Conclude the 2020-2021 Performance Year

Instructions

For audit purposes, submit signed PY 2020-2021 performance feedback forms for policy-covered (non-represented) staff
via the secure email drop box:  smo-ucsbeval@ucsbconnect.onmicrosoft.com


1. Scan
 
Scan each signed performance feedback form to an individual file
 
2. Apply Naming Convention

 
Save each feedback form as a unique PDF
Create a file name for each individual's form using the following naming convention: 
LAST NAME_ FIRST NAME_DEPT CODE.pdf    (e.g. “SMITH_JOHN_CHEM.pdf”)
 
3. Attach
 
Attach the signed PDF to an email message
 
4. Enter Subject Line

 
Enter the DEPARTMENT NAME and EMPLOYEE NAME on the email subject line (e.g. “CHEM - JOHN SMITH”)
Multiple Evaluations? If attaching multiple PDF documents to a single email message,
enter “MULTIPLE” on the email subject line and list the employee names in the body of the email message
 
5. Email
 
Send your emails to: smo-ucsbeval@ucsbconnect.onmicrosoft.com 
This is a secure site that has been set up for HR to receive and store electronic copies of the performance evaluations

Do not scan multiple evaluations into one PDF document. 

NOTE:   ePerformance early adopters who utilized ePerformance for the PY 2020-21 do not need to submit the Performance Feedback form to the email address listed above; those evaluations are automatically stored in UCPath. 

ePerformance logo - innovative performance development

2021-2022 Performance Year

UC Santa Barbara implements a new forward-thinking, modern approach to performance development!

Beginning April 2021, all career, non-represented, policy-covered staff and their supervisors will participate in ePerformance. Our objective is to integrate our simplified process into a paperless system that incorporates goal-based, forward looking, coaching conversations throughout the performance year.

 

ePerformance (aka: Performance Workcenter) is a module in UCPath that runs on a 12-month performance cycle, from April 1 through March 31 each year.  ePerformance provides a web-based means to document goals and coaching conversations at regular employee-supervisor check-in meetings, culminating in the annual self-evaluation and supervisor's annual performance review.

Get to Know the ePerformance Process

ePerformance blends two concepts - Performance DEVELOPMENT and Performance EVALUATION - into one unified process. Each concept has its own unique phase and steps.

Performance DEVELOPMENT Phase

Supervisors and Employees collaborate to develop goals, track progress, and document strengths and accomplishments, responsibilities, and areas for development. This phase is a workspace for the Performance Development process.

This is an ongoing conversation throughout the year.


ePerformance STEPS during Performance DEVELOPMENT 

  1. Define Criteria (goal setting)

  2. Track Progress - Checkpoint #1

  3. Track Progress - Checkpoint #2

  4. Track Progress - Finalize Criteria

Performance EVALUATION Phase

The employee and supervisor work independently to summarize the performance year and complete the approval and evaluation process. Each takes turns executing specific tasks to COMPLETE the evaluation and close the performance cycle.

This phase marks the formal Performance Evaluation process.


ePerformance STEPS during Performance EVALUATION

  1. Evaluation in Progress - Self Eval

  2. Evaluation in Progress - Supervisor Eval

  3. Approval -  Supervisor's Manager (M.O.M.)

  4. Shared (+ Acknowledgement) - Supervisor + Employee

  5. Complete - Supervisor

Get to Know the ePerformance Document

About the Performance Document

The Performance Document is an electronic form and has 4-sections (Strengths and Accomplishments, Responsibilities, Goals, Development), with space for the employee and supervisor to set goals and make comments regarding the employee's performance development throughout the performance evaluation cycle. As you work through your document, remember to Save Early and Save Often!

Access Performance Documents

Employees:  UCPath Dashboard > Performance Workcenter > Employee Self Service > My Current Performance Docs > UCSB Annual Review

Supervisors:  UCPath Dashboard > Performance Workcenter > Manager Self Service > My Teams Performance Docs > Select Employee Name

Demonstrations

Offered at each phase of the Performance Cycle. An announcement will be sent with a zoom link and more details.

Toolkit For Supervisors + Managers

 

  1. Login to UCPath
  2. Select "Performance Workcenter" from the left side menu of the UCPath Dashboard
  3. Select Current Team Docs under Manager Self Service
  4. Select the NAME of the respective employee
  • Probationary Documents - Workflow/Due Dates
    Review the timing of checkpoints and due dates for Probationary employees.
    Probation documents are created within 2-4 weeks of a career employee beginning probation.

    There is no Define Criteria phase on a Probation Document.

Sometimes a supervisor may inadvertently approve a phase in ePerformance before the employee has a chance to participate. If this is the case and no action has been taken to update or save the subsequent phase, the supervisor can REOPEN the prior phase.  

  1. Login to UCPath and open the employee’s performance document 
  2. Select the phase you want to access from the left side menu of the UCPath Dashboard (Example: DEFINE CRITERIA) 
  3. Select REOPEN from the sub-menu that now appears under Define Criteria 
  4. Click the REOPEN BUTTON that now appears in the upper right corner of the ePerformance screen 
  5. Confirm and refresh.

