Academic Affairs Online Performance Evaluation

Web Evaluation Process - Supervisor

The web evaluation process is generally quite similar to the paper based evaluation process. When using the online system, however, the approach one uses is somewhat more structured and is composed of the following steps.

1.      SUPERVISOR HOME PAGE

When you first log into the system, you will be taken to the Employee Home Page. Using the tabs at the top of the page, navigate to the Supervisor Tools.  This page includes a table listing the career staff employees you supervise who may be evaluated using the on-line tool. The current status of each employee’s evaluation is displayed. Clicking on an employee's name will take you to their evaluation.; You can toggle back to the staff listing using the link at the top of the evaluation.

If you have used the on-line tool in the past, there may also be another table with an archived history of completed performance appraisals. You can view these past evaluations, but cannot edit them. Information from employees’ past evaluations (such as future plans and goals) may be useful to you as you complete their current evaluations.

2.      REVIEW THE HEADER AND JOB FUNCTIONS

Before you start work on the evaluation you should review its contents for accuracy. The information in the header has been retrieved from the campus data warehouse and on-line job description. Your HR contact has already reviewed and verified this information. You cannot edit any of the data fields in the header, but if you believe any of the information is inaccurate, consult with your HR contact, who has the ability to make edits.

Job functions appear next. They are taken from the job card (in the on-line job description library) of the employee to be evaluated. Once again, this information has been reviewed by your HR contact and cannot be edited by you. In rare cases an edit of these functions may be warranted -- please consult with your HR contact if you wish to do so. In reviewing the job card functions, if you believe the wrong job card has been retrieved for the employee, do not begin work on the evaluation and notify your HR Contact immediately.

Note: If you click the "Show More Detail" button, the Function field will expand to show a text block listing all the tasks included under that function. Clicking that button again returns you to the original view.

3.      ADDITIONAL SUPERVISORY PERFORMANCE FACTORS FOR WORK DIRECTORS

All employees are evaluated on the same nine performance factors. Managers, supervisors (and most work directors) are evaluated on four additional supervisory standards, which should only appear in the evaluations of appropriate staff. If you do not see the additional factors listed for a supervisor/work director you are evaluating OR if these factors appear when they should not, notify your HR Contact, who will discuss with you and make a change if warranted.

4.      APPRAISAL STATUS

During the appraisal process the evaluation’s status will change depending upon where the supervisor and employee are in the process. A highlighted box at the top of the evaluation indicates its current status. These statuses are:

4a. PRIVATE DRAFT (Supervisor Currently Drafting)

All evaluations begin in PRIVATE DRAFT status. While in this status only the supervisor has the ability to edit the evaluation. The department HR contact and business officer can view the evaluation while in PRIVATE DRAFT status, but they may not edit it. An employee may complete their self-appraisal, but cannot view the rest of the evaluation while it is in PRIVATE DRAFT status.

4b. SHARED DRAFT (Sharing with Employee)

After an employee has finalized their self-appraisal and the supervisor has completed all required fields in the evaluation, its status may be changed to SHARED DRAFT. At this point the employee has the ability to view and add comments to their evaluation (but not edit any other fields). While editing of the evaluation is still possible at this point, it is generally expected that further changes will not be substantial.

4c. FINALIZED

Once the supervisor and employee agree that an evaluation is complete, the supervisor may change its status to FINALIZED. At this point all fields of the evaluation are locked for editing. The evaluation is now ready to be printed for signing or routed for electronic signature.

5.      ENTER PERFORMANCE RATINGS, COMMENTS & FUTURE GOALS (PRIVATE DRAFT STATUS)

To edit any portion of an evaluation, click on the edit icon Edit icon in the left hand column next to the field you wish to edit. A window will open up with either a dialog box (to select or change importance factors and ratings) or a text box (for entering and editing comments). Once you enter/edit text or make or change selections, click the SAVE or CANCEL button to close the dialog. Any time the SAVE button is clicked, any entries, selections or edits are saved to the database and the page is refreshed with the new information.

5a. Importance and Rating for Functions and Performance Review Categories

When you click on the edit icon, a dialog box will pop-up for you to assign the Job Functions’ and Performance Review Categories’ importance and rating. Click on the desired boxes for each -- they will show as highlighted in yellow when you hover over and then green when you select the field. For the rating, you have the option to add a "+" or "-" modifier. Both the importance and ratings may be edited at any time by the supervisor until the evaluation is locked for editing at the end of the appraisal process.

Reminder -- if you are completing a performance appraisal for an employee who is also a manager, supervisor or (most) work directors, you must rate them on the four additional supervisory standards.

5b. Overall rating

Similar to 5a. above, when you click on the edit icon next to this field a dialog box will appear. Click on the appropriate overall rating (with modifier, if you wish) -- it will be highlighted in yellow, then green as above in 5a. There is no importance factor for the overall appraisal rating. The overall rating may be edited at any time by the supervisor until the evaluation is locked for editing at the end of the appraisal process.

