Supervisor Guide to Employee Evaluations

Description

This article provides instructions on how to complete employee evaluations, add co-planners, approve evaluations, and review employee goals and past evaluations in the Talent Management System (TMS)  at Idaho State University (ISU).

INFORMATION: 

  • As a supervisor, you are responsible for evaluating each employee, providing comments to your support ratings, setting goals, and to review the evaluation with the employee. 
  • If another supervisor will also evaluate the employee, add the co-planner before submitting the evaluation. Submitting the evaluation too early can prevent both evaluators from accessing it. 

Guide Navigation

Locate the Talent Management System

  1. Go to MyISU.
  2. Sign in with your ISU Username and Password.
  3. Complete Duo authentication when prompted. 
  4. Select the Work tab.
  5. Locate the Talent Management System card.
  6. Select Access Talent Management System.

Begin an Employee Evaluation

  1. Select the Your Action Items heading to view tasks awaiting your attention.
    • Note: The list displayed below the heading shows only some of your actions items. Select Your Action Items to view the complete list. 
  2. Select an employee's name to open the Overview page. 
  3. Review the information under Supervisor to understand your responsibilities. 
  4. Review the Review Step Progression chart to see where the evaluation is in the approval process. 
  5. Select Get Started. 
  6. Continue to the next section and follow the steps to complete the employee evaluation. 

Complete an Employee Evaluation

Job Details

  1. Enter the required information in each field. 
  2. Keep each response within the 3000-character limit.
  3. Review your entries for accuracy, 
  4. Select Save and Continue.

Note: Information entered in the is section carries forward to the next year's evaluation. 

Competencies

Evaluate your employee's performance using the competencies listed in the evaluation. 

  1. Review the employee's self-evaluation comments displayed about the Comments section. 
  2. review the examples provided for each rating level. 
  3. Select Select for competency. 
  4. Choose the rating that best reflects the employee's performance. 
  5. Enter comments in the Comments section to support your rating. 
  6. Repeat these steps for each competency.
  7. Select Save and Continue to proceed.
    • Note: You can select Save and Exit to close the evaluation and return later. 

important: It is mandatory to enter comments to support your ratings. Evaluations without the required comments will be returned to you. 

Goals

Use this section to establish goals for your employee's next review period. Employees are able to track and update their progress on their goals throughout the year.
  • Note: You can create goals using the Regular or the Wizard method. 

Create a Goal Using the Regular Method

  1. Select Add Goals to open the Create Goals window. 
  2. Complete the goal fields in order:
    1. Title
    2. Description
    3. Start and Due dates
    4. Categories
    5. Tasks
    6. Targets
  3. Select the icon next to Categories to view the ISU Core Themes. 
  4. Choose the theme that best aligns with the goal.
  5. Assign a weight to each task or target. 

Important: The task and target weights must both total 100.

  1. Repeat these steps to add more goals, as needed.
  2. Select Save and Continue when you are finished entering the employees goals. 

Create a Goal Using the Wizard Method

Use the Wizard method if you want guidance when creating a SMART goal. 

  1. Select Wizard in the goal window. 
  2. Follow the prompts to develop a goal using the SMART framework. 
    • Specific: Clearly define the goal. 
    • Measurable: Identify how you want to measure the employee's progress.
    • Actionable: Describe the actions needed to achieve the goal. 
    • Relevant: Connect the goal to the employee's responsibilities or Priorities. 
    • Timely: Establish a time frame for completion. 
  3. Follow the prompts to finish creating the goal. 
  4. Save the goal when you are finished. 
  5. Select Save and Continue when you are finished entering the employees goals. 

Review the Evaluation Summary

The Evaluation Summary section displays the employee's overall rating, calculated from the individual competency ratings you entered. 
  1. Review the overall rating and evaluation details. 
  2. Confirm that all required sections are complete. 
  3. If another person will co-plan the evaluation, follow the instructions in the Co-Planners section before submitting. 
  4. Select Submit if you don't have a Co-Planner. 
  5. Review the Submit Review screen and confirm the submission, if prompted. 

