Frequently Asked Questions - Performance Review Form

Starting a new form

My employee's name doesn't come up in the search!

The name used in the search is from the LDAP directory. Also, please do not enter a space after the name (e.g. “John “ provides different results from “John”). If you are having trouble locating a specific person, try searching using a First Name OR Last Name to widen your search.

My employee’s name isn’t on the dashboard!

Confirm the user has access to form. Unfortunately, performance reviews completed by another supervisor will not be visible.

My employee's name has changed and needs to be updated in the tool? How to update?

Please reach out to the First Contact Team by submitting a ticket through ServiceNow.

When I'm creating a new form, find an employee, and click the "Select" button, nothing shows up.

Log out and log back in to the tool and try again. In addition, it is advisable to use Chrome. Chrome is the best browser to use with that tool.

I'm the new supervisor and I didn't write the reviews last year. Can I pull them up or do I need to start new one's?

You will need to start a new review. You can also request a .pdf version of the previous performance review from Berkeley Regional Services.

Does a group or manager need to use the self-evaluation form within the system or can a group use their own?

The self-assessment (review) is an opportunity to create two way communication around performance. This supports a performance based culture, while not required we strongly encourage managers to incorporate the self-assessment in their performance management process. The self-review found in the tool becomes a part of the employee’s record on file.

While it’s technically possible for managers and groups to conduct constructive conversations outside the on-line performance management tool, we strongly encourage incorporating use of the tool as it’s specifically designed to capture and support meaningful two-way conversations around performance management.

 

I do not want to share my email address. Is it necessary for the tool? Who can I speak with?

Having an email address is necessary in order to use the tool.

Editing and submitting the form

What is the purpose of Share/Hide comments mode?

Both the employee and manager/supervisor can enter comments on the form in a private mode, at the same time. No one can read the contents until share mode is selected which makes comments visible to the other. Both can go back and forth between these modes until they come to a final draft of the review. This feature also reduces the number of emails.

How do I share my comments with my supervisor?

There are two ways to do this. Clicking, "Show Comments to Supervisor," will allow your supervisor to view your comments, while you still maintain access to modify and edit your comments. Please note that this does not officially return your review to your supervisor. Clicking, "Save Changes; Show Comments to Supervisor; Return Performance Review to Supervisor," will make your comments visible and submit your review to your supervisor.

Can I save without having to submit?

Yes, you can save a review by clicking “Save Changes” at the bottom of the online form. The system is designed to let you save drafts and changes as needed.

 

Once I submit, can I make changes afterwards?

The document can be reverted to edit state at any time in the process up to the employee signature - it will remove the signatures from the form, and the signature steps will need to be repeated after the changes have been made. After the employee signs, the form can only be opened for editing through a manual process - contact the First Contact Team via ServiceNow to inquire about reopening the form.

I'm not getting all the email notifications that I received last year. How do I know where the PE is?

The number of email notifications were reduced due to the feedback from users throughout campus. Your dashboard will have a section for “Status” and “Action Needed To Advance” to show status and help guide you through the next steps. You may also need to contact your supervisor to confirm the stages of the process.

How do I route the reviews to my HRBP?

This can’t be done within app.

How do I delete a review form?

Supervisors have the ability to delete a review form. Open the form you would like to delete and click the Delete button at the bottom of the form.

I cannot find the Delete button!

The review may have already been forwarded on to the second level approver or the employee. Click the “Open for Editing. Signatures will be removed” or “Save Changes; Close Employee Review” button to close the form, first. Then the Delete button will become available.

I clicked on the 'Save Changes; Return Performance Review To Supervisor' button, but now I can't see my review any more - what happened?

When an employee clicks the 'Save Changes; Return Performance Review To Supervisor' button - that employee loses their view access to the review. Don't worry though, this just means their supervisor is working on the review in draft mode. Please ask the supervisor to re-share the review in order for the employee to view.

Supervisor/Manager review and approvals

How will the employee access their self-evaluation?

The employee will have access after the supervisor finalizes the approvals and sends it to the employee for review and signature.

Will the employee be able to access the completed performance evaluation online and can I view or edit what I wrote last year?

Yes, the employee will have access to the completed review through their dashboard. FY17-18 reviews remain on your dashboard, and can be viewed. If you are new to supervising an individual, their past year’s review can be sourced from Berkeley Regional Services through their records department.

I don't see my 2nd level approver's email address in the drop down menu.

Please use the name provided in the LDAP Directory.

The 2nd level approver has approved the review, but now the supervisor cannot access the review.

The 2nd level approver must press two buttons: the, "Add Signature," and then the, "Approve; Send Back to Supervisor," buttons in order to approve the review and send it back to the supervisor. After this, the supervisor will be able to access the review.

Does my 2nd level approver have to sign the review and hit the Approve/Reject button?

A signature is required to approve the review, while no signature is required to resubmit/review.

My next level manager is a PI/faculty, can I skip having them approve it?

Yes, as a supervisor, you can assign the second level review to yourself. You will have to go through two approval processes, one as a supervisor, the other as a 2nd level approver.

Can the supervisor designate someone else to process a review in the tool?

Since the process is UCPath based, designees are not allowed.

I'd like to reassign performance evaluations to a new supervisor. How do I do this?

Currently the system is unable to reassign performance evaluations. New supervisors must start new evaluation forms for their employees. Copies of previously completed performance reviews for reference may be requested through the department's HR Business partner.

How long am I able to change the rating in the tool?

You may change the rating at any time prior to the cycle ending. However, making changes after the 2nd level approver signs, will require having to go through the process of getting their signature after the change is made.

Will the supervisor and next level manager have access to the completed form even after the employee signs off? What about six months after the process is completed?

Yes, as view only. The form will be available as view only for the rest of the review period up until August 31st.

My department uses a committee review to ensure consistency in ratings. How will the committee access the reviews?

Only the supervisor, employee and second level manager have access to the electronic forms. Reviews can be printed for this purpose.

Policy & Procedure

What do I need to know about how this tool impacts contract employees?

The expectation is that contract employees are included in the performance management process.  They are eligible for salary increases; therefore, they must have an evaluation rating them as “Meets, Exceeds, Significantly Exceeds.”

Do I need to include a union representative in my meeting with my employee if the employee requests it?

Remind the employee that this is not a disciplinary conversation. If they still insist, please contact your HR Business Partner.

How will an employee receive a rating and an increase if my manager doesn’t do a review?

Constructive feedback is increasingly important throughout the year but especially in the performance review. Performance Reviews that are not completed on time default to a satisfactory rating, and an appropriate increase may be inline.

How are HR managers and Business Partners alerted to performance issues? And will they have access to my performance evaluations?

If an employee is rated as “needs improvement” or “unacceptable,” the manager will need to notify the HR Business Partner. The manager will need to provide a copy of the reviews to the HR Business Partner. Currently HR Business Partners do not have access to view performance evaluation.

Some employees are missing from the Performance Review Rating report in HCM, but they have reviews recorded in the online performance management system.

Those employees may have duplicate Performance Review Forms on the manager’s dashboard. Duplicate reviews must be deleted from the online performance management system in order for the report to be accurate. Please note: the Performance Review Ratings in HCM are only accessible to designated Merit Administrators.