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Purpose:

To provide information on the policy and procedures related to annual staff performance evaluations in the College of Liberal Arts.

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COLA Deadline: May 31

General Note:

  • Before starting theperformance evaluation process, the Supervisor shall review the employee’s job responsibilities in Workday. (WIG)
  • If the responsibilities need to be updated in Workday, the Supervisor shall communicate the requested updates to the HR Contact(s) for their unit, and the HR Contact should make the Workday update(s) in a timely manner. (WIG)
  • This year, you will have the choice of using 1) the appraisal form or 2) conducting performance appraisals through Workday.
  • Each unit has a UT Box folder that includes a spreadsheet with a list of employees (as of March 4, 2024) required to have performance appraisals. If you notice any employees missing, contact COLA HR.

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Expand
titleEvaluation Within Workday

HR Contact (HR Partner)

  1. Start typing “start performance review for organization” in the Workday search bar to launch performance reviews for all employees in the Sup Org who meet the eligibility requirements for the selected appraisal template. (Start Performance Review WIG)
    1. NOTE: If you do not hold the HR Partner role and are unable to launch the performance evaluation, please reach out to COLA_HR@austin.utexas.edu and we will launch it on your behalf. 
  2. Select “Run Now” (see screenshot).      
  3. Organizations: Enter the name of the Sup Org for which you are initiating performance evaluations. You may choose to launch each Sup Org's evaluations individually or go to the top Sup Org within your unit and check the “include subordinate Supervisory Organizations” box.
  4. Review Template: "Condensed Annual Review with Self-Evaluation"
  5. Period Start/End Dates: Pending  5/1/2023-4/30/2024 
  6. Click "Okay".
  7. This will launch a performance evaluation for all employees under the selected Sup Org(s) for whom an annual appraisal is required.
    1. If any reviews were launched for an employee that  should not have a review, you can cancel specific review tasks. (See page 2 of the WIG for guidance.)

Employee

  1. Complete the Self-Evaluation step of the Annual Review BP in your Workday Inbox. (Complete Staff Evaluation: Condensed Annual Review with Self-Evaluation WIG)
    1. Select “Go to Guided Editor" or "Continue where I left off" to complete the appraisal step-by-step; instructions appear at the top of the screen.
    2. After submitting the Self-Evaluation step, the BP routes to the Supervisor.

Supervisor

  1. Complete the Manager Evaluation step of the Employee’s Annual Review BP in your Workday inbox. (Complete Manager Evaluation: Condensed Annual Review WIG)
    1. Select “Go to Guided Editor" or "Continue where I left off" to complete the appraisal step-by-step; instructions appear at the top of the screen.
      1. Note - Supervisors are strongly encouraged to consult their HR Contact and/or Tamela Walker if they plan to provide an overall rating below "Meets". 
    2. Summary Page: DO NOT SUBMIT. Select Save for Later.
      1. Leave the review in your Inbox until you have met with the Employee to discuss the appraisal.

Meeting

  1. Supervisor and Employee will meet to discuss the review (~15-30 minutes). The supervisor can print the Workday evaluation-in-process for the Employee's review prior to meeting. (Please see WIG, step 16.) 

Finalizing Review and Submission (Supervisor, then Employee)

  1. Following the meeting, Supervisor will finalize the review in Workday:
    1. If applicable, update any sections. If the employee wishes to make any changes to their self-evaluation, the Supervisor can "Send Back" the review BP to the Employee.
    2. When finished, click Submit. This should launch a "To Do" within Workday for the supervisor to confirm that the meeting with the employee has taken place.
  2. After submission, the evaluation will route to Employee to acknowledge the review.
    1. Employee can acknowledge review with or without additional comments. 
  3. After Employee acknowledgment, the review is complete and viewable within the Performance section of Employee's worker profile.

Submission to COLA: (HR Contact)

  1. Prior to the submission deadline (May 31):
    1. Run "Performance Appraisal and Probationary Review Summary for an Organization - RPT1066" in Workday to verify that all appraisals within their unit have been completed.
      1. Follow up with Supervisor(s) as necessary to ensure completion.
    2. Once all appraisals have been completed, please uploaded the final copy of RPT1066 to your unit's Box folder using the requested naming convention for each file:

      1. YY-YY_DEPT_RPT1066.pdf

        1. "YY-YY" = the fiscal year of the eval; ex. "23-24"

          "DEPT" = 4-character UT Department code for your unit; ex. "ECON" (Department of Economics), or CLASP Department Code, if part of "COLA"; ex. "LAIT" (Liberal Arts Instructional Technology Services; LAITS)

    3. Save a copy to your departmental personnel files.
    4. COLA HR will review and reach out if any other information is needed.


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