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

Transcription

1 STEP-BY-STEP INSTRUCTIONS TO COMPLETE THE STAFF PERFORMANCE EVALUATION PERFORMANCE EVALUATION PROCESS TIMELINE START END DATE PROCESS STEPS DESCIPTION DATE 3/21/16 4/10/16 STEP 1: Staff 360 Degree Evaluation (Optional) 4/15/16 5/10/16 STEP 2: Staff Self-Evaluation 5/11/16 6/10/16 STEP 3: Supervisor Evaluation STEP 1: STAFF 360 DEGREE EVALUATIO N PROCESS INSTRUCTIO NS (PARTICIPATION IN THIS PROCESS IS OPTIONAL) 1. On 3/21/16 HR will send the 360 Degree feedback JotForm link out to all Employees. Participation in this process is optional. 2. The staff that choose to participate in this process should forward the 360 Degree Feedback JotForm 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. On 4/10/16 HR will close the 360 Degree Feedback JotForm and the data will be aggregated. 4. By 4/15/16 HR will post the aggregate data in Digital Measures. STEP 2: STAFF SELF-EVALUATION PROCESS (PNWU STAFF (NOT FACULTY) MUST COMPLETE THIS PROCESS) The Staff Self-Evaluation Process requires each staff member to complete the following sub-steps: A. Review/Update their resume within Digital Measures B. Complete the Self-Evaluation and Disclosure screens within Digital Measures C. Review and update (if needed) your job description in collaboration with your supervisor. D. Complete any required LawRoom training (not everyone has training required this year) (see instructions below on how to complete each sub-step)

2 2 STEP 2-A: REVIEW/UPDATE RESUME/CV INSTRUCTIONS Deadline - 5/10/16: Complete the resume review process by making additions/revisions to the screens within Digital Measures (DM) listed below. All of the below listed screens populate your DM resume and some of the screens (in green text) also populate a portion of your performance appraisal report. 1. Education 2. Licensure and Certifications 3. News Media Contributions 4. Work History 5. Professional Memberships 6. Awards and Honors 7. Professional Development Activities 8. PNWU Committee/University Service 9. Service to Professional Organizations 10. Extracurricular Activities 11. Grants 12. Presentations 13. Publications 14. Research 15. Scholarly Hours IMPORTANT NOTE: In order to save your work, 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. 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 after 5/10/16. Resume Review/Preview Instructions 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 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 either Resume or CV.

3 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 b. Page Size: There is no need to adjust the Page Size. 4. Click on the Run Report button at the top right of the screen. 3 STEP 2-B: SELF-EVALUATION AND DISCLOSURE FORM COMPLETION Deadline 5/10/16: Complete the Staff Self-Evaluation Process by completing the following screens in Digital Measures. Please note the rating categories are listed in a different order than before. 1. Self-Evaluation: 17 Behaviors 2. Self-Evaluation: Performance Assessment 3. Disclosure of Industry Relationships and Secondary Employment IMPORTANT NOTE: In order to save your work, 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. All three of the self-evaluation screens will be locked from further editing by HR after 5/10/16. STEP 2-C: REVIEW/UPDATE JOB DESCRIPTION INSTRUCTIONS Deadline 5/10/16: Review your job description for accuracy (Click Here to navigate to the webpage with the Job Descriptions). If you feel it is appropriate to make changes to your job description you can download a copy by clicking on the link located at the bottom of the job description. This will allow you to edit a copy of the document and save it to a personal file. Discuss and forward revisions of your job description to your supervisor. STEP 2-D: COMPLETE REQUIRED LAWROOMTRAINING

4 Deadline - 6/1/16: Complete the required training in LawRoom. The only training required this year are for those that need Hazard Communication or HIPAA. Those that need to complete this year s required training will receive an from LawRoom by 3/25/16. STAFF - WHAT HAPPENS NEXT: Your supervisor will schedule a meeting with you to: Review his/her evaluation of your performance (Supervisor Evaluation and the proposed increase. Sign the Employee Data Sheet. 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. 4 STEP 3: SUPERVISOR EVALUATION PROCESS (NOT STAFF) BEGINS 5/11/2016 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 IMPORTANT NOTE: In order to save your work, 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) STEP 3-A: REVIEW THE STAFF MEMBER S SELF-EVALUATION REPORT

5 Deadline 6/10/16: 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 then either 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. 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. The supervisor evaluation screen will be locked from further editing by HR after 6/10/16. 5

6 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, 2015 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. 6 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. STEP 2-B: REVIEW/APPROVE/SUBMIT JOB DESCRIPTION REVISIONS TO HR Deadline 6/10/16: Review proposed changes to staff job description and send approved red-line version to HR. STEP 2-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 attached 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 as long as you average a 3% overall for your department.

7 7 STEP 2-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 2-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 by 6/10/16. Turn in the completed employee data sheet to HR by 6/10/16. NEXT STEPS: After the 6/10/16 deadline, HR will print off copies of each staff member s electronically signed evaluation report and place them in their personnel record.