Completing a 90 Day Evaluation Review Using the Online Performance Appraisal System Custom Document

Transcription

1 Cmpleting a 90 Day Evaluatin Review Using the Online Perfrmance Appraisal System Custm Dcument Step One: Cmpleting Perfrmance Expectatins Custm Dcument Yu can use a mem r letter (custm dcument) instead f the standard 90 Day Evaluatin Review Frm t cmmunicate perfrmance gals/expectatins t the newly hired staff member. Once yu cmplete the dcument n yur cmputer it must be upladed in the Online Perfrmance Appraisal System using the steps utlined belw. Yur mem r letter shuld include: Specific perfrmance gals/expectatins fr the 90 Day Evaluatin Perid. Gals shuld be SMART: Specific, Measurable, Achievable, Realistic and include a Timeframe fr cmpletin. (OPTIONAL) One t five cmpetencies vital t the psitin that the staff member shuld wrk n during the 90 Day Evaluatin Perid. See cmpetency list at: Access the Online Perfrmance Appraisal System, using yur PennKey and passwrd at On the Hme Page, g t the My Staff 90 Day Evaluatin sectin and click Details under the Actin clumn by the staff member s name. Click Start 90-Day Evaluatin. 1

2 Select type f review, Uplad Custm Dcument Select Uplad Dcument Select the mem r letter t be upladed. Mem r letter must be saved and clsed n yur cmputer. 1) Click Select t find and select dcument n yur cmputer. Make sure dcument is clsed n yur cmputer befre selecting. 2) Type brief descriptin f dcument in Attachment Descriptin field. 3) Click Save Attachment. File name and descriptin f upladed dcument will appear. Yu can delete the upladed mem/letter if it is the wrng dcument. If the uplad is crrect, select Next Step. 2

3 Save the perfrmance gals dcument using the ptins belw. It is recmmended t save the review in draft frm until after yu meet with the staff member t discuss the gals. This gives yu the ptin t make additinal changes t the dcument after the discussin. Yu will nte that the status f the dcument is updated n the hme page as yu wrk n the dcument. After reviewing the draft gals/expectatins with the staff member yu must re-enter the Online Perfrmance Appraisal System t finalize the gals/expectatins if yu saved the initial dcument in draft frm. Click n Details by the staff member s name, then select Cntinue/Edit 90-Day Evaluatin. 3

4 Click n Next Step. Make changes t the 90 Day Evaluatin Gals mem r letter n yur cmputer, if needed. If yu want t change the existing 90 Day Evaluatin Gals mem r letter, click Delete by the file name. Then uplad a revised dcument. If yu d nt want t change the existing mem r letter, click Next Step. 4

5 G t the Finalize Perfrmance Gals Screen and mark the perfrmance gals finalized. This step must be dne because the staff member cannt sign the perfrmance gals electrnically until yu mark them finalized in the system. If yu want t change the finalized gals dcument back t draft frm, yu can recall the dcument if the staff member has nt signed it. Fllw the steps belw. (If the staff member signed the dcument, cntact yur HR prfessinal.) Access the Online Perfrmance Appraisal System, using yur PennKey and passwrd at G t the 90 Day Evaluatin sectin and click Details by the staff member s name Click View Evaluatin Click Recall the Review Step Tw: Cmpleting the 90 Day Evaluatin Review Custm Dcument Yu will receive reminders frm HR Manager alerting yu that yu need t cmplete the 90 Day Evaluatin Review fr yur internally transferred staff member befre the end f the 90 day perid. Nte: Befre cmpleting the 90 Day Evaluatin Review, yu must have marked the perfrmance gals finalized in the system (see abve) and the staff member must have electrnically signed the gals in the system. If the staff member has nt signed the gals yu can: Have the staff member sign the cmpleted gals via the Online System, OR Yu can re-enter the system and clse ut the gals dcument befre yu start drafting the 90 Day Evaluatin Review. 5

6 T clse ut the cmpleted gals dcument fllw the steps belw: Access the Online Perfrmance Appraisal System, using yur PennKey and passwrd at G t the 90 Day Evaluatin sectin and click Details by the staff member s name Click View Evaluatin Click Clse Out Review Prir t the end f the staff member s 90 Day Evaluatin: Yu must cmplete the 90 Day Evaluatin and discuss it with the staff member. Yu can cntinue t use a mem r letter frmat (custm dcument) t cmplete the evaluatin. If this is what yu want t d cntinue with the instructins under Step A belw. If the staff member vluntarily resigned r their emplyment was terminated befre cmpleting the evaluatin perid, cntinue with the instructins under Step B (page 11). Step A: Cmplete 90 Day Evaluatin Cmplete the 90 Day Evaluatin Review mem r letter in accrdance with the specificatins listed belw. 90 Day Evaluatin Review mem r letter template: Describe the perfrmance results, including supprting examples, fr each gal established at the beginning f the 90 Day Evaluatin Perid. Describe hw the staff member demnstrated each cmpetency established, if any, including supprting examples. Establish perfrmance gals fr the remainder f the appraisal cycle. (OPTIONAL) Establish cmpetencies (1 5) and/r prfessinal develpment/learning gals fr the remainder f the cycle. Save and clse the mem r letter n yur cmputer. 6

