Performance Reviews for CSA and NFE Employees

Issue/Question

How does a supervisor create an annual performance review for Non Faculty/Exempt (NFE) or Civil Service (CSA) employees?

How and when can an employee review and acknowledge their annual review?

Environment

• Annual Reviews
• Yourfuture

Cause

Supervisor is notified that they need to create an annual review for their NFE or CSA employees.

Employee is notified that they need to review and complete their annual review.

Notifications may be sent by system generated emails, Human Resources, the supervisor, etc.

Resolution

Introduction

• Evaluations are based on the employee position at the time the employee performance review was activated.
• Evaluation criteria includes objectives, job duties, and goals.
• The employee performance evaluation occurs during a full calendar year with a meeting between the employee and supervisor after the review is complete.
• Employees may provide a self-review to their supervisor “outside” the system. Sample self-review templates are available in the Self-Evaluation Article. The completed self-review should be submitted to the supervisor to use in preparing the employee evaluation. The supervisor can upload the self-review document to the online review.

Accessing Annual Performance Reviews

1. Log in to the Experience Portal
2. Find the My Employment Details Card and select Job Description
   1. If the My Employment Details Card is not available, visit instructions on how to find and add it

3. If prompted, click the SSO Authentication button below the guest user login
   1. Use your USD credentials to log in

4. Select SDBOR Employee Portal from the top left navigation (…)
5. Select Home to see existing actions

1. Open an action, and follow the instructions below for each step in the process.
   1. Supervisors – at the beginning of the annual review process, verify your list of NFE and CSA staff with the “Supervisor Creates Review Form” status is accurate. If not, email HR@usd.edu to request changes.
   2. Employees – you will not see a current review until Step 4 below is complete.

6. Once all pending actions for that review are complete, they disappear from the “Home” view, but can still be found:
   1. My Employee Reviews – supervisors can see all reviews, current and past
   2. My Reviews – employees can see all reviews, current and past

2024 Timeline

Step 1: Supervisor Creates Review

1. To begin a review, select an employee with a status of Supervisor Creates Review Form
   Note: If the employee’s name is not appearing, contact Human Resources hr@usd.edu

2. Review the individual tabs for the employee review
   1. Objectives: standard for all NFE and CSA reviews and can’t be changed
   2. Job Specific Duties: specific from the position description in the system
   3. Goals: can be added or edited here
      1. The supervisor can coordinate with the employee to draft future goals prior to creating the review
      2. “Goals” in this section refers to the prior year goals for the employee. They may have populated from last year’s annual review. Edit/change/delete as necessary.

3. Once the review and editing are done, select the Actions drop down and click Complete

4. Once the form is completed, return to the Home to view pending actions, including the review just created, which now is at Step 2 – Enter Comments and Ratings

Step 2: Supervisor Evaluation (entering ratings and comments)

1. Click Home
2. Select and employee whose status is Supervisor Evaluation – Enter Comments and Ratings
3. The ratings are as follows:
   • Exceeds Expectations – Performance consistently exceeds the objectives, job duties and goals.  Performance is unique, exceptional and sustained over the review period.
   • Meets Expectations – Performance consistently meets standards.  Accomplishments are clearly in accord with job demands typically achieved by most qualified employees.
   • Does not meet Expectations – Performance fails to meet goals or duties, requiring more than normal assistance or supervision. 
4. Enter comments and ratings for the following:
   1. Objectives – The supervisor must enter a rating and a comment for each objective.
      1. If the employee does not supervise in their position, then enter N/A for the supervision/management’s rating and comments.
   2. Job Duties – enter one overall rating and comments for the Job Duties/Description.
   3. Goals – are not rated, but comments should be entered for what they did well and what they could have improved.
   4. Select the Overall Rating for the employee and add comments to support your rating. This is required.
   5. Future Goals – enter employee goals for the coming year, which will be reviewed in the next annual review.
5. You can upload an attachment using the attachment button to the right of the tabs (if applicable). Attachments may include an employee self-review other documentation.
6. Select Save on the bottom of the screen once each tab is completed.
7. After completing all tabs, select Complete to send the evaluation to HR for review.
   1. Select Save Draft if you intend to make changes or aren’t ready to send the evaluation to HR for review.

Step 3: Human Resources Reviews Ratings and Comments

1. HR will review ratings and comments before the evaluation goes to the next level supervisor.
   1. If there are questions or concerns with a rating, HR will reach out to the supervisor.
2. Comments are needed to support each rating.

Step 4: Next Level Supervisor Reviews and Approves

1. Next level supervisor logs in and selects Home
2. Under Your Action Items, select reviews with the description of Next level supervisor approves document to open and read the review
3. Click Actions: Print, Return, or Approve.  
   1. Click Print if you want a printed version of the review. You must also click approve or return the review.
   2. Click Approve if you approve of the comments and ratings
   3. Click Return if there are edits needed – discuss with supervisor the requested changes. The supervisor edits and resends to this level for final approval by next level supervisor.

Step 5: Supervisor and Employee Meet

1. Supervisor clicks Home looks for employees with status Supervisor and Employee Meet for Annual Review open the review
   Note: The review cannot be edited or changed at this stage
2. Click Complete to release the review to the employee to acknowledge.
3. Supervisor meets with employee
   1. Go over the review and answer any questions, etc.
   2. Explain the ratings and comments for each criteria and discuss the overall performance during the period, as well as goals moving forward.

Step 6: Employee Acknowledgement

1. After the supervisor and employee meet to discuss the review, the employee must acknowledge the evaluation.
   1. Log in to the SDBOR Employee Portal and click “Home.” If the supervisor has released the review (last step), the employee should see it waiting action.
2. The employee has the option to either Acknowledge or Dispute the review
   1. If the employee selects Acknowledge, the process is complete
   2. If the employee selects Dispute they are going on record that they disagree. The review process is still complete. Per South Dakota law, performance reviews cannot be appealed, but employees can register a disagreement.