Questions and Escalation Path
Identify which employees are missing. Are they MaPS or Support staff?
When did this employee start?
- MaPS: Hires/transfers/promotions after April 1 of a given year will not participate in the upcoming annual review. They will participate in the next performance cycle, starting in July.
- AUPE: New hires who join after October 1 of a given year will not participate in the upcoming annual reviews, given that they have not yet passed probation. They will participate in the next performance cycle, starting in April.
Did this employee recently join your team?
- If so, their performance document may need to be transferred from their previous manager. Contact UService for assistance.
If the employee started before the dates listed and is not a recent addition to the team, their performance document was not automatically created.
- Managers can request performance documents for their direct reports that don’t have one:
Request an online document or complete an assessment using a paper document. Employees can use a paper document to complete the self-assessment.
- Employees can request online performance documents for themselves. Refer the individual to the document request webpage on the HR Website
The employee may now report to another manager. This requires that the performance document be transferred. Contact UService for assistance.
If the employee has left the university, their performance documents are cancelled automatically after a short delay. If the document lingers beyond 15 days post-termination, escalate to Talent Development.
This means that the previous year’s document has not been completed; an outstanding step requires completion by the manager or employee.
The document status can give a clue to the required action:
- Pending Acknowledgement = Employee must access document and click "Acknowledge"
- For all other statuses, it generally means that the previous year’s review was not properly completed. The manager should either complete the review or request it be cancelled.
- If the issue is not resolved through this process, escalate to UService.
If you have not yet started the self/manager assessment, you can add/edit/delete goals.
Refer to the Add/Edit Goals Quick Reference Guide.
If you have started the self/manager assessment but now I want to make changes to goals, achievements, check-in notes, mid-year review, etc. please note: The goal-setting step can be re-opened after the assessment has begun but will delete any assessment ratings/comments that have been entered by employee or manager.
- If you wish to proceed with re-opening the goal-setting step, it is strongly recommended that both the manager and employee save any comments/ratings in a separate Word document.
- Only proceed with this option if you have confirmed that your employee is okay with losing their entries. In general, we recommend that goal revisions are indicated as a comment instead.
- Contact UService for assistance. Once the goals are reopened, the manager/employee can now revise the relevant section. When completed, the manager must click "launch final assessment".
It’s likely that you have not launched the final assessment, or it hasn’t been launched automatically by Talent Management yet.
The employee has not yet submitted their self-assessment or did not enter comments for that section.
It is recommended to ask your employee to complete their self-assessment, referring to this Quick Reference Guide.
This requires the evaluation be re-opened. This will not harm comments or ratings that have been entered.
- Self-assessments: Managers can perform this task. View the performance document and select the self-assessment in the left-hand navigation. Click "reopen", which appears just above the navigation tabs.
- Manager Assessments: When the manager assessment is submitted it gets pushed back to the employee for acknowledgement. Contact UService for assistance in reopening the manager assessment. It is important to follow up with the employee to review any changes to the manager assessment.
Generally speaking, a performance review is recommended for any employee who works at least 3 months of the performance year.
If the employee is away during the normal timing of annual reviews, a self-assessment is not necessary.
In this case, the manager is expected to complete their assessment and click "share with employee".
- Option 1: The annual review meeting can be delayed until the employee returns.
- Option2: The manager can override employee acknowledgement, given that they are away.
- Option 3: The review may be cancelled for employees who were absent for more than half of the performance year.
If the employee received their final probation review between November and March, then an annual performance review is not required. A new annual document will be created for them in the next performance cycle, starting in April (for Support Staff only).
If performance concerns arise, contact the assigned Faculty/Unit HR Partner.
Although managers and employees are encouraged to follow the annual review timelines communicated by Human Resources, we do understand that there may be unique challenges. If you are unable to meet the suggested timelines, please work with your employee to determine dates that work best for both of you. The annual review document will remain active after the performance year deadline and will allow for editing as required.
The most important aspect of the annual review is ensuring you are connecting with your direct reports and having the conversation.
At this time only one manager may be assigned to the performance document in PeopleSoft. If you have an employee who has a second reporting relationship, we recommend partnering on the annual review together.
The manager assigned to the document will be the only person with access to add comments.
Record Goals & Achievements: Employees and managers record performance information throughout the year. At year-end, managers click "Launch final assessment". This locks goals and opens the self-assessment and manager assessment and pushes the document into “Evaluation in Progress” status.
Evaluation in Progress: Both the employee and manager complete the assessments. When ready to share ratings and comments, managers click "share with employee", moving the document into “Pending Acknowledgement” status.
Pending Acknowledgement: Employees click "Acknowledge’". Once acknowledged, the document moves to “Completed” status.
Completed: The employee and manager have successfully completed all steps of the annual review process. Once in “Completed” status, the document is filed under “Historical Documents” in PeopleSoft.