, coaching, or process changes. - Follow through: Revisit goals and supports during regular one-on-ones.

Optional: Mid-cycle 90-day check-in template - Progress on each goal (Green/Yellow/Red) and brief notes: - New information or context: - Adjustments to targets or timelines: - Immediate support/actions before next check-in:

Mountain Counties Legal Aid Partnership (Appalachia) Performance Review Template

Purpose - Provide structured, fair feedback aligned with our mission to expand access to justice across Appalachia. - Recognize strengths, identify development needs, and set clear goals for the coming period. - Support client-centered, culturally humble, trauma-informed practice and strong community partnerships.

Instructions - Employee completes the Self-Assessment (Section F) before the review meeting. - Supervisor completes Sections B–E and H, drafts Section G with the employee, and finalizes Section I. - Use the rating scale in Section C. Provide specific examples and data where possible. - Mid-year check-in is recommended to review progress on goals and update plans.

Section A. Employee and Review Information - Employee name: - Position/Title: - Team/Unit (e.g., Housing, Family, Consumer, Public Benefits, Intake): - Primary office/Region: - Supervisor: - Review period (from/to): - Review type (Annual, Mid-year, Probationary, Other): - Date of meeting:

Section B. Review of Prior-Period Goals For each goal from the last period, document outcomes and learning.

Goal 1 - Stated goal: - Success measures/targets: - Status (Achieved, Partially achieved, Not achieved): - Evidence/results (e.g., case outcomes, outreach delivered, quality audits, client feedback): - Barriers and how they were addressed: - Lessons learned and carry-forward items:

Goal 2 - Stated goal: - Success measures/targets: - Status: - Evidence/results: - Barriers: - Lessons learned:

Goal 3 (add as needed) - Stated goal: - Success measures/targets: - Status: - Evidence/results: - Barriers: - Lessons learned:

Section C. Competencies Assessment Rating scale 1 Needs improvement: Frequently below expectations; immediate support and a plan required. 2 Developing: Inconsistently meets expectations; improving with guidance. 3 Effective: Consistently meets role expectations. 4 Strong: Often exceeds expectations; model for peers. 5 Exceptional: Far exceeds expectations; innovates and elevates team/organization.

Core competencies (all roles) 1. Client-Centered Advocacy and Cultural Humility - Provides trauma-informed services; respects Appalachian cultural contexts and community norms. - Integrates client goals into case strategy; ensures language access and disability accommodations. - Rating (1–5): - Evidence/examples:

2. Legal/Program Knowledge and Judgment - Applies relevant law and policy; exercises sound judgment; seeks supervision appropriately. - For non-attorney roles: Applies program procedures accurately; knows when to escalate issues. - Rating: - Evidence/examples:

3. Case and Time Management - Manages caseload, deadlines, and travel demands; keeps files complete and current. - Uses case management system accurately (timekeeping, CSR, conflicts, outcomes). - Rating: - Evidence/examples:

4. Communication - Clear written and oral communication with clients, courts, partners, and team. - Plain-language explanations; respectful, timely responses. - Rating: - Evidence/examples:

5. Community Engagement and Partnerships - Builds and sustains relationships with local partners (courts, shelters, clinics, agencies). - Plans and participates in outreach/clinics; adapts to rural access barriers. - Rating: - Evidence/examples:

6. Equity, Inclusion, and Language Access - Advances equitable access; identifies and addresses barriers for marginalized communities. - Uses interpreters appropriately; contributes to inclusive team culture. - Rating: - Evidence/examples:

7. Collaboration and Teamwork - Supports colleagues; shares knowledge; contributes to cross-office coordination. - Rating: - Evidence/examples:

8. Compliance, Ethics, and Data Stewardship - Adheres to ethics, confidentiality, and funder requirements (e.g., conflicts, eligibility, reporting). - Protects data privacy and follows security practices. - Rating: - Evidence/examples:

9. Technology Fluency - Effectively uses case management system, remote meeting tools, document assembly/e-signature. - Rating: - Evidence/examples:

10. Professional Development and Wellbeing - Pursues learning (CLEs/trainings); uses feedback; maintains sustainable practices to mitigate vicarious trauma. - Rating: - Evidence/examples:

