STEP-BY-STEP INSTRUCTIONS TO COMPLETE THE STAFF PERFORMANCE EVALUATION PROCESSES

Transcription

1 STEP-BY-STEP INSTRUCTIONS TO COMPLETE THE STAFF PERFORMANCE EVALUATION PROCESSES ESTIMATED TIMELINE START DATE DUE DATE PROCESS DESCRIPTION March 1 March 30 STEP 1: Staff 360 Degree Evaluation (Optional) April Degree data will be aggregated and posted in Digital Measures April 1 April 30 STEP 2: Staff Complete Self-Evaluation, 17 Behaviors, and Disclosure Form Staff Edit Job Description Staff Update Digital Measures Information Staff Complete LawRoom Courses if Assigned (generally every odd year only) Staff Notifies Supervisor When Step 1 (if applicable) and 2 are Complete April 1 May 30 STEP 3: Supervisor Completes Staff Evaluation (Employee will notify you when their selfevaluation is completed) May 30 Supervisor Reviews Job Description Edits and Sends to HR June 1 HR Pulls Evaluation Data from Digital Measures for the File June 1 Supervisor Provides HR with the Staff Data Sheet Paycheck 7/6 Pay Increases Occur Detailed instructions are on the following pages.

2 2 STEP 1: STAFF 360 DEGREE EVALUATION PROCESS INSTRUCTIONS (PARTICIPATION IN THIS PROCESS IS OPTIONAL) 1. HR will send a 360 Degree feedback link that is specific to each Employee who has chosen to participate. This step is optional. 2. The staff that choose to participate in this process should forward their 360 Degree Feedback link to at least 10 individuals. It should be sent to: a. people who report to you, b. people that you report to, c. and others you work with day to day. 3. HR will close the 360 Degree Feedback and the data will be aggregated. 4. HR will post the aggregate data in Digital Measures. STEP 2: STAFF SELF-EVALUATION PROCESS (ALL PNWU STAFF COMPLETE THIS PROCESS) The Staff Self-Evaluation Process requires each staff member to complete the following sub-steps: A. Review/Update information to populate your resume/cv and review/update information related to your professional biography, expertise, and PNWU job role as described in Step 2-A. a. Complete the applicable Staff Self-Evaluation screens within Digital Measures as described in detail in Step 2-B. IMPORTANT NOTE: The very last question at the bottom of each screen must be completed to attest that you are ready for the data on the screen to be submitted to your supervisor and/or HR. Without you acknowledging the attestation box, HR will not be able to confirm that your evaluation has been completed. B. Review and update (if needed) your job description in collaboration with your supervisor as described in Step 2-C. C. Complete any required LawRoom training. Policy requires training every odd year for.2 FTE and greater. Employees will receive notification from LawRoom about their trainings due as described in Step 2-D. IMPORTANT NOTE: In order to save your work in Digital Measures, you must complete all required fields. Required fields are indicated by the red asterisks next to the field name (*). The data collection screens time-out after 90 minutes of having a screen open without saving After 85 minutes of inactivity, a message warning you that you are about to be logged out will pop-up and give you the option to stay logged in. (see instructions below on how to complete each sub-step)

3 3 STEP 2-A: REVIEW/UPDATE INFORMATION FOR THE RESUME/CV & PROFESSIONAL BIOGRAPHY/ EPERTISE/ PNWU JOB ROLE - INSTRUCTIONS Complete the resume review and biography & expertise creation/review process by making additions/revisions to the following screens within the Digital Measures (DM) systems. The table below indicates how data/information from each of the Digital Measures screens is used. DM Screen Group CV/Resume General Information Professional Development Scholarly Activity Service Regional and Programmatic Accreditation Performance CV/Resume Appraisal SCREEN NAME Report Degrees Graduate/Post-Graduate Training News Media Contributions Work History Awards and Honors Professional Development Activities Licensure and Certifications Professional Memberships Professinal Biography and Expertise Grants Presentations Publications Research/Scholarly Projects Scholarly Preparation Hours Extracurricular Service PNWU Committee/University Service Service to Professional Organizations Linked to PNWU Webpage profile You do not need to print or forward a copy of your resume to HR. HR will pull a copy of your resume from Digital Measures for you and place it in your personnel file. Resume Review/Preview Instructions

4 You can view your resume/cv and how additions/revisions to the above listed screen activities has impacted your resume/cv by following these steps: First, click on the Rapid Reports option on the left side of your screen then complete the following steps: 1. Report: From the drop-down menu, select the report titled either Resume or CV. 2. Date Range: a. Start Date: Edit the Year drop-down portion of the Start Date to reflect your year of birth. This way, it will ensure that all of the activities that you have entered in Digital Measures will show on your report. b. End Date: There is no need to adjust the End Date. 3. File Format: a. File Format: From the drop-down choose the PDF File Format 4. Click on the Run Report button. 4 STEP 2-B: PERFORMANCE ASSESSMENT, 17 BEHAVIORS, AND DISCLOSURE FORM COMPLETION Complete the Staff Self-Evaluation Process by completing the following screens in Digital Measures. 1. Self-Evaluation: 17 Behaviors 2. Self-Evaluation: Performance Assessment 3. Disclosure of Industry Relationships and Secondary Employment STEP 2-C: REVIEW/UPDATE JOB DESCRIPTION INSTRUCTIONS Review your job description for accuracy. If you feel it is appropriate to make changes to your job description you can make red-line changes and send it to your supervisor for review. Job descriptions can be found at: Use your PNWU log on and password to access the SharePoint site. STEP 2-D: COMPLETE REQUIRED LAWROOMTRAINING Complete the required training in LawRoom. Your assignments will come to you via from admin@lawroom.com. Additional Information: All faculty and staff.2 FTE or greater will be assigned the two Title I related courses. The policy requires completion every odd year. If you have completed the courses already this year, they will not be assigned to you.

