E-Appraisal Frequently Asked Questions
- Background
- Timeline
- Training and Resources
- Work Flow
- Scoring Methodology
- Helpful Hints from the e-Appraisal Online Help Application
- Halogen Version 10 Changes
- Using the Comment Helper to Write Appraisals for Your Direct Reports
- Assigning Goals to more than one Employee
- Assigning Your Direct Reports to Another Manager
- Assigning a Third Party Reviewer
- Annotations
- Back buttons have been replaced with a color-coded navigation bar
- New Process Status Report shows you where you are in the overall process at any time
- Mini Profile lets managers know who they are currently evaluating
- Form can be saved and printed in pdf before submitting it as Complete
- Comment Helper text defaults to the text most appropriate to the assigned rating
- Chain Link icon next to Future Goals allows managers to link employee’s goals to HR department strategic goals
- 1. From the Home page, click the Supervisor completes appraisals for direct reports step.
- 2. Click the Edit Appraisal link for the chosen employee.
- 3. In the Competencies and Achievements section of the Performance Appraisal, click the Suggested Comments button for any of the listed competencies.
- 4. Click a rating from the Comment Level drop-down list. Categories related to the competency are listed in the first large text field. Choose a category and a Suggested Comment will appear. To use a comment with a more positive nuance, slide the scale toward the green button. For a more negative nuance, slide the scale toward the yellow button. (Note: the description automatically opens on Performance Meets Expectations.)
- a. Alternatively, you can choose a rating on the appraisal form first and then open the Comment Helper. The description will automatically open on whatever rating you have chosen. If you change the nuance of the comment, however, be aware that the rating on the appraisal form will not automatically change to match the nuanced comment. You will have to go back and change the rating accordingly if the new comment more appropriately matches a different rating level.
- 5. Click either the Male or Female radio button.
- 6. Click the Add to Your Comment button to move the selected comments to the Your Comment field. If required, you can edit the text in the Your Comment field to better suit your thoughts. You may also add additional comments, using other subcategories.
- 7. You can choose to add a Coaching Tip by clicking on the Coaching Tip tab at the top of the Comment Helper dialogue box. Select a category and a coaching tip title. A Suggested Comment will appear with a coaching tip to help the employee improve or develop. Click Add to Your Comment and modify the text if you wish.
- 8. When you have finished, click the OK button.
- 1. From your Home page, click the Supervisor completes appraisals for direct reports link.
- 2. Select all of the employees for whom you would like to add a common goal by selecting the checkbox next to their names. You can select all of your employees at once by selecting the checkbox at the top of the Employee Name list.
- 3. Click the Add New Goal button.
- 4. Enter a Title, Description, Due Date, Measurements, and any other information about the goal. You can also link the goal to an HR organizational goal by clicking on the yellow chain link icon on the left. Choose a goal(s) and then click the Copy and Link or Link button (depending on what you want to do).
- 5. Click OK when finished.
- 1. From your Home page, click the Supervisor completes appraisals for direct reports step.
- 2. Select the check box(es) next to the Direct Report(s) you want to assign to a new manager.
- 3. Click the Assign to Other Manager button.
- 4. Enter the manager’s last and/or first name in the Search fields. You can also choose to display the manager’s email address by choosing Email Address from the Show additional information drop-down menu. Click Search (if necessary).
- 5. In the Available Employees field, select the manager you want to assign your Direct Report(s) to, and then click OK.
- 1. From the Home page, click the Supervisor completes appraisals for direct reports step.
- 2. Click the Edit Appraisal link.
- 3. Click the Send for Review button.
- 4. Enter the manager’s last and/or first name in the Search fields. You can also choose to display the manager’s email address by choosing Email Address from the Show additional information drop-down menu. Click Search (if necessary).
- 5. In the Available Employees field, select the manager you want to send your Direct Report’s appraisal to for review.
- 6. Click the Send button.
- 1. From the Home page, click the Supervisor completes appraisals for direct reports step.
- 2. Click View Appraisal for the employee whose form was sent to a third party for review.
- 3. Click the Cancel Review button.
- 4. Click OK.
- 1. Within the form, click the Add Annotation icon at the bottom right of the Competency for which you would like to enter an annotation.
- 2. In the New Annotation field, enter a note.
- 3. Click OK when finished.
