QUESTIONS ABOUT THE PERFORMANCE REVIEW PROCESS IN GENERAL
Q: How is the performance review form to be used throughout the year?
A: July-August: Start the process by setting and documenting expectations and goals for the coming year in the areas of "Goals, projects, initiatives" and "Style and Behavior." The review may be started by either the employee or the supervisor.
August-December: While not required, it may be
used as often as desired to record any major points of discussion, progress, and any changes in the originally set goals and expectations.
December-January: It is strongly recommended that you use it as a mid-year check in to document progress on the goals and expectations set at the beginning of the year, and to clarify specific objectives and targets for the end of the year. You should have had a lot of conversations throughout the last 6 months, and you can use this form as an opportunity to formally record progress at the mid-year point. Anytime we put things in writing is an opportunity to clarify communication.
January-June: Again, it is not required, but it may be used as often as desired to record major points of conversation, changes, progress, etc.
June-August: Complete the End-of-the-year review which should simply be a summary of the conversations that have been taking place throughout the year. A face to face meeting is held to discuss the final review, any edits can be made, and then the review is submitted to Human Resources by the supervisor using the online system.
Q: I am a faculty member who supervises staff positions - do I use this system?
A: Yes. All supervisors of staff positions need to use this system to process staff reviews.
Q: Who do I call if I have a question?
A: For questions, please call Professional Development Programs at 989.774.1073.
QUESTIONS REGARDING THE ON‐LINE PERFORMANCE REVIEW SYSTEM
Q: Where do I go to log in to the system?
A: On Central Link, there are four ways to access the system. 1. Under My Favorites, you can click on "Customize your favorite links," and find Performance Reviews as an option, and check the box. In this way, you can add it to your favorites list and access it with one click in the future. 2. Go to the "My Account" link (upper right), and you will find the Performance Review link under My Work Day.
3. You will find it on the Human Resources landing page in a large gray box. 4. Go to the Professional Development Programs webpage, and click on the Performance Reviews link on the right. A link to the online system will display on the main part of this page.
Q: Where can I find step by step instructions for how to use the online system?
A: Under the Performance Reviews heading on the right of this page, click on the Training link. Here you will find three short video tutorials that will provide you with step by step instructions and best practices for having great conversatons between supervisors and employees.
Q: My employee list does not appear to be correct. What do I do?
A: This list is generated based on the organizational
structure that is set up in SAP. The system looks at all employees who
currently report to you within the fiscal year. If employees are showing
up that should not be or are missing – due to an internal change of your
reporting relationships within your department – please contact Human Resources
Q: Why are employees showing twice on the My
A: If an employee changes positions within the fiscal
year but remains within your same department, they will show up on your list
twice. For every position an employee holds, a performance review should
be completed. In this way an employee receives feedback for each position he or she was in. This needs to be done before the person leaves the position, treating it as you would an end of the year review. Make sure the review is completed to your satisfaction before the person leaves the position, and then you will be able to submit it to HR when the person has officially left the position.
Q: If an employee terminates, why are they still
showing on the My Employees list?
A: A performance review still needs to be completed on
an employee after they terminate, therefore the employee will remain on your
list. If an employee terminates prior to the end of the fiscal year, the
supervisor should complete the performance review before the person leaves the position, and then submit it to HR once the termination is officially completed. The employee will still remain on your list,
but the review will now show as completed. The name will be removed from your list when the next fiscal year list is populated.
Q: How can I edit what I have already typed into a review, either mine or someone else's?
As long as the review is in your possession, and you haven't sent it forward to anyone else, you may go back and edit any information which you have entered at any time. You are never allowed to edit what someone else has entered for obvious reasons. IMPORTANT NOTE:
However, once the review has been sent forward to the supervisor or employee, all the information which you have entered is "locked" and date stamped. Therefore, if at a later date something changes, or you notice an error in something that has been previously entered, you simply need to make note of the desired change in the next box. The positive side of this is that you have a record of original goals even if they get changed during the year due to shifting priorities. The down side is of course that if you make a serious mistake and then send it forward, there is a permanent record of it, even though you can correct it in a later explanation. In the event of a massive error, the entire review can be deleted and reset back to a blank review. Contact HR if you need this to happen. Q: How do I submit a review to HR?
A: This option will appear at the end of the review UNLESS:
- The review was never sent to the employee. The employee must have at least seen the review and entered basic information and sent it to the supervisor for it to be able to be submitted
- The review has an incomplete required field. This is usually due to one of the "check boxes" being missed by either party (i.e. "We had a conversation about...").
- You are trying to submit it before July 1st. The option to submit it to HR will only appear after this date. This is to prevent accidental submission at mid-year or other period, which officially closes the review. Simply wait until after July 1st, and then submit it.