5c. Comments and Future Plans

When you click on the edit icons in these sections a text box will appear for you to enter your Comments and Future plans. Both these sections may be edited at any time by the supervisor until the evaluation is locked for editing at the end of the appraisal process. These fields may not be left blank – the supervisor is required to enter some information here in order to move forward in the process.

Please note that if you type your comments in an outside program such as Microsoft Word and cut and paste it into the text box, you are likely lose some of your formatting, so you may wish to stay away from the use of bulleted or numbered lists, different font sizes, etc.

5d. Consult with HR Contact/DBO if necessary

HR contacts and department business officers (DBOs) are able to view draft evaluations and provide consultation. If any of the proposed ratings are below Solid Performance (Improvement Needed or Unsatisfactory) the supervisor must consult with the HR contact or DBO before the evaluation can be made visible to the employee. In such cases the HR Contact is responsible for changing the evaluation to SHARED DRAFT status, which enables mutual employee and supervisor editing.  

6.      ENABLE MUTUAL EMPLOYEE AND SUPERVISOR EDITING (SHARED DRAFT STATUS)

While you are working on a performance appraisal, the PRIVATE DRAFT status box will be outlined in green and the SHARED DRAFT status box will be shaded orange when you hover over it. Incomplete fields will be listed directly below the Status boxes.  When you have completed all required fields (Importance Factors, Ratings, Supporting Comments and Future Goals), the SHARED DRAFT status box shading will change to green when you hover over it, indicating you can move the evaluation to the next stage. Click the SHARED DRAFT box to change the evaluation’s status. The employee will now have access to view their evaluation and add comments, but not edit any other fields.

To notify an employee that their evaluation is ready for review, click the EMAIL EMPLOYEE button and type a short message instructing them that they may continue the process. The employee will receive an email with your note and a link to proceed. An employee will not be able to review your completed evaluation until they have completed (or intentionally chosen not to complete), their self-appraisal (see 7 below).

*In the case of evaluations with ratings below "Solid Performance," only the HR contact can change the status to SHARED DRAFT. This is implemented as a safeguard, as these ratings may indicate a need for additional action on the part of the supervisor or department. Further editing of the evaluation by the supervisor is disabled at this point, although it can be re-enabled by the HR contact.

7.      EMPLOYEE SELF-APPRAISAL

At any point during the editing process the supervisor may allow the employee to begin his or her self appraisal – they do not have to wait until the supervisor’s evaluation is complete. To inform an employee of this capability, you may send them to the Home Page of the on-line tool or click the EMAIL EMPLOYEE button from within the evaluation itself (type in a short note to the employee and they will be sent the appropriate link). In some departments the HR contact may notify employees that they may begin work on their self-appraisals.

As a supervisor you will not have access to view an employee’s self-appraisal until they complete the Functions/Goals/Projects and Employee's Accomplishments and Comments sections (or voluntarily choose not to do so), FINALIZE the self-appraisal. An automatic email will be generated to the supervisor when this is done. The supervisor will then have access to view (but not edit) the self-appraisal, and continue editing the overall evaluation.

On rare occasions an employee may ask the HR Contact to unfinalize the self-appraisal after it has been finalized by them, to allow for further editing. This will only be allowed if you have not yet moved the evaluation to SHARED DRAFT mode.

8.      COMPLETE EVALUATION AND LOCK FROM FURTHER EDITING (FINALIZED STATUS)

When the supervisor and employee agree that an evaluation is complete, the supervisor locks the evaluation so that no further edits can be made.  This is done by changing its status to FINALIZED by clicking on the status box. The FINALIZE status box shading will change from orange to green when you hover over it (as in 6 above), indicating that the evaluation is ready to be finalized. At this point an electronic copy of the final evaluation is generated, ready for signing or electronic routing. To print a copy of the evaluation, use your browser’s printer function or click the “Printer Friendly” button on the page.

9.      ELECTRONICALLY SIGN OR PRINT THE EVALUATION AND ROUTE FOR SIGNATURE

The electronic copy is signed by the supervisor, the employee, and department/division management, if required. If a department does not use the electronic signature routing function, the evaluation will be printed, and the paper form routed for signature. The signed evaluation should be returned to the HR Contact, who will place the original in the employee’s personnel file, and give a copy to the employee.

Note: As of launch date – June 12, 2013 – the electronic signature routing function is not yet activated. Completed evaluations must be printed and hard copy routed for signature. Users will be notified when the electronic signature routing function is enabled.

Note: The table below identifies the actions which will generate notifications and the recipients of those notifications.

Action

Recipients

If the appraisal has been released and after the supervisor has been changed

New supervisor, old supervisor, employee

If the appraisal has been released and any of pre-populated appraisal data that the HR Contact approved and released is changed

Supervisor, employee

If the notify employees button has been pressed

All employees for that supervisor

After the employee self-appraisal has been finalized

Supervisor

After the supervisor has shared the appraisal

Employee

After the employee has submitted edited comments

Supervisor

After the appraisal has been finalized

Employee, HR Contact