FREQUENTLY ASKED QUESTIONS

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FAQs -Performance Evaluations for Unit Contacts

• Step 1:  Supervisor completes performance evaluation.  Supervisor and employee meet to discuss performance evaluation.  Supervisor submits evaluation to employee for review.
• Step 2:   Employee reviews evaluation online and returns to supervisor.
• Step 3:  Supervisor submits evaluation to unit/department head for final approval.
• Step 4:  Unit/department head reviews and approves.

2. How does a supervisor complete a performance evaluation in GreatJobs?

• Login to GreatJobs at http://greatjobs.tamu.edu/hr
• Change your user type to “Supervisor” if necessary.
• “Begin New Performance Evaluation”
• If completing the online evaluation, select “Non-faculty performance evaluation”.  If uploading an alternate approved evaluation form, select “Other Performance Evaluation Forms.”
• Select your employee’s name from the drop down box.  You may “search” without entering an employee name and  pull up a list of all your employees.  You may then select the employee upon which to begin the evaluation.
• Enter the evaluation details and then continue through each of the tabs. 
• Comments are required after each section.  “No comment” is not an appropriate entry.
• An entry is REQUIRED on the Performance Objectives and Development tab.
• When fields on each tab have been completed, “Save without Submit”. 
• Meet with the employee to discuss the performance evaluation.
• Return to the online performance evaluation by going to your “Pending Evaluations”.  “View” the performance evaluation. Edit as necessary by selecting “Edit” in the top left corner of the evaluation. 
• “Send for Employee Signature”
• You will receive an email notification when the employee has “signed” the evaluation and returned it to you.
• Return to the online performance evaluation by going to your “Pending Evaluations”.   Select “Send to Unit Head” to forward the evaluation to the unit/department head for final approval.
• You will receive an email notification when the unit/department head has approved the evaluation in GreatJobs. 

3. How does a supervisor or unit contact upload a performance evaluation in GreatJobs?

• Ensure you have an electronic version of the performance evaluation saved so that you can upload into GreatJobs.
• Login to GreatJobs at http://greatjobs.tamu.edu/hr
• Change your user type to “Supervisor” if necessary.
• “Begin New Performance Evaluation”
• Select “Other Performance Evaluation Forms.”
• Select your employee’s name from the drop down box.  You may “search” without entering an employee name and pull up a list of all your employees.  You may then select the employee upon which to begin the evaluation.
• Enter the evaluation details and then continue through the tabs.
• On the “Attach Documents” tab, upload the electronic version of the performance evaluation.  Be sure to confirm after attaching the document. 
• An entry is REQUIRED on the Performance Objectives and Development tab. If performance objectives and development information are shown on the written performance evaluation, add an entry stating “see attached document.”
• When fields on each tab have been completed, “Save without Submit”.
• Meet with the employee to discuss the performance evaluation.
• Return to the online performance evaluation by going to your “Pending Evaluations”.  “View” the performance evaluation. Edit as necessary by selecting “Edit” in the top left corner of the evaluation.
• “Send for Employee Signature”
• You will receive an email notification when the employee has “signed” the evaluation and returned it to you.
• Return to the online performance evaluation by going to your “Pending Evaluations”.   Select “Send to Unit Head” to forward the evaluation to the unit/department head for final approval.
• You will receive an email notification when the unit/department head has approved the evaluation in GreatJobs.

4. How does a unit/department head give final approval on a performance evaluation in GreatJobs?

• Login to GreatJobs at http://greatjobs.tamu.edu/hr
• Change your user type to “Unit/Department Head” if necessary.
• Select “Pending Evaluations”
•  “View” the performance evaluation. Review the evaluation.  To add comments, select “Edit” in the top left corner of the evaluation and add comments on the Performance Summary tab in the section titled “Unit Head or Other Administrator Comments.”
• Select “Evaluation Complete”
• An email notification will be sent to the supervisor indicating the performance evaluation has been finalized.

5. Can a supervisor edit the performance evaluation after it has been routed/sent to the employee or unit/department head?

