a roadmap to effective staff performance appraisals annual... · effective hiring performance...
TRANSCRIPT
A Roadmap to Effective Staff Performance Appraisals
Overview
Appraisal Timeline .………………………………………..Access the Appraisal System (Cornerstone) …………..Supervisors: Check Reporting Structure ……………….All Staff: Verify FY 2019-2020 Goals ……………………Staff Self-Assessment …………………………………….Staff Appraisal ……………………………………………..Digital Signatures ………………………………………….
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Collin College’s Performance Appraisal Timeline
Who Is Evaluated
All full-time staff New hires with start dates prior to May 1 of the current year Employees hired after May 1 will receive only 90-day evaluations HR coordinates 90-day evaluations
June 14
7/31One-on-one appraisal meetings
Employees and managers digitally
sign
2
4 3
5 7
Employees confirm FY19-20 goals are
in Cornerstone
TODAY
Managers complete appraisals up to “Stop” page, click “Save
and Exit,” and schedule meetings
6
6/14
2
34
5 6 7
Employees complete self-assessments
Managers make any agreed-upon edits to appraisals and click “Submit”
Appraisal Timeline
Managers confirm reporting relationships are
correct in Cornerstone
14/15
5/1
Access the Appraisal System (Cornerstone)
Access the System
CougarWeb > My Workplace > Cornerstone
Supervisors: Check Reporting Structure
Step 1: Must be Completed Prior to Beginning Appraisals.
Review Team Details Hover (do not click) on the Home tab Click Universal Profile Review the reporting structure under Team Email [email protected] if corrections are needed
All Staff: Verify FY2019-2020 Goals Are In
CornerstoneStep 2: Must be Completed Prior to Beginning Appraisals.
Check Your Action Items If you went through the evaluation process last year, your goals
should be here under your Action Items To review goal details, click the goal
Review Goal Details
Review goal content If you need to edit or
cancel a goal, use the drop-down menu Note: Changes will
require supervisor approval in the system
You can also add files to provide more details related to a goal
Click Done when finished
Goal Title
Goal Details Here
Use the Goals Menu If your goals do not appear under Action Items, try the goals menu Hover (do not click) Performance and select Goals Click on the goal to verify each is in Cornerstone Use the drop-down menu to edit or cancel a goal Note: Changes will require supervisor approval in the system
Goal Title
Goal Title
To Add a Goal Under Performance > Goals, click Create Enter all goal details and click Submit
Staff Self-Assessment
Your Self-Assessment
Read your job description and note your performance of duties Document
Success toward FY19-20 goals College service and involvement Professional development and training
In Word, rewrite notes and organize by performance indicators and achievements
Performance Indicators All full-time staff
Essential Job Functions (greatest consideration) Customer/Client Service Communications Decision Making/Problem Solving Initiative Balance of Quality and Quantity of Work Demonstration of Core Values
Staff in supervisory roles Effective Hiring Performance Management Team Building Delegation
Tips for Your Self-Assessment
Include facts and figures to quantify results“Outperformed 2018-2019 student satisfaction goals by more than 135 percent.”
Tie individual contributions to team successes“By contributing my expertise in [skill], our team was able to accomplish [achievement].”
Use action verbs“Overhauled”
“Accelerated”
“Enforced”
“Displayed”
Use “I”Unlike in traditional business writing, it is OK to use “I.” Vary your sentence structure to avoid redundancy.
Be honest and criticalUse phrases like
“I want to work on this area.”
“This is what I've learned.”
“This is what we should do going forward."
Use spellcheck and proofreadYou don’t want your manager to be distracted by typos and mistakes.
Launch the Self-Assessment
Check your Action Items to launch the assessment
Click Get Started to begin Click Save and Exit if you
need to exit the assessment at any time
Identify Achievements
List noteworthy achievements during the appraisal period
Click Save and Continue when ready to move to the next portion of the assessment
Identify Achievements
List noteworthy achievements during the appraisal period
Click Save and Continue when ready to move to the next portion of the assessment
Complete Ratings for Performance Indicators
All staff must complete indicators (A) Essential Functions through (G) Demonstration of Core Values
Select Improvement Needed, Meets Expectations, or Exceeds Expectations from the drop-down menu Remember to add comments if
you give yourself a rating of Improvement Needed or Exceeds Expectations
When finished, click Save and Continue
Complete Ratings for Performance Indicators
If you do not supervise others, select Not Applicable for (H) Effective Hiring through (K) Team Building
If you supervise others, Select Improvement Needed, Meets Expectations, or Exceeds Expectations for indicators (H) through (K) Remember to add comments if
you give yourself a rating of Improvement Needed or Exceeds Expectations
When finished, click Save and Continue
Reminder: Performance Ratings
Needs Improvement
Meets Expectations
Exceeds Expectations
Exceeds Expectations Clearly and consistently exceeds job expectations Initiates and completes exceptional work beyond job functions Demonstrates competencies and core values in an outstanding manner Terms such as “outstanding” and “impressive” apply This is reserved for the highest performers on your team and across the district
Comments must be provided for all ratings of Exceeds Expectations in the self-assessment and appraisal
Meets Expectations Successfully performs essential job functions Demonstrates core values Performance is satisfactory in all major respects, such as quality, timeliness,
results, etc. Consistent, positive progress is occurring One or more of the terms “usually,” “frequently,” “successfully,” or
“effectively” applies
Needs Improvement Performance of essential job functions is ineffective or problematic Inconsistent demonstration of competencies Inconsistent demonstration of core values Not engaged and does not contribute to the job, division, or Collin College One or more of the terms “occasionally,” “marginally,” or “inadequately” applies Received multiple Level I actions without significant improvement/change Received a Level II disciplinary action during the performance period
