Introduction
The eligibility for this performance cycle requires that all regular part-time and full-time staff employees hired prior to July 1, 2024 participate in the performance evaluation process. The performance evaluation ratings will be utilized for the limited merit which is available to all regular part-time and full-time faculty and staff that were ineligible last year due to hire date (7/1/23 - 6/30/24, with additional eligibility criteria).
This article will review the timeline for the performance evaluation process and provide Oracle Cloud instructions for:
- Marking Goals Completed
- Employee Self-Appraisal
- Performance Evaluation
There are some key terms that we have defined here to ensure that all eligible employees understand key steps in this process:
- First Level Supervisor: An employee's direct supervisor, also referred to as a line manager.
- Second Level Supervisor: Your direct supervisor's supervisor.
- Performance Goals: Specific, measurable objectives set for employees to achieve during the review period.
- Self-Appraisal: An employee's own assessment of their work performance, developed before performance evaluation, focusing on their accomplishments, challenges, and professional development.
- Performance Evaluation: A formal review conducted by a supervisor to assess an employee's job performance, including feedback and ratings.
- Performance Evaluation Meeting: An in-person or virtual meeting between the employee and their supervisor to discuss the results of the performance evaluation, provide feedback, and allow questions by the employee.
Performance Evaluation Timeline (September 23 - November 8)
- September 23 - October 4
- Online supervisor/employee training available.
- Self-Appraisals entered by employees.
- First level supervisors may begin evaluations as soon as self-appraisals are complete.
- October 7 - October 18
- Performance evaluations entered by the first level supervisors
- Second level supervisors may begin approval as soon as evaluations are entered.
- October 21 - October 25
- Performance evaluations reviewed and approved by the second level supervisors.
- October 28 - November 8
- Performance evaluation meetings with employees.
- Individualized meetings are required.
Performance Goals
All regular full-time and part-time staff employees hired prior to July 1, 2024, will participate in the Performance Evaluation Process and should have entered their performance goals.
The Office of Human Resources recommends that Performance Goals be reviewed and marked completed by employees prior to completing the Self-Appraisal. There is a separate training available on "submitting completed goals".
Performance Goals are scored in the Performance Evaluation by supervisors and are weighted in the overall Performance Evaluation score as 25% of the overall score.
Navigating to Performance Goals
Step 1) Log-in to Oracle Cloud.
Step 2) Click on Me > Career and Performance:
Step 3) Click on the "Goals" tile:
Step 4) Click on the "Pencil" icon next to each goal to change the status:
Step 5) Change the status of the goal to "Completed".
Step 6) Click on the "Save" button in the upper right-hand side of your screen:
Step 7) Click "Submit" to submit the status change:
Step 8) Look for the "We are submitting your changes for approval." acknowledgement of submission - no action is needed here:
Note: Employees will receive an email confirmation from their submission:
and will receive an email confirmation after their supervisor approves the submission:
Self-Appraisals
All participating staff employees will complete the same self-appraisal. The self-appraisals do not require supervisor approval.
The Office of Human Resources does recommend that performance goals be reviewed and mark completed by the employee prior to completing the self-appraisal. Self-Appraisal training is also available as a separate training.
The Self-Appraisal has four main components:
- Goals
- Job Content
- Accomplishments
- Additional Comments
Completing the Self-Appraisal in Oracle Cloud
Step 1) Log-in to Oracle Cloud.
Step 2) Click on Me > Career and Performance:
Step 3: Click on the "Performance" tile:
Step 4: Click on the Self-Appraisal item:
Note: Each Staff Employee will have a total of two forms:
- The 2023-24 Staff Self-Appraisal
- The 2023-24 Staff Performance Evaluation (two distinct types):
- Staff Employees without Direct Reports
- This form is applicable to staff employees without direct reports or staff employees without direct reports and are in the first or second line of approval to the Chancellor.
- Staff Employees with Direct Reports
- This form is applicable to staff supervisors with direct reports (including students) or staff supervisors with direct reports and are in the first or second line of approval to the Chancellor.
