Performance Evaluation - Supervisor Instructions

Add Goals to the Evaluation

Goals are required to complete the evaluation

1. To add a goal, select + Add Goal in the top-right of the 'Goals' section  View Screenshot
2. Follow the prompts to add a goal, or refer to the instructions on adding goals.follow the steps to add a goal, consistent with the in To add a goal, select + Add Goal in the top-right of the Goals section

Delete a Goal From the Evaluation

Supervisors can delete goals from the evaluation.

1. To delete a goal, select the trash can icon to the right of the goal name.  View ScreenshotTo delete a goal, select the trash can icon to the right of the goal name
   1. NOTE - If you delete the goal from the evaluation, it will also be deleted from the corresponding goal plan.

Evaluating Goals

1. Select anywhere in the goal window  View ScreenshotGoal window for more details including:
   1. Goal Name and Measure of Success
   2. Other's Rating (i.e., the employee's self-evaluation rating)
   3. Goal Details  View ScreenshotGoal details section>
      1. Within Goal Details you will find additional details about the goal including:
         1. Goal name
         2. Description
         3. Measure of success
         4. Start date
         5. Due date
         6. Percentage complete
         7. Status
   4. Other Details  View ScreenshotOther details section
      1. Within Other Details you will find additional details about the goal including:
         1. Tasks
         2. Progress updates
2. Supervisors can Edit the employee's goals before providing a rating:
   1. To edit a goal, select the pencil icon to the right of the Goal Name  View ScreenshotSelect pencil icon to edit
   2. Make any necessary changes to any editable field (e.g., category, goal name, description, tasks, measure of success, dates)
   3. Select Save Changes
3. Once edits are complete, enter a rating by selecting the arrow to the right of the dropdown menu with the default selection "Please Select"  View ScreenshotRatings select
4. Select from the following rating options:  View ScreenshotRatings options
   1. Not applicable
   2. Unsatisfactory
   3. Needs Improvement
   4. Meets Expectations
   5. Exceeds Expectations
   6. Exceptional
5. To view definitions of each performance rating, select the question mark to the right of the Rating label.  View ScreenshotRating definitions
6. Once a rating has been selected, the supervisor is required to provide comments in the Comments field  View ScreenshotManager comments
   1. Use the editing menu provided to format the comment text as needed  View ScreenshotComments editing options
      1. (Optional) Select spell check to check spelling  View ScreenshotSpell check
      2. (Optional) Select legal scan to have the language reviewed for suggested changes  View ScreenshotLegal scan

Evaluating Competencies

Once the supervisor has provided a rating and comments on the employee’s goals, the supervisor can optionally provide a rating on any or all of the nine University Core Competencies  View ScreenshotUniversity Core Competencies. The supervisor can view the rating optionally provided by the employee.

1. To select a rating, select the down arrow to the right of the Rating dropdown menu (i.e., to the right of "Not Applicable")  View ScreenshotRatings select
   1. If the competency does not apply to the employee's position, leave the rating as "Not Applicable"
2. Select from the following ratings options:  View ScreenshotRatings options
   1. Not applicable
   2. Unsatisfactory
   3. Needs Improvement
   4. Meets Expectations
   5. Exceeds Expectations
   6. Exceptional

Add University Core Competencies Comments

1. (Optional) Once ratings have been entered on the applicable competencies, the supervisor can optionally provide comments in the Manager's Comments field.  View ScreenshotManager comments
2. (Optional) Select Writing Assistant* for assistance providing comments  View ScreenshotWriting assistant
   1. Three columns are shown in the "Select topics below" section: 1) Improve, 2) Meets, and 3) Exceeds, with statements under each briefly describing performance.  View ScreenshotThree columns: Improve, Meets, and Exceeds
   2. When a statement is selected, detailed comments are provided in the Preview Quote Below section  View ScreenshotSelect "Place Quote Below"
   3. Select Place Quote to insert the comment on the evaluation form  View ScreenshotSelect 'Place Quote'
      1. Repeat to add additional comments as needed
   4. The quotes default to third person and automatically place the employee's name into the quotes.
      1. To change the default from the employee's name to "you," select the toggle under the Select a Narrative label  View ScreenshotSelect narrative
   5. Once all quotes have been added, select Close to go back to the evaluation form  View ScreenshotSelect 'Close'