The performance document is now open in the prior phase.

If you are unable to successfully reopen the document after following these instructions, please submit a ticket to the ePerformance Administrator via HR ServiceNow (Position Management-Workforce Administration)

Manager Self-Service Screenshot

Team Current Performance Docs

  • See all current Performance Documents for employees who report to your positions
  • Click on an Employee Name to open their Document

Team Historic Performance Docs

Once a Performance Document is completed, documents move from “Teams Current Performance Docs”

  • Find all complete Performance Docs for employees who report to your position here.

View Workflow Approval Status

  • Find the approval status of employees’ Performance Documents once they have been submitted to your supervisor (MOM) for approval.
  • Read approver comments here also

Please submit a ticket to HR ServiceNow and select Position Management and Workforce Administration.
When an employee's Supervisor changes or needs to be updated on the Performance Document, the document can be re-assigned to a new supervisor.  

To request a document transfer, the Supervisor opens a ServiceNow ticket with HR and provides the following information:

  • Explain in the ServiceNow ticket why the document(s) needs to be transferred
  • Include the employee’s Name, Employee ID, and Department
  • Include the current supervisor’s Name, Employee ID, and Department
  • Include the new supervisor’s Name, Employee ID, and Department

The Supervisor's Manager should follow the link in the email titled “Request Requires Approval” or ... login to UCPath as described below to approve the Supervisor's Evaluation of employee.

Approve Performance Docs screenshot

 


OPTION 1:
Access Document via Email to Supervisor's Manager, requesting Approval:

Screenshot of email to supervisor's manager


OPTION 2:
Access Document via UCPath Dashboard:

  1. Login to UCPath
  2. UCPath Dashboard > Performance Workcenter > Manager Self Service > Performance Management > Approve Documents > Transaction to Approve

 


ACTION REQUIRED:

Approve or Deny the document, adding comments as needed

Manager Approval Screenshot


 

 The supervisor has several actions steps throughout the APPROVAL process which are not prompted by the system. Be sure to follow the steps below in order to bring your team's performance evaluations to a completed status. 

  1. SUPERVISOR submits employee evaluation for Manager Approval
  2. MANAGER reviews and clicks "approve" on the Performance Document adding comments if needed
  3. SUPERVISOR clicks "share with employee" and meets with employee to discuss the evaluation
  4. SUPERVISOR clicks "request acknowledgement" on the employee evaluation
  5. EMPLOYEE clicks "acknowledge" on their evaluation
  6. SUPERVISOR clicks "complete" on the employee's evaluation

Get to Know Cognos Reports for Supervisors

​Track the status of department Performance Documents with Cognos Reports R-243 and R-244

R-243 Performance Appraisal StatusProvides document status for all records in the DEFINE CRITERIA through ACKNOWLEDGED phase(s). Once an employee's Performance Document is complete, the employee will no longer be listed on this report.

R-244 Performance Completion StatusProvides document status for all records in DEFINE CRITERIA through COMPLETE. All employees' Performance Documents will be listed on this report, including those that are complete.

Time-Sensitive Checklist for All Employees 

 


As you move through ePerformance, we encourage you to schedule a performance development STRATEGY using the checklists to the right and then explore the resources below. Supervisors can get started by going to the Learning Center to review UC Performance Management Overview and continue on to additional Performance-related courses as listed below.

 

 

 

 

Due April 30 

  • Supervisors and Employees meet to discuss goals
  • Determine who enters goals into the system
  • Confirm all goals identified are SMART and outcome-driven
  • Supervisors confirm with Employees that all goals are entered into ePerformance
  • Supervisors complete Define Criteria

Due October 1 

  • Supervisors and Employees enter comments on each tab
    -  Strengths + Accomplishments
    -  Responsibilities
    -  Progress toward Goals
    -  Development Opportunities
  • Supervisors and Employees meet to discuss each tab
  • Supervisors and Employees update comments as needed
  • Supervisors complete Checkpoint 1

Due December 18 

  • Supervisors and Employees enter comments on each tab
    -  Strengths + Accomplishments
    -  Responsibilities
    -  Progress toward Goals
    -  Development Opportunities
  • Supervisors and Employees meet to discuss each tab
  • Supervisors and Employees update comments as needed
  • Supervisors complete Checkpoint 2
  • Supervisors complete Finalize Criteria

Due March 15

  • Employees review comments on each tab
    -  Strengths + Accomplishments
    -  Responsibilities
    -  Goals
    -  Development
  • Employees Update and Formalize comments
  • Employees complete Self Evaluation*


* Employee Self Evaluation comments embed in Manager Evaluation and are read-only

Due March 31

  • Supervisors review comments on each tab
    -  Strengths + Accomplishments
    -  Responsibilities
    -  Goals
    -  Development
  • Supervisors review Self Evaluation
  • Supervisors update and formalize comments
  • Supervisors submit Manger Evaluation for approval
  • Supervisors share Manager Evaluation with Employees
  • Supervisors request acknowledgement
  • Supervisors complete Evaluation

Ask yourself a few questions as you populate each comment box, and remember:  Save your work often to avoid unexpected data loss. 

