To: Department Heads, Managers, and Business Officers
Fr: Ann Marie Musto, Associate Vice Chancellor and Chief Human Resources Officer
Re: 2023/2024 Performance Cycle for Policy-Covered (Non-Represented) Staff
*****This message is being sent to the dlistserv on behalf of UCSB’s Human Resources Department. Please do not reply to this message.*****
We are fast approaching the end of the 2023/2024 ePerformance evaluation cycle. The cycle began on April 1, 2023, and is set to end on March 31, 2024. By now, you should have completed steps 1 and 2 and be ready to embark on steps 3 - 5 of the ePerformance Evaluation cycle.
· Step 1: Define Criteria (Goal Setting)
· Step 2: Track Progress (Performance check-ins 1 and 2)
· Step 4: Evaluation in Progress
· Step 5: The Approval Process
NEXT STEPS FOR MANAGERS AND SUPERVISORS:
· Step 3: Finalize criteria - This is considered a supervisor's 'housekeeping' step.
·The supervisor selects “Finalize Criteria,” completing this phase. Adding goals/comments is neither expected nor required at this late stage of the performance evaluation cycle. The system notifies the employee that "Performance Criteria is complete."
· The Self Evaluation and Manager Evaluation are now open and accessible.
·No action is required by the employee.
· Step 4 - Evaluation in Progress - The supervisor enters the evaluations of their policy-covered employees into ePerformance by March 31, 2024, or soon after.
·Remember to save the document regularly so as not to lose your work.
·Or, you can create the final evaluation in a Google or Word document and cut and paste it into ePerformance.
· Step 5: The Approval Process - Be sure to follow the steps below in order to bring your team's performance evaluations to a “completed” status. The full description of these steps can be found in the Performance Development section of the HR website.
· SUPERVISOR submits employee evaluation for Manager Approval.
· MANAGER reviews and clicks "approve" on the Performance Document adding comments if needed.
·SUPERVISOR clicks "share with employee" and meets with the employee to discuss the evaluation.
·SUPERVISOR clicks "request acknowledgment" on the employee evaluation.
· EMPLOYEE clicks "acknowledge" on their evaluation (see Next Steps for Employees below).
·SUPERVISOR clicks "complete" on the employee's evaluation. Reminder: The second level of approval (MOM) no longer exists in the process.
Once these steps are completed, the evaluation is finished and you can begin planning for the next ePerformance evaluation cycle which goes from April 1, 2024, through March 31, 2025.
NEXT STEPS FOR EMPLOYEES:
· Step 4 - Evaluation in Progress - Employee enters their self-evaluation into ePerformance. The ePerformance system reflects a due date of March 15th however we understand that employees may need more time to complete their self-evaluation.
· Remember to save the document regularly so as not to lose your work.
·Or, you can create the final evaluation in a Google or Word document and cut and paste it into ePerformance.
· Step 5: The Approval Process - After the supervisor and employee meet to discuss the evaluation, the employee clicks on “acknowledge” to complete their part of the evaluation process.
Please note that if, after meeting with their supervisor, the employee wishes to make additional comments for their self-evaluation, the employee should create a Word document and request their supervisor attach that document to the final evaluation. If the evaluation is in the acknowledgment stage or beyond, please submit a ticket to us via ServiceNow (ucsb.service-now.com/hr).
ADDITIONAL RESOURCES AND FAQs:
o If there are questions regarding performance development:
§ Review the resources on the HR Performance Development website
o If there are questions regarding how to use the ePerformance module:
§ For Managers: ePerformance for Managers
§ For Employees: ePerformance for Employees
o For a demonstration on how to define criteria or conduct check-in:
§ Check out the recorded demonstrations
o If an employee has transferred into your department during the ePerformance evaluation cycle:
§ Confirm that the ‘reports to’ field on the position in UCPath is up-to-date.
§ Submit a ServiceNow ticket via ucsb.service-now.com/hr re
THE NEXT PERFORMANCE EVALUATION CYCLE - 2024/2025
A communication regarding the next performance evaluation cycle will be forthcoming in April 2024.
QUESTIONS
If you have any questions on the performance review process or ePerformance tool, please submit a ServiceNow ticket to the ePerformance Administrator at ucsb.service-now.com/HR.
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