7 Yu shuld decide whether the staff member s perfrmance is: Fully acceptable and perfrmance gals were achieved; Meeting sme but nt all expectatins and imprvement is needed in sme areas; r Belw acceptable level fr time in the psitin. Yu will select an verall rating in the nline system when yu uplad yur dcument. Yu shuld decide whether r nt t place the staff member n prbatin r anther step in the prgressive disciplinary prcess. Yu must cnsult with yur HR prfessinal befre cmmunicating this decisin t the staff member. Save and clse yur 90 Day Evaluatin Review mem r letter n yur cmputer and then uplad the dcument t the Online Perfrmance Appraisal System. Access the Online Perfrmance Appraisal System, using yur PennKey and passwrd at Click Details by the staff member s name. Then click Cntinue/Edit 90-Day Evaluatin. Select the Overall Rating and Uplad 90 Day Evaluatin Review mem r letter. Yu must uplad yur 90 Day Evaluatin Review mem r letter. D nt delete the saved perfrmance gals dcument that yu upladed t the system at the beginning f the 90 Day Evaluatin Perid. 1) Select Summary f Perfrmance (Overall Rating). 2) Click Uplad Dcument 7

8 Select and save the 90 Day Evaluatin Review mem r letter. 1) Click Select t find and select dcument n yur cmputer. Make sure dcument is clsed n yur cmputer befre selecting. 2) Type brief descriptin f dcument in Attachment Descriptin field. 3) Click Save Attachment. The saved mem r letter will appear. Yu can delete the 90 Day Evaluatin Review letter r mem if yu upladed the wrng dcument. If yu upladed the crrect dcument, click Next Step. Save r finish the mem r letter by selecting ne f the fllwing ptins: 8

9 It is recmmended t save the review in draft frm until after yu meet with the staff member t discuss the review. This gives yu the ptin t make additinal changes t the dcument after the discussin. Meet with the staff member t discuss the draft 90 Day Evaluatin Review. If yu saved the review in draft frm, yu must re-enter the Online Perfrmance Appraisal System ( t mark the 90 Day Evaluatin Review Cmplete after the discussin with the staff member. When the review is marked cmplete the staff member can sign the review electrnically in the system. Once yu re-enter the Online Perfrmance Appraisal System, click Details by the staff member s name t enter the draft dcument. Select Cntinue Evaluatin if yu need t make changes t the 90 Day Evaluatin Review mem r letter yu upladed. Select Change Evaluatin Status if yu d nt need t make any changes t the mem r letter and just want t mark the review cmplete. Mark the 90 Day Evaluatin Review mem r letter cmplete. Once yu d this the staff member is able t sign the dcument electrnically in the system. 9

10 If yu want t change the cmpleted 90 Day Evaluatin Review back t draft frm, yu can recall the dcument if the staff member has nt signed it. Fllw the steps belw. (If the staff member signed the dcument, cntact yur HR prfessinal.) Access the Online Perfrmance Appraisal System, using yur PennKey and passwrd at G t the 90 Day Evaluatin sectin and click Details by the staff member s name Click View Evaluatin Click Recall the Review T view r exprt the cmpleted 90 Day Evaluatin Review mem r letter, enter the Online Perfrmance Appraisal System and click Details by the staff member s name. Then select View Evaluatin r Exprt Evaluatin. 10

11 Step B: Clse 90 Day Evaluatin fr Staff Member Wh Left Penn Befre Evaluatin is Cmpleted If the staff member vluntarily resigns r their emplyment was terminated after the gal setting phase is cmpleted but befre the evaluatin is cmpleted, yu can clse the 90 Day Evaluatin in the nline system and stp the supervisr reminders by fllwing the instructins belw. Access the Online Perfrmance Appraisal System, using yur PennKey and passwrd at G t the 90 Day Evaluatin sectin and click Details by the staff member s name Click n Cntinue Evaluatin 11

12 G t the Summary f Perfrmance screen and select Staff member was terminated befre cmpleting the 90 Day Evaluatin r Staff member vluntarily resigned befre cmpleting the 90 Day Evaluatin. Althugh, it is nt required yu may uplad a final dcument by clicking n Uplad Dcument. Once the dcument is upladed click n Next Step t clse the evaluatin. If yu d nt want t uplad a final dcument just click n Next Step t clse the evaluatin. The Evaluatin will be clsed ut. The review status will be cmplete-signed status, and the verall rating will be staff member terminated r vluntarily resigned befre cmpleting the 90 Day Evaluatin. The supervisr reminders will n lnger be generated by the system. Questins? Cntact yur schl/center Human Resurces prfessinal r Divisin f Human Resurces, Staff and Labr Relatins at