BOP Program Statement 3430.09 § 8

The performance appraisal process requires that rating officials must observe and note

employee performance continuously throughout the rating period. Rating officials must

record examples of employee performance to ensure the rating at the end of the rating period

is an accurate and fair appraisal of the employee’s performance during the entire rating period.

The performance log is used to document and substantiate the final rating.

a. Time Requirements. The rating official must record performance in the log entries so that

each element is addressed at least once each quarter, regardless of the length of the rating

period. If no significantly positive or negative performance is noted for a particular element

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during a quarter, the rating official will make an entry describing typical performance over the

course of the quarter. Rather than waiting until the end of the quarter, rating officials must

make log entries as the performance is noted to meet the following time requirements. Rating

officials must record specific incidents in the performance log within 15 working days of

becoming aware of the incident.

After a performance log entry has been made, the employee will be given an opportunity to

view the entry as soon as practicable and before the entry is used officially, but no later than 15

working days after the entry is made. The employee will be asked to acknowledge the entry,

indicating only that the entry was discussed, not necessarily that he/she agrees with it. These

time requirements may be adjusted, if necessary, because of the rating official’s or employee’s

absence.

In the event an employee is scheduled to receive performance log entries from a supervisor who

has not supervised the employee for more than half of a quarter, when possible, the new

supervisor will receive input from the employee’s previous supervisor.

b. Content of Performance Log Entries. Performance log entries will document instances

of important or significant job-related performance, both positive and negative. Log entries

must document the actual job performance of the employee, not personality traits or

judgmental conclusions drawn by the supervisor. Instances of performance recorded in the

log must be related to one or more elements of the employee’s performance standards and

include, at a minimum:

■ The date of the performance incident.

■ What the employee did that was particularly effective or ineffective.

■ Circumstances surrounding or contributing to the performance incident, such as the

consequences of the performance, whether the employee had sufficient time and resources,

or whether circumstances outside the employee’s control contributed to the performance.

■ Level of performance assigned.

c. Multiple Supervision. If an employee is supervised by more than one supervisor during

the rating period, those supervisors can record the performance in a log entry. This provision

does not apply to employees who are detailed to another supervisor for 90 days or more and

who receive new standards and an interim rating in accordance with subsection 7 of this

section.

d. Documenting Unacceptable Performance. Instances of unacceptable performance

recorded in the log require additional actions by the supervisor. Refer to subsections 18-21 of

this section for information on addressing unacceptable performance.

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