Role-specific competencies (complete those that apply) A. Litigation and Advocacy (Attorneys/Advocates) - Legal research, motion practice, negotiation, trial/administrative hearing advocacy; ethical lawyering. - Rating: - Evidence/examples:

B. Intake/Navigation - Triage accuracy; customer service; priority-setting; warm handoffs; referral quality. - Rating: - Evidence/examples:

C. Paralegal/Legal Assistant - Drafting, file management, discovery support, client communication, court filing accuracy. - Rating: - Evidence/examples:

D. Supervisory/Leadership (if applicable) - Sets expectations, coaches, and develops staff; equitable workload; timely feedback; manages risk and compliance. - Rating: - Evidence/examples:

Section D. Strengths and Notable Accomplishments - Top strengths observed this period: - Impactful results (e.g., key case wins, systemic outcomes, successful clinics, process improvements): - Contributions to team culture, DEI, or community relationships: - Client or partner feedback highlights:

Section E. Areas for Development - Skills/competencies to strengthen: - Behaviors to adjust or adopt: - Cases/situations that illustrate development needs: - Support/resources that would help (training, mentoring, shadowing, tools, policy clarifications):

Section F. Employee Self-Assessment - What achievements are you most proud of this period? - Which goals did you meet or exceed? What enabled your success? - Where did you encounter challenges? What would you do differently? - How did you advance client-centered practice and equity? - How did you build or maintain community partnerships? - What feedback from clients, courts, or partners stands out? - Professional development completed (CLEs, trainings, certifications) and key takeaways: - What supports or resources would help you be more effective next period?

Section G. Goals for Next Review Period (SMART) Set 3–6 goals aligned with program priorities. For each goal:

Goal [#] - Objective (Specific, Measurable, Achievable, Relevant, Time-bound): - Success measures/targets (quantitative and qualitative): - Key actions/steps and milestones: - Dependencies/risks and mitigation: - Resources/support needed (training, technology, mentorship, travel budget, language access): - Owner(s): - Timeline/checkpoints (monthly or quarterly):

Suggested goal categories (choose those that fit) - Client Services and Quality (e.g., expand housing defense capacity in X county; improve time-to-service) - Community Engagement and Partnerships (e.g., quarterly courthouse clinics; new referral pathways) - Equity and Language Access (e.g., implement plain-language forms; interpreter workflow) - Operational Excellence and Compliance (e.g., 100% timely timekeeping; data accuracy audits) - Professional Growth (e.g., trial skills, benefits specialization, supervision skills) - Innovation/Process Improvement (e.g., template library; remote intake workflow for limited broadband)

Section H. Development Plan and Support - Priority skills/competencies to develop: - Learning activities (CLEs, trainings, certifications, shadowing, communities of practice): - Stretch assignments or leadership opportunities: - Mentors/coaches and meeting cadence: - Wellbeing plan (e.g., debrief practices, coverage for high-intensity work, EAP use): - Target dates and checkpoints:

Section I. Overall Summary Supervisor summary - Overall evaluation (brief narrative aligned to ratings and goals): - Key strengths to leverage next period: - Most important development focus: - Readiness for increased responsibility or new case types (if applicable):

Employee comments (optional) - Employee response to the review and summary:

Section J. Signatures and Follow-Up - Employee signature/date: - Supervisor signature/date: - Next check-in date(s): - Documents attached (if any): goal worksheet, training plan, audit results.

Appendix: Behavioral Anchors (quick reference) - 1 Needs improvement: Misses deadlines; incomplete documentation; inconsistent client follow-up; requires frequent correction; risks compliance. - 2 Developing: Understands expectations; performance varies; needs guidance to prioritize; documentation improving. - 3 Effective: Meets deadlines; maintains accurate files; communicates clearly; handles typical complexity independently; follows policies. - 4 Strong: Anticipates issues; improves processes; mentors peers; strengthens community partnerships; elevates quality. - 5 Exceptional: Delivers outstanding results; innovates sustainably; is a go-to resource; advances organizational strategy and equity.

