Review Process

Purpose

This policy establishes a consistent, fair, and structured process for evaluating employee performance at Code Town Inc. Regular performance evaluations support individual growth, align employee contributions with company goals, and provide a documented record of performance management activity.

Scope

This policy applies to all full-time and part-time employees who have been employed for more than half of the current review period at the time of evaluation. Employees who joined mid-cycle and have not yet reached this threshold will be evaluated in the following review cycle.

This policy does not apply to contractors, consultants, or other non-employee workers.

Evaluation Cadence

Performance evaluations are conducted twice per year:

Review Cycle	Period Covered	Evaluation Window	Eligibility Threshold
Mid-Year Review	January 1 – June 30	July 1 – July 31	Employed before April 1
Annual Review	July 1 – December 31	January 1 – January 31	Employed before October 1

Evaluations should be completed and documented within the specified window.

Roles and Responsibilities

Role	Responsibility
Employee	Completes self-evaluation prior to review meeting
Manager / Reviewer	Completes evaluation form, conducts review meeting, documents outcomes
Operations/People Ops Team	Maintains evaluation records, ensures process compliance

All completed evaluation forms are retained by the Operations/People Ops Team and are stored within employees personnel files via Rippling document store.

Evaluation Criteria

Employees are assessed across the following dimensions:

1. Performance & Quality — Output quality, goal achievement, reliability, and follow-through relative to role expectations.
2. Collaboration & Communication — Effectiveness working with teammates, stakeholders, and customers.
3. Growth & Initiative — Skill development, proactive problem-solving, and ownership of solutions.

Each dimension is rated on a 1–4 scale:

Rating	Label	Description
4	Exceeds Expectations	Consistently delivers above and beyond role requirements
3	Meets Expectations	Reliably meets role requirements
2	Partially Meets Expectations	Meets some but not all requirements; improvement needed
1	Does Not Meet Expectations	Significant gaps; improvement plan required

Process Steps

1. Employee Self-Evaluation — Employee completes the self-evaluation section of the evaluation form at least 3 business days before the scheduled review meeting.
2. Manager Evaluation — Reviewer completes their ratings and written comments prior to the review meeting.
3. Review Meeting — Manager and employee meet to discuss the evaluation, align on ratings, and agree on goals for the next cycle. Meetings should be 45–60 minutes.
4. Goal Setting — At least two development or performance goals are documented for the next review cycle.
5. Acknowledgment — Employee and manager both sign (or digitally acknowledge) the completed evaluation form.
6. Record Retention — Completed forms are filed by the Operations/People Ops Team and retained for a minimum of 3 years.

Follow-Up

Where a rating of 1 (Does Not Meet Expectations) is recorded in any category, the manager will develop a written improvement plan within 30 days of the review, outlining specific expectations, timelines, and support resources.

Employees receiving a rating of 4 (Exceeds Expectations) overall may be considered for recognition, compensation review, or expanded responsibilities at the discretion of the management team.

Confidentiality

Performance evaluations are confidential. Access is limited to the employee, their reviewer. Evaluations will not be shared with other employees.