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Performance Evaluation Instructions

Tutorials:

PDF Exempt

PDF Non-Exempt

User Type Completion Instructions:

PDF Chair-Supervisor

PDF Dean-Administrator

PDF Vice President

Frequently Asked Questions

Login Information

How do I find the Performance Management System?

There are two ways to find the Performance Management System: Go to: https://jobs.indstate.edu/userfiles/jsp/shared/frameset/Frameset.jsp?time=1209568142612
or
Go to the Human Resources website and under the "Current Employees" heading click on the "Performance Management System Login" link in that section.

What is my User Name and Password?

Your user name and password is the same as your Novell user name and password. This is how you log into the system every morning or how you log in to view your direct deposit pay information.

How do I find my performance evaluation once I have logged in?

To start your evaluation, select "Start Evaluation." If you are considered support staff, select "Non-Exempt". If you are considered EAP, select "Exempt". Only select "Active Evaluations" after you have "Saved" your evaluation at any status. Do not create more than one evaluation.

Why can't I see my performance evaluation?

If you have more than one user type, on the left side of the page under ADMIN, select "Change User Type", select "Employee", and then "Change Group". If you are still unable to see your performance evaluation call Human Resources at 4114.

Logout Information

How do I save my work and logout?

When you are working on your evaluation, it is very important to save your work before logging out. If you have finished the process and submitted the evaluation on to your supervisor, you can proceed to the "logout" option on the left side column under the "ADMIN" heading. When logging back into the system, select "Active Evaluations". Do not create more than one evaluation.

What if I am not finished with my evaluation and I have to step away from my computer?

If you are going to be away from your evaluation any longer than 5 minutes or you want to save your work and complete your evaluation at a later time, make sure you save your work by clicking on: "Save And Stay On This Page" located at the bottom of each tab. Note: If you are going to be away from your evaluation for any longer than 5 minutes, be sure to save your work and logout of the system, this will prevent you from being timed out and losing any information you have entered. It is important to note that required fields must be complete prior to selecting "Save And Stay On This Page".

Required fields are denoted with a red asterisk. If you are in the "Job Factors" tab, you must make a selection in each job factor before moving to a different tab. Example: Select N/A for each job factor that you do not want to complete at the time. The "Job Factors" tab must be completed prior to submitting your performance evaluation to your Chair/Supervisor. To logout of the system, click on the word "Logout" that is located under the heading "ADMIN", on the left hand side. When logging back into the system, select "Active Evaluations". Do not create more than one evaluation.

Uploading Documents

How do I attach documents to my performance evaluation?

The first tab is the "Documents" tab. To attach a document, click on "Attach" under the heading "Attach/Remove". Click the "Browse" button and select the location on your computer where the document is located. Once you locate the document, select it and it will appear in the area titled "File Name". After you have selected the file, either double click or click on "Open". The attached documents are listed under the heading "Attached Document". If you have a document that is not in electronic format, bring the document to Human Resources and the document will be scanned and attached to the performance evaluation.

What type of documents can be attached to the performance evaluation?

Examples of documents that can be attached include organizational charts, certificates of completion, job related awards, performance improvement plans, and warnings, etc.

Is there a limit to the number or size of documents that can be attached to my performance evaluation?

Five documents can be attached to your performance evaluation. Please limit file size to 1.9 MB per document. If your document exceeds the maximum file size, please contact Human Resources for assistance at 4114.

Who can attach documents to my performance evaluation?

In addition to Human Resources, you and your immediate supervisor can attach documents.

Important Date Information

When is my evaluation due to my immediate supervisor?

Non-exempt staff (support staff) should complete and submit their performance evaluation to their immediate supervisor no later than May 1st.

Exempt staff (EAP) should complete and submit their performance evaluation to their immediate supervisor no later than June 1st.

When are evaluations due in Human Resources?

Non-Exempt staff need to submit their evaluation to their immediate supervisor by May 1st, the completed evaluation needs to be submitted to HR by June 1st.

Exempt staff need to submit their evaluation to their immediate supervisor by June 1st, the completed evaluation submitted to HR by June 29th.

What are the begin and end dates of the annual performance evaluation for non-exempt employees?

Evaluation Begin Date: April 1st of previous year.

Evaluation End Date: March 31st of current year

What are the begin and end dates of the annual performance evaluation for exempt employees?

Evaluation Begin Date: May 1st of previous year

Evaluation End Date: April 30th of current year

General Performance Evaluation Information

Who needs to complete a performance evaluation?

All non-exempt and exempt employees will initiate and complete a performance evaluation. Note: Temporary employees should check with their supervisor before beginning the evaluation process.

What if I am a new employee?

Every employee's productive effort is needed to achieve the quality services provided by Indiana State University. The work expected is set forth in the job description, which links employee job duties and performance expectations to meeting the organizational mission and objectives. The quality of work effort is recorded on the Performance Evaluation, which is the evaluation of job performance. Together, they are designed to help managers and employees:

· set performance expectations

· assess to what degree those expectations have been met

· document job strengths and weaknesses

· plan for improvement and/or development

· create a performance record, which may increase the employee's ability to compete successfully for promotion.