Comments must be provided for all ratings of Improvement Needed in the self-assessment and appraisal
Review 2019-2020 Goals
For each goal, select whether it was Completed, Partially Completed, or Not Completed
If your goals are not visible here, please refer back to the Checking Goals instructions
Click Save and Continue when finished
Goal TitleGoal Details
Set Goals for 2020-2021 Click Add Goals and add all goal details Click Save and repeat as needed You should have a minimum of three goals Consider goals that enhance
Personal or departmental productivity Personal or departmental efficiency Personal knowledge Personal growth
Submit Your Self-Assessment Once you have completed
all sections, a blue Submit button will appear
You are encouraged to Save and Exit the assessment to take time and reflect Once the self-assessment is
submitted, you cannot make any changes
When you are ready, click Submit
Staff Appraisal
Prepare for the Appraisal
Review team member’s: Job description Success toward current goals Contributions throughout the year Disciplinary actions and coaching documentation
Consider: Improvements (or lack thereof) since the previous appraisal Strengths to build on Training and development needed for current and future roles
Carefully review the team member’s self-assessment and re-assign if it is incomplete
Beware of BiasNegative bias as a result of Anything that affects your ability to be impartial,
such as personality conflicts Team member’s one mistake or minor weakness Your impossibly high standards
Positive bias as a result of Great results in recent task or one area but
overall poor performance Personal friendship Similar values, beliefs, or background Desire to avoid conflict or hurt feelings Performance in previous years
Launch the Appraisal: Action Items
Check your Action Items to launch the appraisal
Click Get Started to begin Click Save and Exit if you
need to exit the appraisal at any time
If a self-assessment needs to be sent back to an employee, click Reopen Step
Alternative MethodLaunch the Appraisal: Performance Tab
If the appraisal isn’t visible in your Action Items, try the Performance Tab
Hover (do not click) on Performance
Select Performance Reviews Click the My Assigned Reviews tab Launch the appraisal If a name does not appear here,
the self-assessment has not been submitted
Complete Staff Information
Use the drop-down menu to indicate if the employee has an disciplinary actions
Click Save and Continue when finished
Review the Self-Assessment: Achievements
Read the employee’s listed achievements These will be in a gray box These cannot be edited
Click Save and Continue when finished
Complete the Evaluation: Achievements
Add feedback statements regarding the employee’s achievements
Click Save and Continue when finished
Create Meaningful Feedback Statements
Specific examples, results, and behaviors that are relevant to performance indicators
Coaching activities in comment boxes for performance indicators
Examples: “Consistently treats students
courteously even in extremely busy work times.”
“Training resulted in 7% decrease in errors.”
Generalizations Comments on personality Listing coaching as disciplinary
action Examples:
“Performs well when he takes his medication.”
“Not a people person.” “Needs to do better.”
What to include
What to avoid
Review the employee’s self-assessment in each performance indicator Self-assessment details are in gray boxes
Select the appropriate rating from the drop-down menu for each performance indicator For employees who do not supervise
others, select Not Applicable for indicators (H) Effective Hiring through (K) Team Building
Add feedback statements for each performance indicator
Click Save and Continue when finished
Complete the Evaluation: Performance Indicators
Review and Evaluate 2019-2020 Goals Review the employee’s self-
assessment of goal completion Details are in gray boxes
Select the appropriate rating from the drop-down menu to indicate if a goal was Completed, Partially Completed, or Not Completed
Add any comments Click Save and Continue when
finished
Goal TitleGoal Details
Review 2020-2021 Goals
Review faculty’s 2020-2021 goals To edit a goal, click the drop-down
box To add a goal, click Add Goals and
enter the goal details To cancel a goal, click Cancel Goal When finished, click Save and
Continue
Goal TitleGoal Details
Indicate Overall Rating
Provide an overall rating of Improvement Needed, Meets Expectations, or Exceeds Expectations
When finished, click Save and Continue
Overall Appraisal Ratings Needs Improvement must be given in cases of
Level II disciplinary action Team member will not be eligible for an annual salary increase Work with HR to develop a 30-60-90 day action plan to address performance and/or
behaviors
Needs Improvement should not be a surprise; prior disciplinary action and performance discussions should be documented
Needs Improvement
Meets Expectations
Exceeds Expectations
The Stop Page
Once you reach the Stoppage, click Options and Print
Print two copies of the appraisal
Click Save and Exit Schedule a meeting with staff Bring the printed copies of the
appraisal Make any changes to the
appraisal, if needed
One-on-ones
Allot an hour for each meeting Include discussion of self-assessments Do not terminate or make promises of promotions or job security Take ownership for the review and ratings Listen when team members disagree and respond with facts Ask team members for feedback about your leadership and how you
can help them succeed
Submit the Appraisal
After your meeting, log back in to the appraisal
From the drop-down menu, indicate that you have held an appraisal meeting
When finished, click Submit You cannot make changes to
the appraisal once submitted It will route to faculty for digital
signature
Digital Signatures
Staff Signature
Click through all areas of the assessment that do not have a blue circle to indicate your review
Type your name under Self and click Sign
Space is provided for additional (optional) comments
You must still click Submit to route the appraisal to your supervisor If you do not see the option to
submit, you have missed reviewing a previous section
Manager Signature
Click through all areas of the assessment that do not have a blue circle to indicate your review
Type your name under Manager and click Sign
Space is provided for additional (optional) comments
You must still click Submit to finalize the appraisal
Thank you!