Update on Performance Evaluation Process

Annual performance evaluations are well underway, and there are currently more than 500 evaluations in progress at various stages. University Human Resources has compiled a list of the most frequently asked questions and some additional directions for those staff members who have not yet completed the annual evaluation process. In keeping with the timeline announced in April, performance evaluations should be completed by the week of June 9.

If you are working on your evaluation or one for your staff member, the process guidelines are available on the UHR website under Human Resources Forms and Performance Evaluation Process. The following outline of process steps may be of help to you:

• Change your user type to the appropriate status (i.e. Employee, Department Head, Administrative Head, etc.)
• Employee accesses active evaluation
• Employee completes:
• Employee Overall Rating on Accomplishments on Job Duties
• Comments on Accomplishments on Job Duties
• End of Cycle Comments on Goals
• Employee Summary of Performance
• Employee forwards to Supervisor
• Supervisor completes:
• Supervisor’s Rating on Employee’s Accomplishments on Job Duties
• Supervisor’s Comments on Employee’s Accomplishments on Job Duties
• End of Cycle Comments on Goals
• Supervisor’s Overall Rating
• Supervisor’s Overall Comments
• Supervisor and Employee meet to discuss performance
• Supervisor forwards evaluation back to Employee
• Employee completes
• Employee Follow-up Comments
• Employee Certification
• Employee forwards back to Supervisor
• Supervisor forwards to 2nd level Supervisor
• 2nd level Supervisor forwards to University Human Resources

Below are some common questions and answers:

What is the link to the evaluation system?

The Performance Management System is accessible from the UHR site by clicking Human Resources Forms and then Performance Management Process – Timeline. For your convenience you may also click here: https://jobs.oakland.edu/hr

My job changed during the year so my current position description is not attached to the evaluation. How can I change this?

When you begin a new evaluation, the approved position description on file is linked to the evaluation. This will not change even if you change jobs or your position description is revised. Depending upon the circumstances, you may need to begin a new evaluation. If you changed jobs during the year, you will want to begin a new evaluation with your new supervisor. Depending upon the length of time spent in the old position during this performance cycle, you and your former supervisor may decide to complete an evaluation on your old job as well.

What is the difference between the Accomplishments on Job Duties and the Summary of Performance?

The section called Accomplishments on Job Duties is new this year. Employees should rate their own job duties performance and then reflect on their accomplishments as they relate to the job duties. Supervisors will also provide a rating and comment on the employee’s job duty accomplishments, as well as comment on any special needs for the future. The Employee Summary of Performance should be familiar from previous years’ evaluations. Employees complete this section by responding to the three questions. Keep in mind on the second question, the response should reflect major achievements during the performance cycle. These would be accomplishments beyond the routine job duties and not something listed as a goal. An example may be actively serving on a long standing special committee.

On the Goals section, is the comment box for the employee or the supervisor?

There is one comment box for each: mid-cycle and end-of-cycle goals. The employee and supervisor should use the same box to enter their comments. To distinguish between the two the employee should start with their initials followed by their comments. The supervisor should do the same by identifying their comments with their initials. If you did not complete the mid-cycle goal review, you may focus your comments at this time on the end-of-cycle section.

What should I do about setting goals for the new cycle?

As you complete your annual evaluation, you will likely be thinking about goals for the new cycle. You will need to begin a new evaluation for this part of the process. After you enter the goals, save them for the mid-cycle review. They do not need to be forwarded for signatures. Your supervisor can view them and discuss any modifications with you. By using the “save for mid-cycle” function, you will be able to distinguish between the previous end-of-cycle evaluation and this new one.

I’m not sure to whom my evaluation is sent – Department Head or Administrative Head. How will I know?

There isn’t a clear-cut answer to this question. It really depends on your departmental structure. Ask your supervisor what user type they are assigned and send the evaluation accordingly.

As a supervisor, should I complete my comments before or after I meet with the employee?

The system design allows for the employee and supervisor to view the evaluation and read comments regardless of the status level. If you prefer, you may meet with your employee prior to entering the comments. After you have your face-to-face meeting, enter the comments and then send the evaluation back to the employee for their final comments and certification.

Training opportunities for completing the performance evaluations are being offered in two formats: instructor-led classes and workshops. Additionally, UHR will soon announce training sessions on how to write consistent performance reviews and how performance ratings and salary relationship to midpoint will determine future pay increases. Please check the Faculty and Staff Training site for details at http://www2.oakland.edu/training/.