Performance Management: Frequently Asked Questions

Does every employee get an appraisal?

Performance Appraisals are required for all Career and Contract employees;
TOPS Temporary employees are not included in this process.  For questions regarding if appraisals are required for an employee, please contact your HR Business Partner

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How should employees who are on leave during the review process timeframe handle their 2018-2019 reviews?

As in prior years, employees who are on leave when the annual process is initiated will begin the process when they return to work.  Using eAppraisal system provides management a tracking device to ensure that all employees receive feedback, even those who may be on leave.

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What is the timing of the process in 2019?

In order to properly manage performance and pay increases in 2019, the process will be managed as follows:

  • This year’s performance appraisal period covers performance between April 1, 2018 and March 31, 2019.
  • For complete list of process dates, please visit the Performance Appraisal Process page.

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What is the optimal outcome for performance management?

The performance management process should provide feedback on what the individual is doing well and what can be done better or differently. It is the basis for improved performance and overall professional development. The performance appraisal document is only one element of the performance management process, which begins with each manager setting specific goals and expectations for each employee to measure success in the job.

Specifically, the annual performance appraisal should include conversations about and documentation of these common elements:

  • A review of your performance over the last year against established goals for the past 12 months, as well as identification of goals for next 12 months.
  • An evaluation of performance against competencies that focus not on a rating, but on what went well, what needs improvement and what specifically can be done to improve. 
  • An identification of your performance goals, aspirations and professional development needs to support your career goals. Performance goals should include specific actions that address the goals/needs of the department as well as developmental goals that address areas for professional development.

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Will my evaluation be done just by my manager or by others?

Your manager is responsible for conducting the performance appraisal and signing off on the final evaluation. However, managers are encouraged to seek input from others that you may collaborate with or support in performing your job duties.  In addition, the second-level manager is expected to review all the appraisals prior to performance discussions being held.

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What if I’m not sure about my manager’s goals and expectations for me?

If your manager has not initiated the goal-setting process, you should begin by scheduling time with your manager to discuss it. Setting and evaluating performance goals and expectations is an interactive process, so you should actively participate by looking back over the year and completing your own self-appraisal.

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Is there a process for me to provide feedback about my manager’s performance?

There is no current process to review your manager.  If you have items that you wish to discuss, please contact your HR Business Partner.

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What if supervisory assignments changed during the course of the review period? Who is responsible for conducting my evaluation?

Your current manager should conduct your evaluation with input from your previous manager (if still employed at UC). Input from past managers is relevant to the entire assessment. However, if the change was very recent, it might be appropriate for your previous manager to conduct the evaluation. There is no right or wrong approach, but if you are unsure, have a conversation with both your previous and current managers. Your current manager should definitely be involved in setting goals for your next performance period.

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Why do we complete appraisals every year when there is not always budget for merit increases?

The performance review has purposes other than determining increases in pay. It is an opportunity to discuss and document feedback on an individual’s performance, to confirm goals and priorities, and it serves as a guideline for each employee’s own professional development. It is a good forum to open up the discussion between employee and supervisor about how an individual can be most effective in his or her current role and clarify expectations as well as prepare for future growth in the position or in the organization. 

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Why is it so important to give people ratings?

Senior leadership is encouraging managers to make distinctions in performance to reward employees who are performing at a higher level. If everyone gets the same rating, contributions become less meaningful. It is important to regard the rating as just that: it is a descriptive snapshot of your performance for a particular period of time. 

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What is the process for performance evaluations this year?

First, all employees should complete a self-appraisal within eAppraisal.  Managers then complete the written performance appraisal, which is then reviewed by a second-level manager to provide a more comprehensive review of each employee and help ensure consistency across the organization.  Next, the written review is delivered to the employee, followed by a one-on-one meeting between the employee and the manager.  When the appraisal is final, the employee and the manager sign off on it, and it is stored in the Halogen eAppraisal system.

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Can you give us more guidance on how to apply the rating system?

The evaluation forms provide the rating system as follows:

  • Outstanding - Makes significant contributions: Exceptional outcomes generated responding to unforeseen or changing circumstances; Consistently highest level of performance impact.
  • Exceeds: Very high level of contribution; Consistently performed above and beyond all defined expectations.
  • Fully Meets Job Expectations Strong, solid achievement of performance expectations, and at times possibly exceeding expectations. High level of contribution.
  • Development Needed/New and Learning: Performance expectations partially met; moderate level of contribution; Some critical goals completed; achievement below expectations. Improvement needed in the position.
    New in position, developing appropriately; performance was good given time in the position.
  • Does Not Meet Job Expectations: Performed significantly below defined expectations; did not achieve organizational results. Immediate improvement action required.

Please reach out to your manager or HR Business Partner to get further information on the rating system.

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What resources are available during the performance appraisal process?

UCOP offers several resources to support you throughout the performance appraisal process.

  • For employees: Job aids and short how to videos can be found on Performance Appraisal Learning Resources page.
  • For managers and supervisors: There are online courses, as well as instructor-led, for managers and supervisors.  Online courses can be accessed through “UC People Management” listing in the course catalog at the UC Learning Center.  “Setting Performance Expectations,”  “Giving Feedback and “Conducting Performance Appraisals” are key courses to take during the review process.  In addition, there are instructor-led workshops in Setting Performance Expectations and Conducting Performance Appraisals, which provide tools for giving feedback and tracking performance, are scheduled throughout the year; enroll through the UC Learning Center.
  • For assistance with the Halogen eAppraisal tool, there is an employee and a manager online tutorial that will walk you through the system.  Access the tutorial through the UC Learning Center.
  • For departments: Contact your HR Business Partner to gain departmental support.

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How do I know which appraisal form to use?

All employees, including those exclusively-represented by unions, will be evaluated using the same performance review forms. There are two forms: one for employees who supervise others and one for non-supervisory employees. There is no longer a separate form for union represented employees. The appropriate form is automatically assigned in the eAppraisal application.

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I’m a new employee. What's the process for me?

Your manager should establish goals, performance standards and expectations for you immediately. The guideline for setting standards is that they be specific, measurable, attainable, relevant and timely (SMART). You should receive ongoing and regular feedback. If you are in a six-month probationary period, your manager should do a written evaluation for you at least once during the six-month probationary period, at approximately the mid-point.

Employees hired before January 1, 2018 will be reviewed in this year’s process. Those hired after January 1, 2018 should receive informal feedback on their performance and set goals for the 2018 – 2019.

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What can I do if I disagree with my Manager's appraisal of my performance?

The appraisal is the manager’s assessment of the prior year’s performance; it is a snapshot in time. You may write comments on the form or on a separate sheet to attach to the appraisal. Your signature does not indicate agreement or disagreement with the appraisal; simply that it has been provided to and discussed with you.

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If career development is part of the process but there is no training budget, what options are available?

Training budgets are established at the department level. UCOP Learning and Development also offers many in-house learning opportunities at no cost and can design, at the department’s request, specific training as needed.

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If I have just completed the probationary period, do I complete the appraisal in Halogen?

Anyone hired before January 1, 2019 is required to complete the performance appraisal.

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What if I was promoted this year, do I still complete the performance appraisal in Halogen?

Anyone promoted after January 1, 2019 will need to complete the 2018/2019 performance appraisal in Halogen.

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What if I transferred from another Campus?

Transfers from campus after January 1, 2019 will need to complete the 2018/2019 performance appraisal in Halogen.

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Who can help me if I have questions?

You may contact your supervisor or HR Business Partner, or check the Human Resources Performance Appraisal Resouce website. If you believe there is a problem with the way your performance review is being administered, please contact your HR Business Partner.

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