Can I save my work and continue my evaluation at a later time?

Yes. Select "Save And Stay On This Page" located at the bottom of each tab.

Note: If you are getting up from your computer and leaving your desk for more than 5 minutes, please go to "View Evaluation Summary" and select "Save" or "Save Without Submitting" then on the next page "Confirm" and log out of the system. Otherwise you will be timed out and lose your data. Required fields are denoted with a red asterisk. If you are in the "Job Factors" tab, you must make a selection in each job factor before moving to a different tab.

Example: Select N/A for each job factor that you do not want to complete at the time. The "Job Factors" tab must be completed prior to submitting your performance evaluation to your Chair/Supervisor.

Are comments required in the "Job Factors" tab?

You and your supervisor are encouraged to document your performance by making comments in each job factor category and comment section in the performance evaluation. If you or your supervisor rate your performance as "Outstanding", "Performance Needs Improvement" or "Unsatisfactory" in any of the job factors, comments are required. If your overall performance rating is "Outstanding", "Performance Needs Improvement" or "Unsatisfactory", your supervisor is required to make comments in the Chair/Supervisor comment section on the "Ratings" Worksheet tab.

How many words are allowed in each comment section?

The maximum number of words allowed in each comment field is 500.

Does the Performance Management System have spell check?

No. You can type your comments into a Word document, check your grammar and spelling, then copy and paste the comments into the performance evaluation.

Where can I find the Job Factor rating descriptions?

When you are logged into your evaluation, and under the "Job Factors" tab click on the link "Please click here for a list of rating definitions".

Where can I find ISU's Mission, Vision and Values?

Go here: irt2.indstate.edu/ir/index.cfm/sp/mission

Where can I find my job description?

You can view your job description by going to the upper left hand corner and under the heading "Position Descriptions", click on "View My Position", then select "View Summary" under the job title.

Why can't I calculate my 'Job Factors' score?

Due to a systems limitation, the "Job Factors" tab only has the capability to calculate the score based on the supervisor's rating. A request has been made to investigate the possibility that the system calculate both the employee and supervisor scores.

What do I do when I complete my performance evaluation?

There are two options. You may "Save Without Submitting" or "Submit to Chair/Supervisor". To review or continue to work on your performance evaluation later, select "Save Without Submitting". If you are finished with your performance evaluation and want to send it to your Chair/Supervisor, select "Submit to Chair/Supervisor". Click "Confirm" and a green check mark will indicate that the performance evaluation has been "Saved Without Submitting" or it has been "Submitted to Chair/Supervisor". Be sure to properly logout of the evaluation system

Am I required to meet with my supervisor to discuss my performance evaluation?

Yes. A meeting to discuss your performance must occur after the supervisor completes their portion of the performance evaluation and before the performance evaluation is sent to the next level supervisor. The discussion should include ratings and comments submitted by both the employee and supervisor, reviewing goals, objectives and plan from the past year and setting and future goals.

Are supervisors required to meet with their employees to discuss performance evaluations?

Yes. A meeting to discuss the employees performance must occur after the supervisor completes their portion of the performance evaluation and before the performance evaluation is sent to the next level supervisor. The discussion should include ratings and comments submitted by both the employee and supervisor, reviewing goals, objectives and plan from the past year and setting and future goals.

Can my supervisor make me change the information that I have written on my performance evaluation?

No. The information that you have entered on your performance evaluation should reflect a self-evaluation of your performance. After you have met with your supervisor to discuss your performance evaluation, you may choose to make changes to your performance review. If you choose to make changes, your supervisor must electronically return the performance evaluation for you to edit.

Do temporary employees need to complete a performance evaluation?

Not generally. Please check with your supervisor, as there are some exceptions.

What kind of comments should be on the performance evaluation?

Supervisor and employee comments should relate only to the job performance of the employee and be written in a professional, respectful, and constructive manner.

Performance Rating

How is the "Overall Score" on the "Rating Worksheet" tab determined?

Each performance rating (i.e. "Outstanding", "Good Performance", etc.) has a numeric value. The overall score is calculated using a straight average of all job factors excluding the "Not Applicable" rating. Your "Overall Performance Rating" is determined from the "Overall Score".

pdf-image  Performance Evaluation Ratings Definitions

What if I receive a rating of "Performance Needs Improvement" or "Unsatisfactory"?

Your supervisor/department will work with you to develop a performance plan that will provide guidance to improve your performance. The Performance Improvement Evaluation is part of the on-line Performance Management System. Your supervisor/department will contact Human Resources to start the Performance Improvement process.

Goal Setting

Why do I need to establish goals?

Goals are important to help employees plan for performance improvement, professional development and to contribute to departmental and University goals and objectives.

Examples of goals are:
Professional Development - degree completion, work related certifications, certificates of completion, developmental training, supervisor certification and computer skills training.

Performance Improvement Goals - Attendance, customer service, and job factors rated as "Performance Needs Improvement" and/or "Unsatisfactory".

How many goals do I need?

Three to six goals are recommended for each employee. However, some employees may have less than three or more than six.

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