- 4. Click the red exclamation mark icon to open the annotation.
- 5. Read the annotation and respond (if applicable) by creating your own annotation in the New Annotation field.
- 6. Click OK when finished.
Background
Why are we using an online system?
Using an online system allows us to create a consistent format and process to be used by the whole department. It is expected to improve the effectiveness, efficiency, and value of the overall process. (7/22/10)
Timeline
When will the performance evaluation process start?
This year’s eAppraisal process opens on Monday, June 27. (6/17/11)
What’s the deadline to complete the performance appraisals for my unit?
September 30 is the deadline for all HR units to complete performance appraisals. The eAppraisal workflow sets target dates for completing each step in the workflow (see below for more information about the workflow).
| Step | Due Date | |
| Process Opens | 6/27/2011 | |
| Employee Writes Self-Appraisal | 7/15/2011 | |
| Supervisor Writes Employee Appraisal | 8/12/2011 | |
| Supervisor Meets with Employee to review Appraisal | 9/2/2011 | |
| Sign-off by Employee | 9/14/2011 | |
| Sign-off by Supervisor and Second-Level Supervisor | 9/30/2011 | (6/17/11) |
We are at a very busy time of year for our unit and we’re concerned about the timeline. Is there any flexibility with the dates?
The performance appraisals are an important part of our jobs, and employees and supervisors are expected to make time available to complete the process. If you are concerned that critical business needs may prevent your unit from meeting the deadline, you should discuss this in advance with your Director or Executive Director. (8/20/10)
Training and Resources
Is there an online tutorial that shows how the eAppraisal application works?
Web-based tutorials for Employees and Supervisors are available for viewing anytime at the UCOP Learning Center http://www.ucop.edu/ucoplearningcenter/. Logon to the system and search for Halogen Tutorials. This is a great way to become familiar with all the features available in the system. (6/17/11)
Does the eAppraisal application have an online Help feature?
You can access online help for the eAppraisal application at any time by using the Help link. This link will always be located in the upper right hand corner of your screen while you are working within eAppraisal. Select Help, then choose eAppraisal. An indexed, searchable help document will launch. (8/20/10)
If I have more questions, whom do I ask?
If you have questions or need help with the appraisal process or using the online tool, email us at
eappraisal@ucop.edu.
The members of the workgroup are also available to answer your questions and talk with you about the process:
John Fox, 987-0314, john.fox@ucop.edu
Rachael Howard, 987-9859, rachael.howard@ucop.edu
Rob Pettit, 587-6169, robert.pettit@ucop.edu
Bill Ryan, 987-0837, william.ryan@ucop.edu
Elly Skarakis, 987-0888, eleanor.skarakis@ucop.edu
For technical questions, please contact:
Rachael Howard, 987-9859, rachael.howard@ucop.edu
Sylvia Jiang, 987-0320, sylvia.jiang@ucop.edu
Work Flow
What steps need to be done to complete the appraisal process?
There are six steps in the appraisal process; some are completed by the employee, some by the employee’s supervisor, and a final signature by the second-level supervisor (the supervisor of the supervisor).
When a step is marked as complete in the Halogen application, the next step is ready for action. (8/20/10)
Can supervisors start the appraisals for their direct reports before the employees’ self-appraisals are done?
Yes, the supervisor can begin working on the employee’s appraisal immediately. When an employee’s self-appraisal is complete, it will be available to be viewed by the supervisor. (8/20/10)
Do I have to wait to receive a notification email before I take the next step in the process?
No. Notification emails about tasks to be completed are batched and sent overnight, but you do not have to wait to receive the notification before you work on the next step. The self appraisal and the supervisor appraisal of the employee can be done at the same time, but after that each step has to be completed sequentially in the eAppraisal process before the next step can begin. Once a previous step is marked as complete, the next step will become available for action. (6/17/11)
How can I tell where I am in the process?
During the appraisal process, you have the ability to see where you are in the process at any time. From your Home page, click on the Status link. A list of all of the steps in the process will appear, along with the due dates and person responsible for each step.
If you are a supervisor, you are also able to see the status of your employees’ appraisals at any time. From your Home page, click on the Status link. A list of all of the steps in the process will appear, along with how many of your direct reports’ appraisals have been completed for each step. You can also click on Task Status from your Home page, and more detailed status information will appear. (6/17/11)
Will a hard copy of the appraisal be put in my personnel file at the end of the process?
