Performance Management Module Completing the End-of-Cycle Performance Evaluation

System Functionality Notes • • • •

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The url is https://jobs.oakland.edu/hr – bookmark this site Your user name and password should be six digits or longer and they are case sensitive. Any line item with a red * is a required field and must be completed. If the system is not in use for 60 minutes, you will be logged out and will lose anything that has not been saved. If not sure, preview the evaluation and “Save Without Submitting”. Do not click the “Back”, “Forward” or “Refresh” buttons, or exit out of the system. Use the navigational buttons identified on the screen and always “Logout” when you are finished. The PowerPoint instructions will be available under “HR Forms” of the University Human Resources web site.

Upon login, ensure that after your name it reads “Your Current Group: Employee”

If not, go to left side column. Under Admin heading, click on “Change User Type” and change your user type to “Employee”

Select “Employee” from the User Type box and click on “Change Group”

Click on “View My Position” to review your position description, including job duties. Once you have opened the position description, you can minimize the window for viewing purposes during the evaluation process.

On the left side column, under “Evaluations”, click “Active Evaluation”.

Click on “View”

Click on “Edit”

NOTE: Evaluation must be at the status of “Review Submitted to Employee” for you to be able to edit and complete your evaluation.

Review the information on this page for accuracy. Ensure that your supervisor’s name is correct. Your supervisor’s name may or may not be the same as the Admin Head listed. Complete the mandatory section under Admin Head. If you do not know who your Admin Head is, contact UHR at x3480

Click on “Continue to Next Page”

This is a duplicate of the position description you reviewed and minimized previously. However, once you move on to another tab, this screen would not be available. Use the minimized screen to toggle between your position description and the evaluation.

Select “Accomplishments on Job Duties” from the top of the page. The Employee will start the end-of-cycle review process by completing this form. The employee self-rates their overall job duties and provides their comments.

NOTE: The employee will have an opportunity to respond to the supervisor’s comments when the evaluation is returned for final review by the employee.

Click on “Save and Stay on this Page” before moving on to the next page.

Click on “Goals for Review Period” to edit your goals and enter your end-of-cycle review comments.

Click on “Edit” to complete the “End-ofCycle” Evaluation

Review each goal. Complete the “End-ofCycle” Goal Completion section. Complete the “End-of-Cycle Comments” section.

When finished, click on “Save Changes”. Repeat this process until you have completed all of your goals.

SUGGESTION: When completing the comments section you may want to create a Word document with your response and then do a cut-and-paste into the comments section.

REMINDER: Click “Save and Stay on This Page” before leaving this page

All of your goals will appear on this screen, along with your comments and your supervisor’s comments. When the evaluation is in your “queue” as an employee you still have to ability to “View”, “Edit” or “Delete” the goal before submitting to your supervisor.

Complete the “Employee Summary of Performance” for the “End-of-Cycle” review period. About 2800 characters, or a page and a half, will fit into questions 2 and 3.

SUGGESTION: When completing questions 2 and 3 you may want to create a Word document with your responses and then do a cut-andpaste into this section.

The “Overall Rating” is completed by the supervisor at the end-of-cycle review period. After the supervisor meets with the employee to review their “Accomplishments on Job Duties”, “Goals for Review Period” and “Employee Summary of Performance”, the supervisor will complete the “Overall Rating” section and submit the evaluation back to the employee for their comments. Once the employee completes their comments, the employee will submit the evaluation back to the first level supervisor, who submits the evaluation to the second level supervisor. The evaluation is then submitted to HR, approved, and becomes part of the “Historical Evaluations”

The “Employee Certification” page allows the employee to acknowledge that they have met with their supervisor. This section is not completed at the beginning of the annual review period. This section should be completed ONLY after the face-to-face meeting with the supervisor.

As a precaution to losing any information that you have entered, before exiting the system, always click “Save and Stay on This Page”. When you are ready to exit the system, click on “View Evaluation Summary” .

Under “Evaluation Status”, you can either “Save Without Submitting”, if you are not done, or submit to your supervisor by choosing his or her appropriate level, either Dept Head, Admin Head or VP/President.

Your supervisor will receive an e-mail notifying them that you have completed your “End-of-Cycle” evaluation. You will be contacted to meet with your supervisor to review your evaluation. Your supervisor will complete the “Accomplishments on Job Duties”, the “Goals for Review Period” and the “Overall Rating” sections, meet with you to review the evaluation, then forward the evaluation to you for comments.

As a Dept Head, Admin Head or VP/President, you will start receiving e-mails as the employees who report to you begin sending their “End-ofCycle” evaluations to you. Remember to make sure your user type is changed to the appropriate level in order to access the evaluation.

Change your user type to the appropriate level, either Dept Head, Admin Head-Eval, or VP/President.

Click on “Active Evaluations”.

When you are at the Dept Head, Admin Head-Eval. or VP/President level, you will no longer have the option of “Begin New Performance Evaluation”. You will now access the employee’s evaluation to complete the next step.

Click on “View” under the title of the position/employee you want to review. NOTE: At any given time you can access the system and view the stage at which an evaluation is at, by reviewing the “Status” column. At this time, the evaluation is with the Dept Head.

Click on “Edit”, which will open up the evaluation and allow you to add your comments.

At the “End-of-Cycle” review period, the employee will start the process by completing the “Accomplishments on Job Duties” section. The employee will self-rate their overall job duties and provide their comments. Once the evaluation is sent to the supervisor, the supervisor will rate the employee and provide comments. The employee will have an opportunity to respond to the supervisor’s comments when the evaluation is returned for final review by the employee.

The supervisor will then click on “Goals for Review Period” and review the employee’s final comments on their end-of-cycle goals.

At this point you will be able to view all of the Employee’s goals and how they have progressed through the review cycle. To add your own rating and comments, click on “Edit”.

NOTE: Do not add “new” at this point. A new evaluation should be started to add new goals for the next review cycle.

Review each of the Employee’s goals. If you feel the end-ofcycle response is appropriate, move on to the comments. Otherwise, make your change and move on to the comments. When entering the comments, start out with your initials to help differentiate between you and the Employee’s comments.

Click on “Save Changes”

Review the information you have entered before moving on to the “Employee Summary of Performance”. At this point you still have the ability to edit the information.

When finished, click on “Save and Stay on This Page” to ensure the information is saved.

The supervisor will only be able to view the “Employee Summary of Performance”. After the supervisor reviews the “Employee Summary of Performance”, move to the “Overall Rating” tab.

The supervisor will complete the “Overall Rating” after meeting with the employee. The employee will have an opportunity to comment on the rating.

Remember to click on “Save and Stay on This Page” before moving to the next tab.

A meeting should be scheduled with the Employee to review your comments. Once the meeting is completed, the supervisor should “Submit Review to Employee”. The employee will be able to respond to the supervisor’s comments in the “Accomplishments on Job Duties” and the “Overall Rating”. When the employee has completed this section, the evaluation is submitted back to the supervisor, who reviews the employee’s comments, and then forwards the evaluation to the next level supervisor.

Begin a New Evaluation for the next Review Cycle

Once the previous year’s evaluation has been submitted to all levels for approval and has been approved by HR, the evaluation becomes “Historical”. An employee and supervisor will have access to the historical evaluation at any time.

The goals the employee and the supervisor have prepared for the next review cycle must be entered as a “new evaluation. Click on “Begin New Performance Evaluation”

Follow the same procedure to enter goals. Submit the goals to the supervisor for approval and the evaluation will remain in the “Employee” queue until the mid-cycle goal review period in September.