Strengths + Accomplishments

  • What are you good at?
  • What have you done lately?
  • Any small or large achievements?
  • How do you contribute?
     

Responsibilities

  • What is on your Job Description?
  • Did you take on any additional responsibilities?
  • Have competing priorities impacted your workload?
     

Goals

  • What do you want to achieve this year?
  • How can you help your unit or department achieve their overall goals?
  • What are your career-development goals?

 

Development

  • Is there a training course you'd like to take?
  • Do you need additional support to do your job?
  • Does something in LInkedIn Learning Interest you?
  • Are there new skills you'd like to learn?

Step-by-Step ePerformance Guide for All Employees

 

STEP 1

Due April 30

Step 2

Due Oct. 1
Due Dec. 18

 

Track Progress (Checkpoint) Resources 

Recommended for All Employees


Recommended Supervisor Courses

Available in the Learning Center

  • UC Performance Management Overview
  • UC Coaching for Performance and Development
  • UC Giving and Receiving Feedback 
  • Identifying the Root Causes of Performance Issues

STEP 3

Due Feb 28

Finalize Criteria (Supervisors only) Summary

Finalize Criteria can be completed immediately upon approving Checkpoint 2, but no later than February 28. This is considered a supervisor's 'housekeeping' step. No action is required by the employee.

  1. Supervisor selects “Finalize Criteria,” completing this phase.  Adding goals/comments is neither expected nor required at this late stage of the performance evaluation cycle.
  2. The system notifies the employee that "Performance Criteria is complete."
  3. The Self Evaluation and Manager Evaluation are now open and accessible.

STEP 4

Due March 15

Evaluation in Progress Resources

The Self Evaluation:    Recommended for All Employees

The Manager Evaluation:    Recommended Supervisor Courses

Available in the Learning Center

  • Conducting Performance Appraisals
  • Dealing with Negative Reactions to Performance Feedback
  • UC Performance Management Overview
  • UC Coaching for Performance and Development
  • UC Giving and Receiving Feedback 
  • Identifying the Root Causes of Performance Issues

STEP 5

Due March 31

The Approval Process

The supervisor has several actions steps throughout the APPROVAL process which are not prompted by the system. Be sure to follow the steps below in order to bring your team's performance evaluations to a completed status. 

     

 

 

 

 

 

 

 

 

  1. Login to UCPath
  2. Select "Performance Workcenter" from the left side menu of the UCPath Dashboard
  3. Select Current Team Docs under Manager Self Service
  4. Select the NAME of the respective employee

ACTION:  Supervisor opens Employee's performance document and clicks SUBMIT and AWE moves the document directly to the supervisor's manager for APPROVAL

RESULT:    Manager receives email notification that the Supervisor is requesting approval on the selected Performance Evaluation.

  1. Approve via email Link
    The manager receives an email notification titled "Request Requires Approval" indicating that they have a performance evaluation to review and approve. Follow the link provided to access the Performance Document submitted for approval.
     
  2. Approve without email link via UCPath Performance Workcenter:
    UCPath Dashboard  >  Performance Workcenter  >  Manager Self Service  >  Performance Management  >  Approve Documents > Transaction to Approve


    ACTION:   Manager clicks “APPROVE” or "DENY," adding comments as needed

    RESULT:     Supervisor receives email notification indicating their Manager approved the selected Performance Evaluation.

Upon the Supervisor receiving the email notification that their Manager approved the employee's Performance Evaluation, the Supervisor Shares the evaluation with their employee.

ACTION:   1) Supervisor opens selected performance document and clicks “Share with Employee"
                  2) Supervisor and Employee meet to discuss the employee's Performance Evaluation

RESULT:     Employee receives email notification indicating their Performance Evaluation is available for their review

After sharing the evaluation with the employee and meeting to discuss, the Supervisor must request that the employee acknowledge having received their Performance Evaluation.

ACTION:   Supervisor opens selected performance document and clicks “Request Acknowledgement"
                  
RESULT:     Employee receives email notification requesting they acknowledge having received their Performance Evaluation

The employee receives an email notification requesting that they acknowledge having received their Performance Evaluation.
 

ACTION:   Employee opens their performance document and clicks “Acknowledge"
                  
RESULT:     Supervisor receives email notification indicating the employee acknowledged  their Performance Evaluation 

The Supervisor receives an email notification indicating that the employee acknowledged the Performance Evaluation.

ACTION:   Supervisor opens their employee's performance document and clicks “Complete"

RESULT:     The Performance Evaluation is now complete

Once complete, the employee's performance document moves to TEAM'S HISTORIC DOCUMENTS. No further action required.

Questions?

Please contact us through:   HR ServiceNow

HR ServiceNow