Annual Performance Evaluations Supervisor Training 1
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
Evaluation Process Steps Overview 1. Create the Employee s Plan (Supervisor) Plan s purpose is to review and verify employee s listed job duties Each employee should have 4-6 job duties listed 2. Employee Completes Self Evaluation (Employee) 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 Comment on goal accomplishments 3
Eval Process Steps 4. Reviewing Officer Approves Supervisor Evaluation (Reviewing Officer) Discuss your employees evaluations with your reviewing officer Reviewing officer can suggest edits 5. Direct Supervisor Acknowledges Employee Meeting (Supervisor) Schedule a face to face meeting with your employee to discuss their evaluation After the meeting, login to acknowledge the meeting has taken place 6. Employee Acknowledges Evaluation (Employee) Employee verifies they have reviewed their evaluation Acknowledgement does not guarantee agreement Comments can be submitted from employee before acknowledgement 4
Creating the Plan How to Login Once you login, make sure your Current Group is the Employee group. If not, click the arrow and select Employee from your list of options. 5
Creating the Plan How to Login Once you login, make sure your Current Group is the Employee group. If not, click the arrow and select Employee from your list of options. 6
Creating the Plan It should automatically update and show you the confirmation below: 7
Creating the Plan Before going to the Employee Portal, please select the browser s refresh button. This should only take a few seconds. Your screen should look the same, but doing this will make sure you are viewing the most up to date content in PeopleAdmin. Select Go to TTU Employee Portal 8
Creating the Plan The Performance Evaluation process was activated on February 6, 2017. As of that date you were able to create plans for each of your employees in the Employee Portal. Your Action Items should include the plans to create as shown in the example below. Please note the plans and evaluations for this year will be labeled as 2016-17 TTU Annual Evaluations. 9
Creating the Plan Select Supervisor Creates Plan 10
Creating the Plan After selecting Supervisor Creates Plan you should be taken to the Plan for your employee. The Plan simply shows you the core competencies and job duties that your employee will be evaluated on. The primary focus of creating the Plan is for you to review your employee s Job Duties. Since you will only be reviewing these items during this process no changes are actually made within the Plan. Each employee should have between 4-6 job duties listed in the Job Duties section. If any changes need to be made to the duties please contact us at TTUEmployment@tntech.edu BEFORE completing the plan. **No changes can be made to the job duties after the Plan has been created** 11
Creating the Plan - **Important Step** In order to verify you are seeing the most up to date job duties for your employee please select the **Apply** button to refresh this section. 12
Creating the Plan Use the Next button at the bottom of each section (Introduction, Core Competencies, Job Duties, etc..) in order to proceed through the Plan. After reviewing all sections in the Plan, you are now ready to complete the Plan. At the bottom of the final section, select the Complete button. After completing the Plan, your employee will then receive an email notification (within 24 hours) to complete a Self-Evaluation. We suggest communicating with your employee either prior to or directly after completing the Plan to let them know about the Self-Evaluation requirement. 13
Self-Evaluations Self-Evaluations are required from each employee during our annual evaluation process for 2016-2017. Self-Evaluations will not be available to the employee until the Plan is completed. After the Plan is completed, employees can access the Self-Evaluation and supervisors can access the Supervisor Evaluation. We suggest that supervisors review the employee s Self-Evaluation prior to completing the Supervisor Evaluation. Self-Evaluations are a great way to see your employee s performance from their perspective. They should be used as a tool to enhance communication and recognize any areas of interest that should be reviewed. 14
Completing the Evaluation Once the employee has submitted their self-evaluation, the supervisor should then complete their Supervisor Evaluation (annual evaluation). Supervisor Evaluation should be listed as an option in Your Action Items as shown below: 15
Completing the Evaluation Select Supervisor Evaluation to display the annual evaluation for the employee indicated: 16
Completing the Evaluation While completing the Supervisor Evaluation, the supervisor 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. 17
Completing the Evaluation Where do I start? After reading the Introduction and selecting Next ( ), the Core Competencies will be listed for your review. 18
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. 19
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. 20
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. 21
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. Needs Improvement: performance sometimes fails to meet the standards and expectations for the positions. Unsatisfactory: performance seldom meets the standards and expectations for the position. 22
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. 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. 23
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: 24
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. 25
Completing the Evaluation Job Duties Each employee should have at least four job duties listed here (same duties from the Plan). 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. 26
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. 27
Completing the Evaluation Employee Goals Present Goals will include anything that was entered during last year s evaluation process. 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. 28
Completing the Evaluation Goal Accomplishments & Overall Comments This section allows the supervisor to discuss and evaluate goal accomplishments from the previous 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 29
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 30
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 31
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. 32
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. 33
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. If the Approve button is selected, the Reviewing Officer will need to select OK in the confirmation screen. 34
Meeting with the Employee After the evaluation is approved by the Reviewing Officer, a face-to-face meeting should be scheduled with the employee. Do not meet with your employee about their evaluation until it has been approved. 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 their Supervisor Evaluation in the Employee Portal. 35
Helpful Tips & Suggestions If your Reviews section is blank when you feel it should not be, it could be a filter issue The left pane is used to filter the results displayed to the right You can edit any of these drop down menus to display different reviews 36
Deadlines 37
Support Performance Evaluation website: https://www.tntech.edu/planning-and-finance/hr/peopleadmin/performance-eval Flowchart, Deadlines, Training Documents, Special Instructions Training Sessions calendar: https://www.tntech.edu/planning-and-finance/hr/training/calendar/ Offering both supervisor and employee training sessions along with open help sessions Email us: TTUemployment@tntech.edu Training@tntech.edu 38