Note: When you submit an evaluation it sends it to the next person in the approval process. 

Add a Co-Planner to an Evaluation

important: Do NOT select Submit before the co-planner finishes adding their content to the evaluation. Submitting the evaluation too early can move the evaluation to the next approval level and prevent the co-planner from accessing it. 

Add a Co-Planner to an evaluation when another person needs to evaluate the same employee, such as when the employee reports to more than one supervisor. 

Add a Co-Planner

  1. Open the evaluation's Summary screen.
  2. Select Options.
  3. Select Add Co-Planners.
  4. Select the search icon.
  5. Enter the Person's Name, Position, or Manager. 
    • Note: Select the magnifying glass icon to search.
  6. Select the correct person. 
  7. Repeat the steps to add more Co-Planners, as needed. 
  8. Select Save. 

Coordinate the Shared Evaluation

  1. Contact the Co-Planner to coordinate and agree on who will submit it and a completion date. 
  2. Sign out of TMS when you are finished. 
  3. Allow the Co-Planner time to complete their portion of the evaluation. 

Note: Co-Planners follow the same evaluation steps as the Supervisors. They can view the supervisor's comments, ratings, and goals and add additional feedback and comments of their own.

Warning: If the Supervisor or any Co-Planner selects Submit before the evaluation is finished, the evaluation moved to the next person in the approval queue. The Supervisor and any Co-Planners may lose access to the evaluation. 

  1. Confirm that all evaluators have completed their work. 
  2. Have one evaluator select Submit.
  3. When the Submit Review screen opens, select Submit again to confirm.

Remove a Co-Planner

  1. Select the X by the person's name in the Add Co-Planners window. 

Understand the Evaluation Approval Process

After the Supervisor submits the evaluation, it moves through the approval process. 

The approval sequence:

  1. Human Resources (HR) Review: HR checks that required fields are complete and that the evaluation language is appropriate. 
  2. Second-Level Supervisor Review: The Second-Level supervisor reviews and approves the evaluation.
  3. Vice President (VP) Review: The VP reviews and approves the evaluation.
  4. Supervisor Sign-Off: The evaluation returns to the supervisor for final sign-off. 
  5. Employee Review: The supervisor meets with the employee to discuss the evaluation, and the employee reviews and acknowledges the results. 

Supervisor Sign Off on an Approved Evaluation

After the VP completes their review, the evaluation returns to you for sign-off. You will receive and email when it is ready. 

Plan to sign the evaluation when you meet with the employee to discuss the results. 
  • Note: Once you submit the signed evaluation, it becomes available for the employee to view. 
  1. Sign In to MyISU.
  2. Open the Talent Management System.
  3. Locate the evaluation in the Your Action Items section.
  4. Select the employee's evaluation.
  5. review the Review Step Progression chart.
  6. Confirm that the evaluation is at Supervisor Sign-Off. 
  7. Select Get Started.
  8. Select Next on each page to review the evaluation. 

Note: You cannot make changes to the evaluation during this step. 

  1. Enter your first and last name in the Manager field. 
  2. Select Sign.
  3. Select Submit to finish the sign-off process. 

Note: The evaluation will be removed from Your Actions Items after you submit it. 

Meet with the Employee

After submitting the signed evaluation:

  1. Meet with the employee to discuss the evaluation results. 
  2. Ask the employee to acknowledge the evaluation, add comments if needed, and submit it. 

Important: The employee can view the evaluation after you submit your sign-off. Coordinate the discussion prior to submitting the evaluation. 

View Your Teams Evaluations and Goals

You can use My Team in TMS to access employee evaluations and goals throughout the year. 

  1. Sign In to MyISU.
  2. Open the Talent Management System.
  3. Select My Team.
  4. Locate the employee whose information you want to review. 
  5. Open the available evaluation or goal information. 

Note: Use this area to review historical evaluation information and track employee progress on goals throughout the year. 

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