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Performance Management Handbook (Appraisal Section) Chapter 10

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Chapter 10. Interim Ratings

Overview

Interim ratings are prepared during the course of a rating period when an employee has spent the minimum appraisal period (120 days) in a covered position and then changes to another position. This may happen more than once during the rating period. These ratings must be completed within 30 days of the change of position and are prepared in the same manner as a summary rating. In fact, the interim rating may become a summary rating when an employee changes positions toward the end of the rating period (i.e., where the time remaining in the appraisal cycle is less than 120 days).

When an Interim Rating Should be Completed:

  • After a detail which lasts at least 120 days;
  • After a temporary promotion/assignment which lasts at least 120 days;
  • When an employee changes positions after serving at least 120 days;
  • When a supervisor leaves his or her position and an employee has been in a covered position for 120 days;
  • When an employee transfers from the Department to another federal agency after serving in a position for at least 120 days; or
  • After an assignment in a federally-sponsored program, such as an Intergovernmental Personnel Act (IPA) assignment.

Benefits of Interim Ratings:

  • To provide input from a departing supervisor to assist a new supervisor who is preparing a final rating of record;
  • To provide a final rating of record to an employee who changes positions during the last 120 days of the rating period;
  • To provide a final rating of record to an employee who moves more than once during the rating period or is on a detail; and
  • To provide appropriate performance credit for work performed on a detail or temporary promotion/assignment.

Consideration of Interim Ratings When Completing Final Appraisals

An interim rating that was completed for an employee for service in another position should be considered when you prepare the final summary rating for the position of record.

Ratings at Different Levels: When an interim rating(s) and the rating for the current position are different, the current rating official must prepare a written narrative that explains/justifies the assignment of the summary rating level.

  • When an employee receives an interim rating of Level 1 without further action and then receives a Level 3 or above on a rating for another position in the same performance period, the summary rating is not reduced by the interim rating; instead, the summary rating is assigned in accordance with this Handbook based solely on the individual critical element ratings for the current position.
  • When an employee receives an interim rating of Level 3 or above and then receives a rating of Level 1 for another position in the same performance period, the summary rating is not raised by the interim rating. Instead, the summary rating is assigned in accordance with this Handbook and based on the individual element for the current position.
  • When an employee has received an interim rating that is less than Level 3, but the rating for service in the current position is Level 3 or higher, the final rating cannot be less than Level 3.
  • When an employee changes positions toward the end of the rating period (i.e., where the time remaining in the appraisal cycle is less than the minimum appraisal period), the interim rating prepared becomes the rating of record for that appraisal period.

Transfers from Other Federal Agencies

  • If an employee has served in a position for more than the minimum appraisal period in another federal agency, that agency should provide an interim summary rating and forward it to the Department's employing office with the employee's Official Personnel Folder.
  • If the employee transfers to the Department toward the end of the rating period (i.e., where the time remaining in the appraisal cycle is less than the minimum appraisal period), the employee's interim rating (prepared when he or she transferred) will become his or her rating of record for the appraisal period.
  • If no interim rating can be obtained from the employee's former agency, the employee's last rating of record becomes his or her current rating of record. If no rating can be obtained, then the employee will be considered unratable.



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