Note on evidence Where possible, reference specific examples and data such as: - Caseload and disposition mix; time-to-initial-contact; hearing outcomes; benefits secured; evictions prevented. - Outreach/clinic counts and reach; partner referrals; client satisfaction feedback. - Compliance metrics (timekeeping timeliness, conflict checks, CSR/outcome coding accuracy). - Training hours completed and applied practice changes.

This template is intended to be adapted to local unit priorities and funder requirements while maintaining a client-centered, community-rooted approach.

Performance Review Template – AquaVida International (Global WASH & MCH)

Purpose Support a constructive, forward-looking conversation focused on impact, learning, and growth in AquaVida’s mission to improve WASH and Maternal, Newborn and Child Health outcomes.

Instructions - Timeframe: Review covers [start date] to [end date]. - Who completes: Employee completes the self-assessment; manager completes the assessment; both discuss and agree on goals for the next period. - Evidence-based: Reference results, data, stakeholder feedback, and examples. - Tone: Describe behaviors and outcomes; identify enablers, barriers, and support needed.

Rating Scale (use where ratings are requested; N/A if not applicable) 5 Exceptional – Consistently exceeds expectations; advances best practice and mentors others. 4 Strong – Often exceeds expectations; dependable high-quality results. 3 Meets – Consistently meets expectations; solid and reliable performance. 2 Inconsistent – Partially meets expectations; needs improvement and support. 1 Not yet meeting – Does not meet expectations; requires significant improvement.

Header - Employee name: - Role/Title: - Department/Program (e.g., WASH in HCFs, SBC, MCH quality of care, MEL, Operations): - Location (HQ/Regional/Country; remote/office/field-based): - Supervisor: - Review period: - Date of review conversation:

A. Review of Prior Period Goals For each goal, summarize outcomes and learning.

1) Goal: - Target and indicators (e.g., coverage, JMP service levels, ANC/PNC quality metrics, grant deliverables, budget burn rate, DQA results): - Status (achieved/partially/not achieved): - Evidence of results: - Enablers and barriers: - Lessons learned and adaptations: - Employee self-rating (optional 1–5): - Manager rating (optional 1–5):

2) Goal: - Target and indicators: - Status: - Evidence of results: - Enablers and barriers: - Lessons learned and adaptations: - Employee self-rating: - Manager rating:

3) Goal: - Target and indicators: - Status: - Evidence of results: - Enablers and barriers: - Lessons learned and adaptations: - Employee self-rating: - Manager rating:

B. Core Competencies Assessment Rate and comment on observable behaviors and impact.

1) Mission and beneficiary focus (centers people we serve; equity-driven): - Rating (1–5): - Evidence/comments:

2) Collaboration and cross-cultural communication (works effectively across countries, partners, and disciplines): - Rating: - Evidence/comments:

3) Safeguarding, protection, and ethics (creates safe environments; follows PSEAH policies; mandatory reporting): - Rating: - Evidence/comments:

4) Diversity, equity, and inclusion (integrates gender and social inclusion; respectful, bias-aware practice): - Rating: - Evidence/comments:

5) Results and quality improvement (plans, executes, and iterates to improve outcomes; uses data for decisions): - Rating: - Evidence/comments:

6) Accountability and compliance (donor, financial, procurement, security, data protection): - Rating: - Evidence/comments:

7) Learning, adaptation, and resilience (reflects, tests, and scales improvements; manages uncertainty): - Rating: - Evidence/comments:

8) Communication and stakeholder management (clear, timely, audience-appropriate; government and partner engagement): - Rating: - Evidence/comments:

C. Functional/Technical Competencies (select those relevant to the role) 1) Program design and implementation (theory of change, SBC, CLTS, WASH in HCFs, QoC for MNCH): - Rating: - Evidence/comments:

2) Technical expertise (e.g., WASH engineering, IPC/WASH in HCFs, MNCH clinical or public health, nutrition integration): - Rating: - Evidence/comments:

3) MEL and data quality (indicator design, DQA, routine HMIS/DHIS2 use, qualitative methods, learning agendas): - Rating: - Evidence/comments:

