TTU Six Month Performance Evaluations. Supervisor Training

Transcription

1 TTU Six Month Performance Evaluations Supervisor Training 1

2 Why do we complete evaluations? Measure performance Learn more about employees perception of their job and performance Set goals and expectations Enhance communication Address issues, comments, concerns 2

3 Evaluation Process Steps Overview 1. Create the Employee s Plan (Done by HR in 6 Month Eval) 2. Employee Completes Self Evaluation (Employee) Optional Step for 6 Month Evals Good self assessment tool Enable supervisor to see employee s perspective of their performance 3. Complete Supervisor Evaluation (Supervisor) Rate employees on core competencies and job duties Use comments to explain reasoning for ratings Establish goals 3

4 Eval Process Steps 4. Reviewing Officer (RO) Approves Supervisor Evaluation (Reviewing Officer) Must be done prior to scheduling review meeting with employee Discuss your employee s evaluation with your reviewing officer Reviewing officer can return for corrections to be made or approve 5. Direct Supervisor Acknowledges Employee Meeting (Supervisor) Once approved by your RO, schedule a face-to-face meeting with your employee to discuss their evaluation After the meeting, login and acknowledge the meeting has taken place 6. Employee Acknowledges Evaluation (Employee) Employee verifies they have reviewed their evaluation Acknowledgement does not guarantee agreement Employee can enter any overall comments they have before acknowledgement 4

5 Deadlines (for January hires) Reminders: The evaluation must be completed before the Reviewing Officer (RO) has access to approve. The RO must approve the evaluation before the review meeting can take place. The review meeting must be acknowledged in the system before the employee can acknowledge the evaluation. 5

6 Accessing the 6 Month Evaluation Login to PeopleAdmin - How to Login Supervisor Evaluation should be listed as an option in Your Action Items as shown below: 6

7 Completing the Evaluation Select Supervisor Evaluation to display the evaluation for the employee indicated: 7

8 Completing the Evaluation While completing the Supervisor Evaluation, you will be reviewing and rating each core competency and job duty in reference to the employee. Select the Save Draft button ( ) at the end of each section in order to save your progress. Use the Next button ( ) at the bottom of each section (Introduction, Core Competencies, Job Duties, etc..) in order to proceed through the Evaluation. *Reminder* Ratings are required for each competency and duty. 8

9 Completing the Evaluation Where do I start? After reading the Introduction and selecting Next ( ), the Core Competencies will be listed for your review. 9

10 Eval Frequently Asked Questions What are the core competencies? Reliability/Accountability The ability to maintain integrity by owning up to their performance, reporting to work on time, and being a conscientious employee of TTU. Communication Skills The ability to communicate effectively with others including both written and oral communication. Collaboration The ability to work well with others, build partnerships across campus, and work effectively as a team. 10

11 Eval Frequently Asked Questions Core competencies continued: Quality/Productivity The ability to deliver consistent and accurate work, maintain good time management skills, and produce predictable results. Innovation The ability to provide new and creative solutions to problems and/or the ability to implement new solutions effectively. Diversity The ability to create, and/or promote, and maintain a work environment that embraces and appreciates diversity and inclusion. 11

12 Core Competencies Please rate each core competency as it relates to your employee. Adding comments for each rating is preferred and strongly suggested. Comments should be used to explain the rating chosen. 12

13 Eval Frequently Asked Questions What do the ratings mean? Exceeds Expectations: performance consistently exceeds the standards and expectations for the position. This rating should only be used when the employee goes above and beyond what is required of them. Meets Expectations: performance typically meets the standards and expectations for the position. If your employee does everything you ask them to do (even if they do a great job) they are meeting expectations. Needs Improvement: performance sometimes fails to meet the standards and expectations for the positions. Use this rating if performance sometimes falls below the standards for this position. Unsatisfactory: performance seldom meets the standards and expectations for the position. Use this rating if unsatisfactory performance has been discussed with the employee. Having the employee on a Performance Improvement Plan is not required but is suggested if ratings such as this one are given. 13

14 Comments Comments are important in order to properly communicate why you chose the rating associated with it. An example of an acceptable comment is shown below: 14

15 Completing the Evaluation Remember to select the Save Draft button ( ) at the end of each section in order to save your progress. Use the Next button ( ) at the bottom of each section in order to proceed through the Evaluation. 15

