1. EvalS Application User Guide version 1.0.1 - September 17, 2011

2. When logging into the myOSU Portal, you will generally start out at the Welcome page. The boxes you see here are called “Portlets”. A portlet is simply an application within the portal The myOSU Portal

3. Clicking on Employee tab brings you to the employee screen, where you will find the EvalS Portlet You’ll see the EvalS portlet here in this area Where is the EvalS application?

4. If you are a supervisor, you will see a Supervisor page. If you are not a supervisor, you will not see this. As a supervisor, you’ll see the EvalS portlet here. You will also see it on the employee page, since you are also an employee as well as a supervisor. Where is the EvalS application?

5. The EvalS Portlet Now let’s explore the Portlet that you will be using for Performance Evaluations. It’s called EvalS. Disclaimers: – All communication, whether in draft form or submitted (by either an employee, supervisor or other administrator) should uphold conduct expectations of all Oregon State University employees. – This tool is not a substitution for direct communication between an employee and supervisor. Direct communication between the supervisor and employee or the employee and supervisor is still expected.

6. EvalS: Key areas of the application for employees Menu Area: From here view Settings to see your Personal Information. Notifications Area: If you have an action to take it will be displayed here with its due date. My Status Area: View the status of your evaluations here, whether in progress or completed. Helpful Links Area: Look for links here on training or other helpful resources to assist you in the evaluation process.

7. Menu Area: From here view Settings to see your Personal Information Notifications Area: As a supervisor, you have “My Evaluation Actions” for your own evaluation, and “My Administrative Actions” for actions for other employees My Status Area: View the current status of your evaluations, whether in progress or completed. For those with multiple positions, each will be shown. Helpful Links Area: Look for links here on training or other help or useful links for the evaluation process EvalS: Key areas of the application for supervisor A second section appears for Supervisors and other Administrators for administrative actions on other employees

8. EvalS: Key areas - A Look at a Completed Appraisal Menu Area: Click the Home tab to go back to the log in screen. Evaluation Information Area: View key information recorded with the appraisal. Evaluation Criteria Area: Goals, Employee and Supervisor Results related to performance criteria are here. Appraisal Area: Evaluation, Rating, Signature and Rebuttal may be viewed here.

9. What is the Performance Evaluation Process? An evaluation process has 3 major steps: 1.Goals: Defining what the position needs to achieve? 2.Results: What has the position achieved relative to the goals? 3.Appraisals: What is the assessment of the position toward established goals and produced results? There are steps that happen in between and after, but this is the simplest way to look at what the evaluation process is and the simplest way to look at the EvalS application.

10. Goals Setting Stage Notifications Area: You will be notified here when goals are due. Click the link to go to Goals Entry Form. My Status Area: You can see that goals are due here as well as the current status of your evaluation. Clicking here is the same as clicking the Notifications area link. When you click on the link, it will take you to the specific section of the evaluation for entering goals.

11. Goals Entry Form Goals are entered in each text box. This section shows information about yourself and appraisal status You have the option to Save a Draft or Submit your goals when you are ready. NOTE: Goals are a shared responsibility between Supervisor and Employee. In most cases, employees will enter goals after having discussion with Supervisor. Draft Goals are visible to both the Employee and Supervisor. Supervisor should approve goals only they have been fully edited and agreed to. The full definition for each evaluation criteria is below the area name.

12. Saving a Draft of the Goals Goals are saved in each text box You will see a message indicating the draft of the goals has been saved. You may continue to Save a Draft for further revisions. NOTE: Draft Goals are visible by both the Employee and Supervisor. Supervisor should approve goals only after discussion and agreement.

13. Goals Submitted for Approval Once you submit goals, you will go back to the non- expanded view Notifications Area: You now see that there are no actions required on your part. My Status Area: The current status is Goals approval due, meaning your supervisor has to approve your goals. If you click this link you can view what you submitted Goals approval due indicates your supervisor is reviewing the goals to determine if they should be approved.