• Yes.  Ideally, the supervisor will complete the evaluation and discuss it with the employee PRIOR to sending to the employee for signature.  This allows the supervisor to edit the evaluation based on feedback from the employee, if warranted, before the evaluation is sent.  However, both the employee and the unit/department head have the option to return an evaluation to the supervisor for editing.  The evaluation then has to be routed back to the employee for signature and the routing process begins again. 

6. How does an employee certify (sign & date) his/her position description?

• Log into GreatJobs at: http://greatjobs.tamu.edu/hr
• Change user type to “Employee” (if needed).
• Under Position Description select “Begin a New Action”.
• Under Certify My Position Description select “Start Action”.
• “Search” for your Position Description.
• Select “Begin Action”.  Continue thru tabs.
• Select “Certify My PD” and “Confirm”.
• Automatic email is then sent to the Supervisor.

7. How does a supervisor certify (sign & date) his/her employee’s position description?

• Log into GreatJobs at: http://greatjobs.tamu.edu/hr
• Change user type to “Supervisor” (if needed).
• Under Position Description select “Begin a New Action”.
• Under Supervisor Certify Employee’s PD select “Start Action”.
• Search for the correct PD to certify.
• Review the PD and discuss with Employee.
• Select “Start Action”.  Continue thru tabs.
• Select “Supervisor Certify Employee’s PD” and “Confirm”.

8. What if I am both the supervisor and the unit/department head?

• You will need to use two different user types, “supervisor” and “unit/department head” to complete the evaluation process.  You will create the evaluation as shown above for the supervisor.  Upon return of the evaluation by the employee, you will submit the evaluation to the unit/department head.  Following the instructions shown above for unit/department head, you will give final approval of the evaluation. 

9. If I’m a supervisor and have completed the evaluation online, do I still need to meet with my employee?

• Absolutely!  The online performance evaluation does NOT replace the critical discussion between supervisor and employee regarding performance.  

10. If I begin a performance evaluation and “save without submit” to return to it later, where will I find it?

• The saved performance evaluation will be in your “pending evaluations”.

11. Can the employee edit the evaluation? 

• No.  However, the employee does have the opportunity to add comments and/or attach a document with additional comments.  The employee also has the ability to return the performance evaluation to the supervisor for editing.

• No.  However, the unit/department head does have the opportunity to add comments and/or attach a document with additional comments.  The unit/department head also has the ability to return the performance evaluation to the supervisor for editing. 

• The supervisor can go to “pending evaluations” and choose “send to unit head”. This will forward the performance evaluation to the unit/department head for final approval even if the employee has not signed or returned it.  

• Yes

• No.  If you are using another approved form, you may continue to use that form.  You may upload the alternate form and route for approval online and/or store the signed document online in GreatJobs.

• Anyone who has a position description in GreatJobs may also have their performance evaluation in GreatJobs.

• Yes

18. How do I save a performance evaluation so that I can finish completing it at another time?

• Complete all required fields (designated by the asterisk next to the field) on a tab.  Do not "Continue to Next Page".
• Choose the "Save and Stay on this page" button at the bottom of the screen.
• Choose "Save without Submit."   The saved evaluation will now be available under "Pending Evaluations."
• When logging back in you will find the saved evaluation under "Pending Evaluations", where you will click "View" to open, then "Edit" to open the pending evaluation for your completion.

19. Can I update the employee’s position description during the evaluation process?

• If the employee's position description needs to be updated to reflect job duties performed during the past year, be sure to update the position description before beginning the performance evaluation.  Once a performance evaluation is in progress, the corresponding position description cannot be updated.  The "fix" is to cancel the evaluation in progress, complete an update of the position description, and begin the performance evaluation again. 

20. What are the overall performance evaluation rating factors? 

• Outstanding
  

  Employee’s job performance is exceptional in comparison to job requirements,
  essential duties, and/or responsibilities and, if applicable, in comparison to other
  employees performing similar duties. Performance at this level consistently
  exceeds expectations and makes significant contributions to the mission of the
  unit.

•  Highly Effective
  Employee’s job performance consistently meets and frequently exceeds job
  requirements, essential duties and/or responsibilities. Performance at this level
  is considered above average in comparison to job requirements and to others
  performing similar duties, when applicable.
  
  
• Effective
  Employee consistently meets all job requirements, essential duties, and/or
  responsibilities in a competent manner. This is the minimum expected level of
  performance for employees.
  