16 Completing the Evaluation Job Duties Each employee should have at least four job duties listed. Rate each job duty as it pertains to the employee including comments to justify your ratings. Ratings are required for each job duty. You cannot submit the evaluation without ratings. 16

17 Ratings Examples Sally is an Administrative Associate currently working as the front desk receptionist. Here are some examples of her possible ratings in regards to her main job duty of Providing customer service for the department : Exceeds Expectations: Sally recognizes when language barriers exist and students need extra assistance. She has even taken the initiative to set up a new interoffice communication system with other offices in order to guarantee that the student s issues are properly addressed. In this instance she exceeds her normal job expectations in customer service by going above and beyond in creating a new communication system. Meets Expectations: Sally does a great job. She answers the phone and greets everyone as she should. She meets the expectations of the position. Needs Improvement: Sally normally does a good job but sometimes neglects to answer the phone. This may be an area that needs improvement. Unsatisfactory: Sally doesn t acknowledge students when they first enter the office for an extended period of time. She has been told on numerous occasions that this is a problem and has been placed on a Performance Improvement Plan regarding these instances. 17

18 Completing the Evaluation Remember to select the Save Draft button ( ) at the end of each section in order to save your progress. Use the Next button ( ) at the bottom of each section in order to proceed through the Evaluation. 18

19 Completing the Evaluation Employee Goals Present Goals should be blank since no goals were entered in prior evaluations. Goals are not rated, so they will not be calculated into the overall evaluation score. Please enter at least one realistic goal for your employee in the Future Goals section. To enter a goal, enter text in the Objective section and then select Add Entry. You can do this for multiple goals. Once finished, select Save Draft to save your progress and Next to continue to the next section. 19

20 Completing the Evaluation Goal Accomplishments & Overall Comments This section allows the supervisor to discuss and evaluate goal accomplishments during the evaluation period. Supervisors can also enter any overall comments they have regarding the employee s evaluation. Please be as descriptive as possible. Remember to select the Save Draft button ( progress. ) in order to save your 20

21 Completing the Evaluation Goal Accomplishments & Overall Comments Upon completion of this section you have two options: You can add attachments to the evaluation by selecting the Attachments tab OR You can click Complete to finish the Supervisor Evaluation Select OK in the confirmation screen to complete your Supervisor Evaluation 21

22 Completing the Evaluation If you chose to add Attachments: Click here for a how-to guide After you have attached everything needed, select the Goal Accomplishments tab Select Complete Select OK in the confirmation screen to complete the Supervisor Evaluation 22

23 Reviewing Officer Approves Eval A Reviewing Officer is a supervisor s supervisor. General reminders: It is always best practice to communicate with your supervisor that your employee s evaluation is pending their approval. Feel free to discuss any areas of the evaluation that may need to be reviewed. A meeting between the supervisor and reviewing officer is not required. 23

24 Reviewing Officer Approves Eval Once the Supervisor Evaluation is completed, the Reviewing Officer must approve the evaluation before any further action can be taken. An automatic system notification will be sent within 24 hours to the Reviewing Officer that they have an action item to take care of. Once the Reviewing Officer logs into PeopleAdmin and goes to the TTU Employee Portal, they should have any evaluations pending their approval showing a description of Reviewing Officer Approves Evaluation. After selecting Reviewing Officer Approves Evaluation they will be able to review the Supervisor Evaluation for the designated employee. 24

25 Reviewing Officer Approves Eval After reviewing the evaluation, the Reviewing Officer can enter any comments and either Return or Approve by selecting the appropriate button at the end of the evaluation. The Reviewing Officer can choose to return the evaluation to the supervisor to make any corrections needed. *A comment must be entered in order to return the evaluation for correction. If the Approve button is selected, the Reviewing Officer will need to select OK in the confirmation screen. 25

26 Meeting with the Employee After the evaluation is approved by the Reviewing Officer, a face-to-face meeting should be scheduled with the employee to review the evaluation. Do not meet with your employee about their evaluation until it has been approved by the Reviewing Officer. The employee will be unable to view their evaluation in the system at this point, so please print them a copy to review during the meeting. We suggest discussing each rating and comment and offering any explanations needed. This is a great opportunity to positively reinforce exceptional performance or further explain your expectations if lower ratings are received. After meeting with your employee, you will be able to Acknowledge the Review Meeting in Your Action Items. Within 24 hours of making this acknowledgement, the employee will be able to view and acknowledge their Evaluation in the Employee Portal. 26

27 Support Performance Evaluation website: Training Documents, Special Instructions us: 27