Annual Performance Appraisals - FAQ
Last Updated: March 4, 2024 10:24:19 AM PST
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Find out answers to questions about annual performance appraisals for staff.
Expand section General FAQs
(1) If an employee chooses not to do a self-appraisal, do they have to identify their choice in the system?
No, if an employee refuses to select “Finalize Self Appraisal” at the top left under Employee Next Actions/Status, and the provided deadline has passed without other extenuating circumstances, the appraisal may be moved to Post Review and the employee will not have to make a selection. Note, the employee will not be able to change their mind on this, absent extenuating circumstances. The employee will have another opportunity to provide comments after the Discussion phase.
(2) Who can see the Performance Appraisals while the supervisor is in the process of drafting (Supervisor Draft)?
Only the supervisor, indirect supervisor(s), HR personnel and Department Business Officer can see the details being drafted by the Supervisor. The employee cannot see the supervisor's draft content at this phase, but can see the form template.
(3) Who can see the Performance Appraisals while the employee is in the process of drafting their self-appraisal?
Only the employee, HR personnel and Department Business Officer can see the information being drafted by the employee. The supervisor cannot see this content until the employee finalizes the self-appraisal by pressing “Finalize Self-Appraisal”
(4) Who can see the Performance Appraisal while it is in HR Review Status?
Only the supervisor, indirect supervisor(s), HR personnel and Department Business Officer can see the information. The employee cannot see the supervisor’s content at this phase. The difference between this status and Sup Draft Status is that the supervisor cannot make edits in HR Review Status. If the supervisor needs to make edits, the HR contact will need to move the appraisal back to Sup Draft status.
(5) During the Discussion Status, is the employee able to enter comments after their meeting? Or do we need to move the performance appraisal to Supervisor Draft?
Yes, in Discussion Status the employee is able to enter their comments. They cannot modify their self appraisal, though, just enter comments in section VII -- Employee Comments. The employee should finalize their comments within 5 business days from the meeting with their People Leader.
(6) How do I add Unit Head in order to begin the signature process?
You have to set up a unit head before any SPAs for your unit can move to the Prep for Signature phase. From the unit home page you should see a “+” symbol on the right side of the gray box with the unit number and name at the top. Clicking this + expands the unit information pane and also reveals the "Edit Unit Head" Button. Once you have used this button to set the unit head you should be good to go.
(7) Can Contract employees be appraised using the SPA system?
Yes. Note, some employment contracts do not require the employee to be appraised, but supervisors may still do so to provide formal feedback.
(8) Is the old jeeves system still working so I can access an appraisal that was in progress?
Yes, but only for the purpose of accessing appraisals that were already in progress. At a later date, we will contact areas that have open appraisals to address next steps. No new appraisals should be created in jeeves.
(9) Who can be evaluated on Model B (the more narrative SPA option)?
Only MSP employees can be evaluated using Model B. Additionally, if supervisors have multiple direct reports in the same title code, there must be consistency in the Model used for employees in the same title code under the same supervisor. To use Model B, supervisors need to work with their HR contact to make the change.
(10) Can you tell us what the ratings descriptions are?
E = Exceptional. Performance well exceeds expectations and is consistently outstanding.
A = Above Expectations. Performance is consistently beyond expectations.
S = Solid Performance. Performance consistently fulfills expectations and at times exceeds them.
I = Improvement Needed. Performance does not consistently meet expectations.
U = Unsatisfactory. Performance is consistently below expectations. Deficiencies should be addressed as noted in the performance appraisal.
A = Above Expectations. Performance is consistently beyond expectations.
S = Solid Performance. Performance consistently fulfills expectations and at times exceeds them.
I = Improvement Needed. Performance does not consistently meet expectations.
U = Unsatisfactory. Performance is consistently below expectations. Deficiencies should be addressed as noted in the performance appraisal.
(11) When is the SPA considered "complete" for supervisors when eligibility for salary programs is impacted?
