Completing an Introductory Review Using the Online Performance Appraisal System Custom Document

Transcription

1 Cmpleting an Intrductry 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 Intrductry 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 Intrductry 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 Intrductry Perid. See cmpetency list at: Access the Online Perfrmance Appraisal System, using yur PennKey and passwrd at G t the Intr Review Mdule sectin and click Details under the Actin clumn by the staff member s name. Click Start Intr Review Mdule 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 in 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 gals 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 Intr Review Mdule. 3

4 Click n Next Step. Make changes t the Intrductry Review Gals mem r letter n yur cmputer, if needed. If yu want t change the existing Intrductry Review 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. 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 Intr Review Mdule sectin and click Details by the staff member s name Click View IRM Click Recall the Review 4

5 Step Tw: Cmpleting the Intrductry Review Custm Dcument Yu will receive reminders frm HR Manager alerting yu that yu need t cmplete the Intrductry Review fr yur newly hired staff member befre the end f the Intrductry Perid. Nte: Befre cmpleting the Intrductry 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 Intrductry Review. 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 Intr Review Mdule sectin and click Details by the staff member s name Click View IRM Click Clse Out Review 5

6 Prir t the end f the staff member s Intrductry Perid: Yu must cmplete the Intrductry Review and discuss it with the staff member. Yu can cntinue t use a mem r letter frmat (custm dcument) t cmplete the review. 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 review perid, cntinue with the instructins under Step B (page 10). Step A: Cmplete Intrductry Review Cmplete the Intrductry Review mem r letter in accrdance with the specificatins listed belw. Intrductry Review mem r letter template: Describe the perfrmance results, including supprting examples, fr each gal established at the beginning f the Intrductry Perid. Describe hw the staff member demnstrated each cmpetency established, if any, including supprting examples. If yu are retaining the staff member, yu must include in the mem r letter, the perfrmance gals fr the remainder f the appraisal cycle. (OPTIONAL) Yu can als elect t establish 1 t 5 cmpetencies and/r prfessinal develpment r learning gals the staff member shuld wrk n during the remainder f the cycle. Yu shuld decide whether the staff member s perfrmance is: Fully acceptable and perfrmance gals were achieved; Generally acceptable but imprvement is needed and expected; 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 yu want t: Cntinue the staff member s emplyment; Terminate the staff member s emplyment; r*** Extend the Intrductry Perid.*** Yu will select a recmmended actin in the nline system when yu uplad yur dcument. ***NOTE: IF YOU WANT TO EXTEND THE INTRODUCTORY PERIOD OR TERMINATE THE STAFF MEMBER S EMPLOYMENT, YOU MUST CONSULT WITH YOUR HR PROFESSIONAL BEFORE COMMUNICATING THIS TO THE STAFF MEMBER. Save and clse yur Intrductry 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 Intr Review Mdule. 6

7 Select the Overall Rating and the Recmmended Actin. Yu must uplad yur Intrductry Review mem r letter. D nt delete the saved perfrmance gals dcument that yu upladed t the system at the beginning f the Intrductry Perid. 1) Select Summary f Perfrmance (Overall Rating) and Recmmended Actin. If the staff member had an initial Intrductry Perid f mre than 4 mnths, yu cannt extend the Intrductry Perid. 2) Click Uplad Dcument Select and save the Intrductry Review mem r letter. 1) Click Select t find and select the dcument n yur cmputer. 2) Type a brief descriptin f the dcument in Attachment Descriptin field. 3) Then Save Attachment. 7

8 The saved mem r letter will appear. Yu can delete the Intrductry 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: 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. Meet with the staff member t discuss the draft Intrductry Review. If yu saved the review in draft frm, yu must re-enter the Online Perfrmance Appraisal System ( t mark the Intrductry 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. 8

9 Select Cntinue IRM if yu need t make changes t the Intrductry Review mem r letter yu upladed. Select Change IRM 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 Intrductry Review mem r letter cmplete. Once yu d this the staff member is able t sign the dcument electrnically in the system. If yu want t change the cmpleted Intrductry 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 Intr Review Mdule sectin and click Details by the staff member s name Click View IRM 9

10 Click Recall the Review T view r exprt the cmpleted Intrductry Review mem r letter, enter the Online Perfrmance Appraisal System and click Details by the staff member s name. Then select View IRM r Exprt IRM. Step B: Clse Intrductry Review fr Staff Member Wh Left Penn Befre Review is Cmpleted If the staff member vluntarily resigns r their emplyment was terminated after the gal setting phase is cmpleted but befre the review is cmpleted, yu can clse the Intrductry Review 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 Intr Review Perid sectin and click Details by the staff member s name 10

11 Click n Cntinue/Edit Intr Review Mdule G t the Summary f Perfrmance screen and select Staff member was terminated befre cmpleting the Intrductry Review perid r Staff member vluntarily resigned befre cmpleting the Intrductry Review perid. Once yu chse ne f these categries, the Recmmended Actin sectin will default t Terminate staff member s emplyment. Althugh, it is nt required yu may uplad a final dcument by clicking n the Uplad Dcument. Once the dcument is upladed click n Next Step t clse the review. If yu d nt want t uplad a final dcument just click n Next Step t clse the review. The Intrductry Review will be clsed ut. The review status will be cmplete-signed status, the recmmended actin will be staff member terminated r vluntarily resigned befre the end f the review perid. 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