  
• Needs Improvement
  Employee meets some but not all job requirements, essential duties, and
  responsibilities. Guidance and/or coaching are needed for improvement.
  
  
• Unsatisfactory
  Employee does not meet job requirements, essential duties and/or responsibilities
  for position. Immediate and significant improvement is needed.

Please note: An employee receiving a Needs Improvement or Unsatisfactory rating should receive a specific explanation of areas needing improvement and an action plan and timetable for achieving improvement. A Needs Improvement or Unsatisfactory rating may also establish grounds for termination if previously identified problems are not corrected. If you have questions on completion of the Performance Evaluation form, please contact the Texas A&M Agriculture Human Resources Office

21. What are the competencies on which an employee will be evaluated?

Continuous Learning and Job Knowledge

Rate the employee's demonstrated job knowledge.  Consider factors such as:
• time in the position
• extent to which efforts are made to stay up-to-date
• extent to which employee is consulted by others on technical matters
• Rate the employee’s job performance. Consider factors such as:
  • use of resources and technology
    
  • initiative to seek feedback and development opportunities to improve performance
  • willingness to accept coaching and implement changes to improve work performance
  • level of supervision required 

Building Relationships

• Meets customer and stakeholder needs in a timely and courteous manner
• Identifies and shares information with all relevant individuals and groups

Communication

• Organizes and verbally communicates ideas and information clearly
• Expresses disagreement in a constructive, non-confrontational manner
• Listens attentively and responds appropriately

Dependability and Organizational Support

• Follows instructions and responds promptly to management direction
• Meets attendance and punctuality guidelines - keeps commitments
• Follows policies and procedures
• Takes responsibility for own actions

Teamwork, Cooperation and Diversity Commitment

• Contributes to building a positive team spirit
• Works actively to resolve conflicts
• Supports diversity initiatives and respects and values individual differences

Achievement Orientation  

• Remains open to new ideas and modifies behavior or work methods in response to new information or changing circumstances
• Performs work with individual motivation, self-confidence, and minimal instruction

Judgment and Decisions

• Exhibits sound and accurate judgment
• Includes appropriate people in decision-making process

Leadership and Initiative

• Demonstrates high standards of conduct and personal accountability
• Anticipates needs and takes action without waiting to be told

Supervisors - Managing and Supervising People (if applicable)

• Provides timely direction and gains employee commitment
• Maintains open communications and solicits feedback from subordinates as appropriate
• Provides opportunities for subordinates’ skill development and encourages professional growth
• Recognizes and rewards contributions
• Delegates work assignments as appropriate
• Motivates others to perform well

22. How can I spell check in GreatJobs?

• GreatJobs does not have a built-in spell check, but there are several online tools to help you with this. Following is information provided by the vendor  about Spell Check functionality and what works in popular browsers:
  
  BUILT-INS
  
  Internet Explorer (any version)
  At this time, Internet Explorer has no spell check feature built in, but is compatible with add-on tools such as those listed below.
  
  Mozilla Firefox (version 2.0)
  Firefox 2 has built-in spell checking that will underline your misspelled words in red. Right-clicking on them will give you a pop-up menu to select the correctly spelled word or add the current word into your personal dictionary. You can download a free copy of Firefox at http://www.mozilla.com/en-US/firefox/ .
  
  Mozilla Firefox (versions older than 2.0)
  Older versions of Firefox do not have a spell-check feature, but there are compatible add-on tools, such as those listed below.
  
  ADD-ONS
  
  Google Toolbar
  Google Toolbar's new SpellCheck button finds any spelling mistakes whenever you type into a web form. The AutoFix option even corrects all of your text with a single click. This toolbar is currently available in different versions for both Internet Explorer and Mozilla Firefox.
  http://toolbar.google.com/
  
  ieSpell
  ieSpell is a free Internet Explorer browser extension that spell checks text input boxes on a webpage.
  http://www.iespell.com/
  
  Spellbound
  This add-on tool works well with older versions of Mozilla Firefox, but please review the notes on http://www.4serendipity.com/journal/archives/000140.html for information about which release of the tool is compatible with your specific version of Firefox. You will also find links on this page for easy access to downloading both Spellbound and Firefox.