While all phases of SPA are important, and must be completed by the supervisor, for purposes of eligibility associated with any announced Salary Programs, a supervisor must have moved the SPA to Prep for Signature (with limited exceptions).
(12) If an employee changes roles/jobs during the cycle, how does that impact their appraisal? What if only the supervisor changes?
If an employee gets a new job during the cycle, they should generally only be evaluated for the time of the cycle in the new role as they have "moved on" from the old role. For example, if an employee applies for and is selected for a new job that begins on March 1, even in the same Department, the supervisor of the new role should only evaluate the person in their new role for the time period of March 1 - April 30 of the evaluation cycle.
If instead, a person's job stays the same and their supervisor changes, the new supervisor can inquire of the old supervisor for feedback to consider, but if the old supervisor is no longer in the same department, they are under no obligation to provide feedback. If the old supervisor is in the same department, the decision to require the old supervisor to provide feedback is in the discretion of the Department Head. Regardless, the new supervisor should make the assessment of the weight to give to the old supervisor's feedback.
(13) Are probationary employees included in the May 1 - April 30 performance appraisal cycle, if they have not yet completed their probationary period?
If an employee is still within their probationary period at the end of the annual performance appraisal cycle and the employee has not received a probationary appraisal, an annual appraisal should not be completed. Employees should receive a probationary appraisal prior to receiving an annual performance appraisal during the annual appraisal cycle.
Expand section FAQs for Employees
(1) Am I required to do a self-appraisal?
You are highly encouraged to complete a self-appraisal so that your supervisor can use this in conjunction with their notes to complete your appraisal. This is your opportunity to highlight your successes and accomplishments.
(2) What do I write in my self-appraisal?
The objective of this summary is to provide you with an opportunity to reflect upon actual work, ensure agreement with your supervisor regarding accomplishments, and foster effective communication between you and your supervisor. In SPA, you are able to format your self-appraisal and use bullet points, tables, bold text, etc.
(3) If I am a new employee who started on or after May 1 immediately following the April 30 period end date, will I need to complete a self-appraisal for the cycle that ended on April 30?
No. Each appraisal cycle covers May 1 through April 30. If you started after the end of a cycle, your self evaluation would be either be part of the probationary evaluation or the cycle that includes your first day of employment.
(4) What if I completed a really big project after April 30? Can I include this in my self-appraisal for the cycle that ended April 30 (prior to the completion of the project)?
You can include your involvement as it relates to the project that you may have worked on different components, etc. during the appraisal cycle being covered. Each appraisal cycle covers May 1 through April 30. Anything starting May 1, should be included during the appraisal cycle that covers that timeframe.
Expand section FAQs for People Leaders
(1) What do People Leaders need to do in the system throughout the completion of an appraisal in SPA?
Yes. People Leaders will need to move the appraisal from Post Review to Discussion and from Discussion to Prep for Signature. Please remember that moving an appraisal from Post Review to Discussion will send a notification to your employee. If you do not want your employee reviewing the appraisal prior to meeting with them, do not move the appraisal until you are meeting with them.
(2) If I want to update the overall content of the appraisal because something during the discussion with my employee lends itself to updating information, what do I do?
Please contact your HR Contact or SPA administrator to move the appraisal back to the Supervisor Draft status so you can make the update. You will need to then submit for HR Review again. Your HR contact will then move it to Post Review and then you will need to move it to the Discussion status.
(3) If I want to make a change to an individual and/or overall rating because something during my discussion with the employee lends itself to me changing my mind about the scoring given, what do I do?
Please contact your HR Contact or SPA administrator to discuss and potentially move the appraisal back to the Supervisor Draft status so you can make the update. You will need to then submit for HR Review again. Your HR contact will then move it to Post Review and then you will need to move it to the Discussion status.
(4) How much time do I have to give my employee to finalize their Employee Comments?
People Leaders should give a minimum 5 business days to an employee to finalize their Employee Comments. People Leaders should communicate clearly with the employee on the deadline.
Have a different question? Contact Employee Relations