Completing an Introductory Review Using the Online Performance Appraisal System Standard Form
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1 Cmpleting an Intrductry Review Using the Online Perfrmance Appraisal System Standard Frm Step One: Cmpleting Perfrmance Expectatins Standard Frm Yu will receive an frm HR Manager alerting yu that yu need t cmplete perfrmance expectatins/gals fr yur newly hired staff member. Access the Online Perfrmance Appraisal System, using yur PennKey and passwrd at On the Hme Page, g t the My Staff-Intrductry Review Perid sectin Click n Details under the Actin clumn by the relevant staff member s name Click Start Intr Review Mdule Select Standard Intrductry Review (cmpleting the frm nline) 1
2 Click Add Gal t add a perfrmance gal/prject/expectatin fr the Intrductry Perid Type in gal, prject, expectatin and save. Gals shuld be SMART: Specific, Measurable, Achievable, Realistic and include a Timeframe fr cmpletin. Yu can use the spell check feature t check yur entry. Click Save Gal. Edit, delete r add anther gal. Yu can add as many gals as needed. (OPTIONAL) Add Cmpetencies: Click n Add Cmpetency t select cmpetency fr staff member t wrk n during the Intrductry Perid. Click Next Step if yu d nt want t add cmpetencies. 2
3 (OPTIONAL) Add Cmpetencies: Click arrw t select cmpetency and then save. (OPTIONAL) Add Cmpetencies: Select cmpetency then click Save Cmpetency. Select 1 cmpetency at a time. Edit, delete r add anther cmpetency. Yu can add 1 5 cmpetencies fr the staff member. Save/Finalize Gals: Chse ne f the fllwing ptins t save gals: Draft Perfrmance Gals Nt Staff Member Accessible Draft Perfrmance Gals Staff Member Accessible (Allws yu t cntinue t make changes after discussing gals with the staff member.) Perfrmance Gals Finalized (Gals are cmplete; n additinal changes can be made. Staff member can see and sign final gals.) Frward Perfrmance Gals Nt Staff Member Accessible (Frward draft gals t next level supervisr fr review; staff member cannt see the dcument.) 3
4 It is recmmended that yu save the gals in draft frm until after yu meet with the staff member. This gives yu the ptin t make additinal changes t the gals after the discussin. After discussing the perfrmance gals with the staff member, finalize the gals in the Online Perfrmance Appraisal System, if yu initially saved them in draft frm. Re-enter the draft Perfrmance Gals by clicking n Details by the staff member s name If yu need t make changes t the draft perfrmance gals, click Cntinue IRM. If yu nly need t change the status f the draft perfrmance gals (e.g., frm draft t finalized), click n Change IRM Status. Select Perfrmance Gals Finalized. The staff member will be alerted that the gals are finalized and that the dcument can be signed electrnically via the nline system. 4
5 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 Step Tw: Cmpleting the Intrductry Review Standard Frm 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. 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 13). Step A: Cmplete Intrductry Review Cmplete Intrductry Review: If yu have nt already entered the system, access the Online Perfrmance Appraisal System, using yur PennKey and passwrd at Click n Details by the staff member s name. Click n Cntinue/Edit Intr Review Mdule Give feedback n each f the perfrmance gals established at the beginning f the Intrductry Perid. Click n Edit This Gal 6
7 Enter feedback n staff member s prgress at meeting each gal, in Describe perfrmance results field. Then Save Gal. Edit gal feedback, if needed. After cmpleting feedback n gals, click Next Step. (OPTIONAL) Feedback n Cmpetencies: Give feedback n each cmpetency assigned at the beginning f the Intrductry Perid, if any. Click n Edit This Cmpetency Give feedback n each cmpetency assigned. Enter feedback n hw staff member demnstrated each cmpetency and recmmendatins fr further develpment. Then Save Cmpetency. 7
8 Edit cmpetency feedback, if needed. After cmpleting feedback n cmpetencies, click Next Step. (OPTIONAL) Add Attachment: Yu can add attachments t the review if yu desire. T add an attachment, click Add Attachment. If n attachment, click Next Step. (OPTIONAL) Add Attachment: Select the attachment frm yur cmputer. Attachment must be clsed n yur cmputer. Select the attachment frm yur cmputer; enter brief descriptin in Attachment Descriptin field and Save. Saved attachment will appear. Delete if wrng dcument. Select Next Step if saved dcument is crrect. Select Add if yu want t add anther dcument. 8
9 Select Overall Rating and Recmmended Actin. Make additinal cmments, as needed. 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. 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) Make additinal cmments, if desired in Other Cmments field. 3) Click Next Step. If yu are retaining the staff member, yu must add perfrmance gals fr the remainder f the cycle. (OPTIONAL) Add Cmpetencies and Prfessinal Develpment/Learning Gals: Yu als have the ptin f adding cmpetencies and/r prfessinal develpment/learning gals fr the remainder f the cycle. Imprt gals yu entered at the beginning f the Intrductry Perid by clicking Lad Previus. Select Add Gal t add a new gal. 9
10 Optinal: T imprt cmpetencies yu entered at the beginning f the Intrductry Perid, click Lad Previus. Select Add Cmpetency t add a new cmpetency. If yu want t skip this step, click Next Step. Optinal: T add ther prfessinal develpment r learning gals (e.g., training), click Add Learning Gal. If yu want t skip this step, click Next Step. After saving cmpetencies and/r prfessinal develpment/learning gals yu can edit them, as needed. Yu can edit r delete a saved cmpetency r learning gal by clicking n Edit r Delete. If yu d nt want t add anther item, click Next Step. Save the Intrductry Review 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. This gives yu the ptin t make additinal changes t the dcument after the discussin. 10
11 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. Select Cntinue/Edit IRM t edit draft review. Select Change IRM Status t prceed directly t Save/Finish Review screen and mark review Cmplete withut amending draft dcument. Select Intrductry Review Cmplete. Staff member can sign review electrnically after review is marked Cmplete. 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 Click Recall the Review 11
12 T view r exprt the cmpleted Intrductry Review, enter the Online Perfrmance Appraisal System and click Details by the staff member s name. Then select View IRM r Exprt IRM. 12
13 Step B: Clse Intrductry Review fr Staff Member Wh Left Penn Befre Review is Cmpleted If the staff member vluntarily resigns r their emplyment is 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 Click n Cntinue/Edit Intr Review Mdule Click n Edit This Gal Fr each perfrmance gal established, enter N/A r nt applicable, in the Describe perfrmance results fields. Then Click Next Step. Click n Edit This Cmpetency Fr each cmpetency assigned, if any, enter N/A r nt applicable, in the Describe hw the staff member demnstrated cmpetency field. Then Click Next Step. 13
14 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. Click Next Step 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
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