*Notes on Writing Assistant:

• The Writing Assistant is available for all nine university core competencies
• Comments selected from the Writing Assistant display in the text box field  View ScreenshotComment displays in text box field
• The comments can be edited and/or formatted as needed using the editing tool options above the text field  View ScreenshotComment edit options

Attach Supporting Documents to the Evaluation

1. To attach supporting documents, select the button with paperclip icon below the buttons for print and save  View ScreenshotSelect paperclip icon
2. Select the plus sign to the right of the "Attachments" label  View ScreenshotSelect plus sign
3. Select Choose file to locate the file  View ScreenshotSelect "Choose file"
4. Select Upload  View ScreenshotSelect 'Upload'
5. Then, select OK to officially add the attachment  View ScreenshotSelect "OK" to add attachment

Get Feedback From Another Supervisor or Manager

At the bottom of the evaluation form, the supervisor can at any time request feedback from another supervisor or manager. Doing so allows the supervisor to send the form to someone else who can then provide comments about the employee’s performance.

1. Select Get Feedback From Another Supervisor or Manager at the bottom of the form  View ScreenshotSelect 'Get Feedback From Another Supervisor or Manager'
2. Enter a name in the Search By Name field to locate the supervisor or manager to provide comments  View ScreenshotEnter a name in the 'Search by name' field
3. Add comments as needed in the Comments by... field
4. Select Send  View ScreenshotSelect 'Send'
5. Once the form is sent:
   1. The supervisor can wait for the other supervisor or manager to return the form in the system (the originating supervisor will receive an email when the other supervisor/manager sends it back.
   2. Or, the supervisor can recall the form at any time after they have sent it to another supervisor/manager for feedback.
      1. To do so, select En Route from the options in the left-hand menu  View ScreenshotSelect 'En Route'
      2. Then, select the form title to open the form  View ScreenshotSelect form title to open form
      3. At the bottom of the form, select Recall Feedback to get the form back from the other supervisor/manager if they have not yet sent it.  View ScreenshotSelect 'Recall Feedback'

Evaluating Overall Performance

1. Once a rating and comments have been entered for all goals and optionally for the competencies, an overall performance summary will be displayed.  View ScreenshotOverall Performance
2. If the rating is still showing “Please Select,” select Save (i.e., save icon) from the top-right menu options to refresh the form.  View ScreenshotSelect 'Save' to refresh
3. To enter the Overall Performance Rating, select from the rating options in the dropdown menu  View ScreenshotRating options
4. The supervisor should provide comments in the Overall Performance Comments section.  View ScreenshotComments
   1. (Optional) Select spell check from the "Actions" menu in the top-right to check spelling  View ScreenshotSpell check
   2. (Optional) Select legal scan from the "Actions" menu in the top-right to have the language reviewed for suggested changes  View ScreenshotLegal scan

Review Gap Analysis

1. To review the difference between what the employee has rated themselves and how the supervisor rated the employee, select Gap Analysis  View ScreenshotGap Analysis
   1. Items are displayed in two columns:  View ScreenshotGap analysis in two-columns
      1. Rated higher than employee
      2. Rated lower than employee
2. To enter the Overall Performance Rating, select from the rating options in the dropdown menu  View ScreenshotRating options
3. The supervisor should provide comments in the Overall Performance Comments section.  View ScreenshotOverall Performance Comments

Additional Functions

Save as PDF

1. To save the Performance Evaluation as a PDF, select the PDF icon in the top-right menu options (i.e., to the right of 'print')  View ScreenshotSave as PDF

Print

1. To print the Performance Evaluation, select the print icon in the top-right menu options (i.e., to the right of 'History')  View ScreenshotPrint

Save and Close

Once the supervisor has selected a rating and provided comments for all goals and optionally on the competencies, if the supervisor does not yet want to send it to the employee, the supervisor can select Save and Close to save the form and exit the form.  View ScreenshotSave and close to save and exit form

Send to Previous Step

The supervisor also has the option to Send to Previous Step

• In the event the employee wants to make changes to their self-evaluation, the supervisor can Send to Previous Step  View ScreenshotSend to previous step
• If this step is performed, the employee can make changes, and all of the changes the supervisor made on the performance evaluation will be saved but not visible to the employee when sent to the previous step.