5 Employees who are required to take HIPAA, Bloodborne Pathogens and Hazardous Communication will also be assigned. This is an annual requirement for select individuals. When you receive the with the assigned courses, you can, 1) click on the link and go directly to the course, or 2) visit the LawRoom website and enter your login ID and password. If you do not have your login ID or password, click on problems signing in and follow the prompts. STAFF - WHAT HAPPENS NET: Your supervisor will schedule a meeting with you to: Review his/her evaluation of your performance (Supervisor Evaluation and the proposed increase). It is your supervisor s responsibility to turn all forms in to HR by the deadline. HR will print off the electronically signed evaluation forms from Digital Measures and place them in your personnel record. 5 STEP 3: SUPERVISOR EVALUATION PROCESS The Supervisor Evaluation Process requires each supervisor to complete the following sub-steps: A. Review the staff member s self-evaluation report within Digital Measures. B. Review, approve, and submit job description changes to HR. C. Meet with your Supervisor (before you meet with your staff) to review staff assessments, goals, and pay increase recommendations. D. Meet with your staff to complete their performance evaluation. E. Submit all required documentation to HR by the deadline. (see instructions below on how to complete each sub-step) STEP 3-A: REVIEW THE STAFF MEMBER S SELF-EVALUATION REPORT The easiest way to review a staff member s self-evaluation results in Digital Measures prior to or as you complete the Supervisor Evaluation of Employee screen, is to pull the staff member s Performance Appraisal: Staff Self-Evaluation report from within Digital Measures. You can print the report or view the report on your computer screen as you complete and enter data into the Supervisor Evaluation of Employee screen within Digital Measures. (see How to Pull the Performance Appraisal: Staff Self-Evaluation Report below) As you complete the Supervisor Evaluation of Employee screen within Digital measures on each of your staff members: a. Make sure you give comments where appropriate, especially to explain low or high ratings.

6 b. Remember, if a person averages a 4 that is good; they are meeting expectations. c. Don t forget to click on the Save button periodically (every 10 minutes or so) in Digital Measures. How to Pull the Performance Appraisal: Staff Self-Evaluation Report You can view your staff member s Performance Appraisal: Staff Self-Evaluation Report following these steps: First, click on the Run Reports option on the left side of your screen then complete the following steps: 1. Report: From the drop-down menu, select the report titled Performance Appraisal: Staff Self- Evaluation. 2. Date Range: a. Start Date: Edit the start date to be July 1, 2017 b. End Date: Edit the end date to be June 30, Whom to Include: a. Click on the Change Selection text in this section which will bring up a pop-up window. b. Click on the side-ways arrow next to the Individual selection box. You should now see a list of all of the employees that you supervise. c. Click on the empty box next to the employee s name that you wish to pull a report for. d. Click on the Save button at the bottom of the pop-up window box. The pop-up box should then disappear and you should again see the Digital Measures Run Reports 4. File Format: a. File Format: From the drop-down choose the PDF File Format b. Page Size: There is no need to adjust the Page Size. 5. Click on the Run Report button at the top right of the screen. 6 STEP 3-B: REVIEW/APPROVE/SUBMIT JOB DESCRIPTION REVISIONS TO HR Review proposed changes to staff job description and send approved red-line version to HR. STEP 3-C: MEET WITH YOUR SUPERVISOR Meet with your supervisor (before you meet with your staff) to: 1. Review your final assessment of your staff. 2. Discuss goals met and developed for the next year. 3. Review the recommended pay increases for your staff. a. Document pay increase recommendations on the Employee Data Sheet and make sure you AND your supervisor sign the data sheet. b. Remember, your department has an overall 3% increase budget. It is your responsibility to stay within your budget, but you are allowed to give different percentage increases based on performance as long as you average a 3% overall for your department.

7 7 STEP 3-D: MEET WITH YOUR STAFF Meet with your staff to: 1. Review the Supervisor Evaluation 2. Review the proposed increase 3. Obtain the staff members signature on the Employee Data Sheet STEP 3-E: SUBMIT ALL REQUIRED DOCUMENTATION TO HR If you haven t already done so, make sure to forward any revised job descriptions to HR via . Turn in the completed employee data sheet, signed by you, your supervisor and the employee to HR. NET STEPS: HR will print off copies of each staff member s electronically signed evaluation report and place them in their personnel record with the employee data sheet. Increases will then be processed.