2017-18 Performance Appraisal and Pay for Performance Process

Performance Appraisal Process

For 2017-18, all performance appraisals should be completed online at appraisals.ucsc.edu.  To familiarize yourself with the system, please review the resource links below. 

The deadline for completion of policy-covered employees' performance appraisals is July 27, 2018. Exclusively represented (union) employees' performance appraisals are due August 31, 2018.   

The appraisal should take into account performance from July 1, 2017, to June 30, 2018, and be based on each employee’s key responsibilities, goals from last year’s evaluation (if applicable), and feedback received. Undergraduate Education (UE) and Global Engagement (GE) do not require a formal peer/collaborator feedback process, but it is recommended to incorporate feedback whenever available and appropriate, especially in units where dual reporting structures exist.

Goals for 2018-2019 should identify development that sustains, improves and builds performance, and enables the employee to contribute to strategic organizational objectives and foster employee growth. Goals should be developed in collaboration with the employee and should be clear, concise, and measurable.  

NEW FOR 2017-18: Supervisors should ensure that appraisals are created under the appropriate department as the system will have more detailed unit information and will determine the appropriate workflow for signatures (e.g. Registrar now has four subunits based on supervisory structure).  Employees will still complete a self-appraisal, however, the seven (7) day auto-advance feature is no longer active.  Supervisors will provide a date by which the self-appraisal should be completed, ensuring employees are aware of the date.  The due date will auto-populate 14 days from the date the appraisal is started, but will not advance until the employee submits the self-appraisal.  Once the self-appraisal is completed, the supervisor will be asked to complete their portion of the appraisal.  Note that there are known issues with copying and pasting text from Notepad which employees and supervisors may encounter.  There is no known fix at this time.

The completed appraisal should be shared with the employee prior to a meeting scheduled between the supervisor and employee. The meeting should be in person (or via another interactive mode such as Zoom).  The meeting should provide an opportunity to discuss last year’s goals and achievements, as well as goals for the coming year in more detail. Once the supervisor and employee have met, the supervisor will advance the performance appraisal to the employee in the online system.  

NEW FOR 2017-18: The seven (7) day auto-advance feature for signatures is no longer active.  Once an employee appraisal is submitted for review, the appraisal will not advance until signed.  The same process applies to the supervisor and manager signatures.   This year's signature order is based on organizational structure and names will not be entered by the employee or supervisor, rather they have already been pre-determined based on individual unit input.  It is important to note that an employee's electronic signature on their appraisal is not an indication of agreement with the content of the appraisal, rather an acknowledgment of receiving the appraisal.

For any employee that is having performance issues, particularly those that may result in ratings of needs improvement or unsatisfactory in any category, consult with your direct supervisor as soon as possible prior to completing the performance appraisal. Your supervisor will collaborate with you, Rhonda Rhodes (SHR Senior Employee Relations Analyst), and David Abercia (UE/GE Assistant Vice Provost and Chief of Staff) on performance appraisals that include performance issues.

Performance Appraisal Timelines

Suggested, tiered timelines are below and individual units are free to modify their timeline to accommodate work schedules as long as all completed evaluations are submitted online to SHR by the appropriate campus deadline. 

Employee Group Receipt of Self Appraisal Appraisals Written and Meetings Held Completed Appraisals Signed and Submitted to SHR
Policy Covered July 9, 2018 July 23, 2018 July 27, 2018
Represented August 13, 2018 August 27, 2018 August 31, 2018

Pay for Performance Process

Planning & Budget will provide to the divisions a three percent allocation (based on eligible employees) for centrally managed funds and all other funds will need to also make available a three percent allocation (based on eligible employees) per UCOP guidelines.  For an employee to be eligible, they must meet the following criteria:

  1. be policy-covered;
  2. have started before January 2, 2018; and
  3. have, as applicable, passed probation as of July 2, 2018.

For 2018, the Divisions of Undergraduate Education (UE) and Global Engagement (GE) guarantee a minimum increase of 1.75 percent for anyone who receives a rating of Met Expectations or higher.  Unit heads will receive an allocation for their units based on eligible FTE to determine any individual increases in excess of the 1.75 percent base.  Per campus guidelines, individual increases should not exceed 4.5 percent.

Information related to unit rosters and due dates will be communicated to unit heads at a later date.

Employees can expect to see prospective and retroactive pay as follows: 

Pay Frequency Prospective Pay Retroactive Pay
Bi-weekly September 19, 2018 October 31, 2018
Monthly October 1, 2018 November 1, 2018 

Questions?

Any questions you have regarding the P4P program or the performance appraisal process should be directed to David Abercia (dabercia@ucsc.edu or 9-4908).

Resources

Online Appraisal Process Help and Tutorials

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