Send to Employee Acknowledgment

When the supervisor has made all changes necessary, the supervisor can select Send to Employee Acknowledgment to send the form to the employee to review. Before doing so, the supervisor should meet with the employee to review the performance evaluation.

• To confirm that they want to send the form to the employee, the supervisor should select Have you met with the employee? If so, Continue to Send to Employee Acknowledgement  View ScreenshotContinue to Send to Employee Acknowledgement
• The supervisor also has the option to go back to the form and make changes by selecting Cancel
• The supervisor should speak with the employee to review the form in person before sending to employee for the employee to acknowledge
• Once the form has been sent to the employee, the form will no longer be in the supervisor’s inbox
• The supervisor can still view the form by clicking on En Route  View ScreenshotSelect "En Route" to view form

Supervisor Acknowledgment

1. Once the employee has acknowledged their performance evaluation, the supervisor will receive an email notification and the form will show up in the supervisor’s For You Today section
   1. The supervisor can select the tile in the For You Today section  View ScreenshotSelect tile in 'For You Today'
   2. Or, the supervisor can also access their employee’s performance form by selecting Performance from the "Home" dropdown menu in the top-left  View ScreenshotSelect 'Home' then 'Performance'
2. From the Inbox, the supervisor can select the title of the employee’s evaluation form  View ScreenshotSelect form title link
3. The supervisor can scroll all the way to the bottom to view the employee’s acknowledgement as well as any final comments  View ScreenshotEmployee comments
4. The supervisor then has the option to provide any final comments to the employee  View ScreenshotSupervisor/manager comments
5. Once final comments have been provided, the supervisor can select Continue to Acknowledge, Electronically Sign, and Send to Complete to complete the form  View ScreenshotSelect Continue to Acknowledge, Electronically Sign, and Send to Complete
6. The supervisor will confirm sending the form to completion by selecting Have you met with the employee? If so, Continue to Send to Employee Acknowledgment  View ScreenshotConfirm sending the form to completion by selecting 'Have you met with the employee? If so, Continue to Send to Employee Acknowledgment'
7. The supervisor also has the option to go back to the form by selecting Cancel
8. Once the form is complete, the form will move to the supervisor’s and the employee’s Completed folder in the performance inbox  View ScreenshotForm will move to the supervisor’s and the employee’s 'Completed' folder

Team Rater

If a supervisor has more than two direct reports, the Team Rater function can be helpful in evaluating competencies for multiple employees at once.

1. To access Team Rater, select Performance from the “Home” dropdown menu in the top-left  View ScreenshotSelect 'Home' then 'Performance'
2. Select Team Overview in the top left (to the right of "Reviews")  View ScreenshotSelect 'Team Overview' in top-left
3. The supervisor can view the progress of all of the employees that report to them.  View ScreenshotView the progress of all of the employees If there are check marks for all employees in the self-evaluation column, the team rater function will work best.
4. Even if the employee is still working on their self evaluation, the supervisor can begin working on the evaluation of the employee by selecting the Review button.
5. Select Team Rater  View ScreenshotSelect Team Rater
   1. Here, the supervisor will see the employee’s that report to them along the top and the nine university core competencies on the left hand side.
   2. The supervisor can select the rating for each competency for each employee by clicking on the boxes.
   3. The rating appears when the supervisor hovers over the box.
   4. Be sure to select Save before exiting this screen.  View ScreenshotSelect save before exiting

Accessing Completed Evaluations

1. To access completed performance evaluations, select Performance from the “Home” dropdown menu in the top-left  View ScreenshotSelect 'Home' then 'Performance'
2. Select Completed on the left hand side. 
3. The supervisor can then see all completed evaluations for themselves and their direct reports.