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 hr@Collin.edu 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!