Yes, as in past years, the final copy of your performance appraisal with electronic signatures will be saved in your personnel file. (8/20/10)
Scoring Methodology
How is the Overall Score calculated?
Except for exclusively represented employees, the Overall Score is calculated based on the rating for Past Goals and Achievements (50% of the overall) and the total score for the Competencies and Achievements section (50% of the overall). (8/20/10)
How is the total rating for the Competencies and Achievements section calculated?
Except for exclusively represented employees, the total score for the Competencies and Achievements section is an average rating of all of the competencies. Each competency is weighted equally. If the supervisor marks a competency as “Not Applicable,” that score is not factored into the total score. (8/20/10)
The Overall Score shows a number to one decimal place, for example 3.6. How do I translate that to the overall performance ratings from 1 to 5?
An Overall Score of 4.5 to 5 indicates Exceptional Performance
3.5 to 4.4 Above Expectations Performance
2.5 to 3.4 Performance Meets Expectations
1.5 to 2.4 Improvement Needed Performance
1.0 to 1.4 Unsatisfactory Performance
(8/20/10)
Some competencies don’t seem to apply to my job. Should I mark them “Not Applicable”?
Employees and supervisors should rate all competencies unless directed otherwise by the Executive Director for your area. If you have a question about whether a competency applies to your job, ask your supervisor for guidance. (8/20/10)
How is the overall rating determined for represented employees?
The form for represented employees is unchanged from previous years. The system will not generate an automatic score. The employee’s overall rating is determined by the supervisor. (8/20/10)
Helpful Hints from the eAppraisal online Help application
Halogen Version 10 Changes
In May 2011, the HR department upgraded to Halogen version 10. This upgrade was part of our existing service agreement and was done at no additional cost. The changes to version 10 allow the user to personalize the tool to define how tasks, goals, etc. are displayed. Some of the other changes include:
You are encouraged to customize the tool to your preferences by exploring these and other changes available in version 10.
Using the Comment Helper to Write Appraisals for your Direct Reports
The Comment Helper presents a list of comments that you may use to explain your competency ratings when completing an appraisal form for an employee. You can use these comments as they appear, or you can edit them to customize your comments to better suit your thoughts. (Note: the comment helper feature is not available to be used by employees completing their self-appraisals.)
To Use the Comment Helper:
The comment is then added to the Comments field for the Competency.
Assigning Goals to more than one Employee
This may be useful if you have a common goal which you would like to add for more than one employee. To add goals for multiple employees at once:
You will receive a confirmation box indicating the total number of goals assigned. You can repeat this procedure for any additional goals.
Assigning Your Direct Reports to Another Manager
As a manager, you can assign Direct Reports to another manager. You can do this if you think a different manager would be better suited to write the employee’s appraisal, for example if the employee worked for the other manager during the past review period. IMPORTANT NOTE: When you assign your Direct Report to another manager, the other manager will be expected to complete all of the Supervisor’s steps in the eAppraisal process, unless the manager reassigns the employee back to you.
To Assign a Direct Report to Another Manager
The Assign to Other Manager window displays.
Assigning a Third Party Reviewer
You may send an appraisal to a third party manager for review. For example, if an employee worked for a manager other than the current manager, that manager may be asked to review the employee’s appraisal.
To Assign a Third Party Reviewer
To Retrieve an Appraisal
This will return control of the appraisal form to the sending manager.
Annotations
Annotations can be used as margin notes to ask questions and/or pass information between managers, second level supervisors, and employees. In the appraisal process, annotations are used for approval steps and Third Party Review. Employees should not use annotations on their self-appraisals.
Please note that when you enter an annotation, the plus sign will disappear from the annotation icon, indicating that an annotation has been created. You can view the annotation by clicking on the annotation icon.
- If an annotation has been created for you to read, a blue banner will appear at the top of the form.
-New annotations are indicated by a red exclamation mark. You must read all annotations before you can submit the form.
Once opened and read, the Annotation icon will be updated to a green annotation icon and you may now submit your form by clicking the Complete button. Note: Annotation notes cannot be saved or printed. Use cut and paste if you want to add text from an annotation to the appraisal form.