14. Goals Submitted: Supervisor Modifications or Approval Supervisor has an option of directly modifying goals. Employee will be notified of goals modification. Supervisor may enter comments for the employee to review in order to modify the goals. Supervisor can approve goals, or require goals be modified by the employee.

15. Goals Require Modification NOTE: At this point, the employee can review the supervisor comments and modify the goals. Employees can either save draft or submit goals. Notifications Area: You now see that goals require modification My Status Area: If goals require modification, status changes to “Goals require modification.” Employees holding multiple positions may have evaluations in different phases of the evaluation cycle.

16. Goals Approval: Start Entering Results The “Goals Approved” status begins once goals are approved. At this point, employee may begin entering results throughout the evaluation period.

17. Results can be entered here starting once the Goals are approved. The Goals that were entered are displayed here, and can no longer be edited by the employee. NOTE: Draft results are only available to the employee. The supervisor cannot see draft results unless employee shows it to the supervisor for discussion. Entering Results by the Employee

18. Entering Results by the Supervisor Both employee and supervisor only see a “Save Draft” button because results are not due into HR Supervisor may start entering in results when goals are approved NOTE: Supervisor draft results are only available to the supervisor.

19. Results Due Stage Notifications Area: As it gets closer to the due date for results, you will see a notification that results are due to be entered. My Status Area: The status changes here to “Results due”, indicating that it is time to enter in your results and submit them to your supervisor. REMEMBER: You can start entering in draft results once your goals are approved, and do not need to wait until the end of your review period when your results become due.

20. During the “results due” period, employees can save drafts while writing, or submit results when they have finished entering results. NOTE: Once results are submitted, the Supervisor will also entering in employee results. Employees can no longer edit their results. Be sure to communicate with your supervisor prior to submitting your results. Submitting Results by the Employee

21. After Employee submits results, the status will be “In review”

22. Submitting Results: Supervisor Once submitted, employee results are no longer available for editing. However, they can be viewed. The supervisor will then start entering and editing their results. The supervisor results are not available for viewing by the employees until the Evaluation is released to the employee.

23. The Appraisal Step The supervisor enters their evaluation comments in this area after results are entered by both employee and supervisor. The supervisor will select the appropriate rating for the employee in this area. The supervisor can save as a draft to continue working later, or release the appraisal to the employee NOTE: Supervisors should have conversations with the employee about the whole evaluation prior to releasing it to the employee for signature. Once the evaluation is released, employees will receive an email communication and may view the entire completed evaluation.

24. Employee Signature Stage Goals and Results area for individual evaluation area: These are the performance criteria for which goals are set, and results are entered. They help determine the overall evaluation and rating. Appraisal Section: This is where you will see your evaluation and rating. Signature area: Here you will acknowledge reading the evaluation, submit a one time electronic rebuttal if necessary, and electronically sign the appraisal. NOTE: A Rebuttal in EvalS is a one time occurrence, and still must occur within due dates specified for the evaluation. If the employee wishes to submit a rebuttal outside of the application, it must be done through contact with your supervisor and HR. Sign your appraisal here. You should have had a conversation with your supervisor about the appraisal at this time

25. The evaluation is now completed in the application! NOTE: You can always come back to view completed evaluations. You should now be working with your supervisor to establish goals for the next evaluation period. NOTE: You can always come back to view completed evaluations. You should now be working with your supervisor to establish goals for the next evaluation period.

26. EvalS: Frequently Asked Questions Q: Where can I find help on the evaluation process? A: Review the available documentation located at the Evals website. If further assistance needed, then contact your BC EvalS Help Representative. Q: Where can I find help using the application? A: First consult the user guides located on the Evals website, and then your supervisors, before contacting your BC Evals Help representative. Q: I see some incorrect information. Where do I report it? A: Contact your BC HR representative Q: I want to report an application bug. Where do I report it? A: Contact your UABC representative, as they will need to first verify that what you are seeing is indeed a bug. They will then open a ticket with the development team.

27. This is the end of the PowerPoint presentation covering technical and navigational assistance for EvalS. Should you need further help, please contact your Business Center. You may close your browser window to exit this PowerPoint presentation.