4) Partnership and government relations (coordination, policy alignment, capacity strengthening, localization): - Rating: - Evidence/comments:

5) Grant and financial management (workplans, budgets, burn rate, donor reporting—USAID/UNICEF/FCDO, cost-efficiency): - Rating: - Evidence/comments:

6) Supply chain and operations (WASH commodities, essential MNCH supplies, last-mile logistics, facility readiness): - Rating: - Evidence/comments:

7) Risk, safety, and security (context analysis, duty of care, incident response, business continuity): - Rating: - Evidence/comments:

8) Environmental sustainability and climate resilience (climate-smart WASH, environmental compliance, water resource protection): - Rating: - Evidence/comments:

D. Strengths and Impact Identify 3–5 strengths with concrete examples of behavior and results.

- Strength 1 and evidence: - Strength 2 and evidence: - Strength 3 and evidence: - Additional strengths (optional):

E. Areas for Development and Support Needed Select 2–3 priority areas. Be specific and constructive.

- Development area 1: - Why it matters (impact on outcomes/teams/partners): - Success looks like: - Support needed (training, mentoring, shadowing, tools, time, budget): - Timeline and check-in cadence:

- Development area 2: - Why it matters: - Success looks like: - Support needed: - Timeline and check-in cadence:

- Development area 3 (optional): - Why it matters: - Success looks like: - Support needed: - Timeline and check-in cadence:

F. Employee Self-Assessment Employee completes before the conversation.

- Key achievements I’m most proud of (impact, equity, quality): - How I lived AquaVida’s values: - Biggest challenges and root causes: - What I tried and learned (including any pivots): - Feedback for my manager and organization (what would help me be more effective): - Well-being and workload (work-life balance, travel, safety): - Career interests and growth aspirations (technical, managerial, country/region focus): - Training or experiences I’d like in the next period (courses, communities of practice, stretch assignments): - Any safeguarding, ethics, or safety concerns to note (handled per policy; do not include confidential details here—use formal reporting channels as required):

G. Goals for Next Period Set 3–5 SMART goals tied to strategy, funder commitments, and beneficiary outcomes. Include indicators, milestones, and resources.

1) Goal: - Strategic link (program, grant, strategy pillar): - SMART target and indicators (e.g., % facilities with basic WASH per JMP, stockout rate <5%, ANC QoC score ≥80%): - Milestones and due dates: - Owner and collaborators (internal and partners/government): - Resources and support required: - Risks and mitigations (context, security, supply chain, partner capacity): - How we will measure learning and equity impacts:

2) Goal: - Strategic link: - SMART target and indicators: - Milestones and due dates: - Owner and collaborators: - Resources and support required: - Risks and mitigations: - Learning and equity:

3) Goal: - Strategic link: - SMART target and indicators: - Milestones and due dates: - Owner and collaborators: - Resources and support required: - Risks and mitigations: - Learning and equity:

Development and Well-being Goals (at least one) - Professional development goal (skills, certification, mentorship): - Activities and timeline: - Success measures: - Well-being goal (workload, travel, resilience): - Activities and timeline: - Success measures: - DEI and safeguarding goal (practice or leadership contribution): - Activities and timeline: - Success measures:

H. Optional Overall Summary - Overall performance summary (narrative, balanced, evidence-based): - Optional overall rating (1–5): - Recognition (awards, commendations, publications, conference presentations): - Mobility considerations (future assignments/rotations, international travel readiness):

I. Check-ins, Follow-up, and Signatures - Quarterly check-in dates and focus: - Immediate next steps (manager and employee): - Employee signature/date: - Manager signature/date: - People & Culture signature/date (if applicable):

Guidance for Constructive Feedback - Be specific: describe the situation, behavior, and impact. - Focus on outcomes and growth: what enabled success; what would make it easier next time. - Co-create support: clarify resources, decisions, and timelines needed. - Keep people safe: escalate safeguarding, ethics, and security concerns through formal channels promptly.

Notes - Use N/A where items don’t apply to the role. - Attach supporting documents (dashboards, DQA reports, budget vs. actuals, partner feedback, beneficiary stories) as appendices.