Step 5) Click on the "Evaluate" button:
Step 6) Enter in responses to each category of the Self-Appraisal:
a) The Goals section will ask the following: "Please review your individual goals and provide detail about the goals that were accomplished. If a goal is not accomplished, please provide an explanation".
b) The Job Content section will ask the following: "Please review your job description and any tasks lists, and if applicable, note any significant changes since last year's performance review". Consider what job responsibilities you view as most important and why they are crucial, as well as any special circumstances that have helped or hindered your position.
c) The Accomplishments section will have you enter your most significant accomplishments and contributions within the review period, and how they have helped you in goal achievement. Be sure to rely on your preparation and accurately note your key accomplishments as a reminder for your supervisor. Consider any new tasks or additional duties you have performed outside the usual scope of responsibilities in your role. These duties or activities could be within your department or something throughout the TWU community. Ensure that you describe any professional development activities that have been helpful since the last year.
d) The Additional Comments section provides a space that allows you to provide an overall assessment of your performance or address any other accomplishments or issues that you believe are relevant to communicate to your supervisor. You may also add attachments of documents, emails, or other types of communications for your supervisor to review.
Step 7) After adding to each section, select "Save and Close" at the upper right-hand side of your screen:
Performance Evaluations
This section provides information and visual examples of items within the Performance Evaluation section.
Each employee will see a snapshot of the "Performance Evaluation Steps":
The performance evaluation utilizes a 5-star performance rating system for goals and competencies:
The performance evaluation ratings have five ranges for determining the meaning behind each score:
- Exceptional (Scores from 4.50 - 5.00) rating is reserved for the employee that performs consistently superior work and exceeds the position requirements. This rating is considered to be a very high rating.
- Highly Effective (Scores from 3.50 - 4.49) rating is a high rating and reflects the employee that frequently exceeds the requirements of their position.
- Proficient (Scores from 2.50 - 3.49) rating is a good rating and acknowledges employee performance that consistently meets position requirements.
- Inconsistent (Scores from 1.50 - 2.49) rating reflects performance where some, but not all, of the position requirements are met.
- Unsatisfactory (Scores from 1.00 - 1.49) rating is the lowest range and is reserved for an employee's performance that consistently fails to meet the minimum requirements of their position, lacks the skills required, or fails to utilize the necessary skills required to be successful.
Here is an example that shows how an individual's Performance Evaluation might be scored:
Performance Review Meeting
The Performance Review Meeting is an opportunity for the supervisor and employee to review and discuss the employee's performance over the previous review period. The supervisor assumes a dual role: as an evaluator and as a coach.
As an evaluator, the supervisor will want to communicate decisions concerning the performance ratings and the results of the performance evaluation to their employee. As a coach, the supervisor will want to review accomplishments, assist the employee in solving any work-related problems, and can suggest ideas for improvement.
The employee should feel free to point out their accomplishments, identify issues and obstacles that hinder performance, and provide ideas and suggestions for improvement if appropriate. The employee should also be given the opportunity to ask questions and clarify any expectations related to performance for the future.
Structure for the Performance Review Meeting:
Providing Final Feedback
Each employee will receive a notification and email to show that the Review Meeting has been held:
Step 1) To leave final feedback, employees should first navigate to their evaluation and select "Continue" in the top Information box:
Step 2) Provide their final comments in the "Employee Comments" box, then select "Submit":
Key Takeaways and Contact
- Employees need to mark their goals as completed to initiate the approval workflow.
- Employees need to review their goals prior to completing the self-appraisal.
- There are four main tasks within the Performance Evaluation Process: First Level Supervisor Evaluation, Second Level Supervisor Approves, First Level Supervisor Holds Performance Review Meeting, and Employee Provides Final Feedback.
- If you report to the chancellor, or to someone second in line to the chancellor, there is only one level of approval.
Employees that have questions about this process in Oracle Cloud can contact:
Tony Yardley
Director, Human Resources
ayardley@twu.edu
940-898-3563
Briana Clary
Employee Relations and Compliance Specialist
bclary@twu.edu
940-898-3548