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:

• Come by system generated emails that an action is pending.
• Come from a notification from Human Resources, the supervisor, etc.

Resolution

1. Login to SNAP
2. Click Job Description on the employee tab , in the My Employment Details box (lower right)
   1. This will send you to https://yourfuture.sdbor.edu/hr, and if it does not automatically log you in, you will need to log in using your SSO credentials
3. Select SDBOR Employee Portal (under Other Tools) from the top left navigation  
4. 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 at the status of Supervisor Creates Review Form is accurate
         • Email HR@usd.edu to request changes
      2. Employees:
         • You will not see a current review until Step 4 below is complete
5. 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

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. Draft goals may be provided offline by employee
      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
   • As the supervisor, you need to complete a review for each objective, job description, goals, and set future goals
   • The fields marked with an asterisk are required
3. The ratings are as follows:
   • Exceeds Expectations
   • Meets Expectations
   • Does not meet Expectations
   1. Objectives: The supervisor must enter a rating and a comment for each
      1. Comments must be entered for each objective before the review is complete
      2. If the employee does not supervise in their position, then enter N/A for that objective’s rating and comments
   2. Job Duties: enter one overall rating and comments for the Job Description
   3. Goals: do not get 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. You can upload an attachment using the attachment button to the right of the tabs (if applicable) 
      • Attachments may include an employee self-review, if provided offline
   6. Future Goals: enter employee goals for the coming year, which will be reviewed in the next annual review
   7. Click Save Draft on the bottom of the screen once each tab is completed
4. After all the tabs are finished, Click Complete to send the evaluation to the next level supervisor for review and approval

Step 3: 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: 
   1. Click Approve if all is completed
   2. 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.
   3. If you Print, make sure to go back to the screen to click Approve – this moves the review back to the supervisor for the next step

Step 4: Supervisor and Employee Meet

1. Supervisor goes to 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.
3. Supervisor meets with employee
   1. Go over the review and answer any questions, etc.
   2. Explain the ratings for each criteria and discuss the review with the employee.

Step 5: Employee Acknowledgement

1. After meeting with the employee to discuss the review, the employee must acknowledge the evaluation –
   1. Login to the SDBOR Employee Portal and click Home
   2. 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 will appear to HR (next step) in a separate category
      • HR staff should work with the supervisor and employee to discuss any misunderstandings or concerns
      • Per Administrative Rules of South Dakota, an employee review itself cannot be grieved by an employee, so the review process is still complete