These FAQ are grouped into 4 topical areas:

Overall System Questions:

1. Why is the University doing this now?

An opportunity for this project emerged when dedicated funding was committed to address improvements to the existing performance evaluation process.

2. Who does the system apply to?

EvalS is currently available for Classified Non-IT employees and the supervisors of Classified Non-IT employees. The next version for Classified IT positions is currently being developed.

3. My department uses a different form. Do I have to use this one?

During the months of November and December 2011, the use of EvalS for Classified performance evaluations is optional. After January 1, 2012, all classified performance evaluations are required to be done on the EvalS system.

4. Do I have to provide a rating?

Yes, ratings are required. In rare cases, a rating of “Not Rated” may apply. You must contact your Business Center HR contact before assigning a “Not Rated” rating.

5. My employee is topped out on the pay range and is not eligible for an increase. Am I still required to conduct the annual performance appraisal?

Yes, we are required by the collective bargaining agreement to provide every classified employee an annual performance evaluation, whether it will result in a step increase or not.

6. Where do I find help resources?

Please go to the EvalS website.

7. What are the process steps in the performance evaluation?

Please refer to the User Guides at this website for step-by-step instructions on the process.

Goal Setting Questions:

1. Why did we incorporate goals in this process?

Setting performance goals is a way to engage employees and empower them in their own success at work. Goals are quantifiable and measureable, and are therefore a good way to determine whether an employee is exceeding, meeting, or not meeting expectations in the position.

2. If an employee is in a promotional trial service status, what’s the best way to work establishing goals?

The employee and supervisor should focus on the first 6 months and review the progress of the goals at that time. At the 6 month timeframe, the employee and supervisor should revise the goals by continuing, modifying or expanding them for the next 6 months.

3. What do I do if my employee doesn’t complete their section in a timely fashion or refuses to establish goals?

Goals should be initiated by the employee, but are ultimately approved by the supervisor. If the employee refuses to participate in the goal setting process, have a conversation to determine why. Seek solutions to any obstacles, e.g. language barriers, access to computers, discomfort with online programs, etc. and work with your business center if necessary. If there is a more personal, performance related, or philosophical reason for an employee’s refusal to participate, you may contact employee.relations@oregonstate.edu with a brief description of the issue and someone will contact you.

System Timing Questions:

1. What is the overall timeline?

60 days prior to the due date, the Supervisor and Employee will receive automated notifications that it is time to enter Results, Appraisal, and Rating for the current performance year. For the next performance year, the Employee and Supervisor have 30 days into the review period to enter goals. Then, the cycle will repeat.

2. What happens if I miss the due date?

While every effort should be made to complete the performance evaluation process on time, you may still complete the Performance Evaluation after the due date. A performance evaluation will remain open for 30 days past the due date, and after that time the system will automatically close it.

3. Can I still initiate a performance evaluation if I miss the due date?

Yes – each supervisor’s list of employees will appear with the appropriate status. Even if the status is “Evaluation Overdue”, a supervisor may still complete the performance evaluation for up to 30 days past the due date. After that time, the system will automatically close it.

4. What happens if I don’t get this done in time?

If the performance evaluation is not completed within 30 days of the due date, the system will automatically close it. If this is the case, please contact your business center human resources staff member, and you will be provided a blank form to complete manually for upload into NOLIJ.

Technical System Questions:

1. I didn’t get emails when I expected to, and I think the system missed my employee. Who do I contact to get assistance on this?

If you believe there is a reporting issue with EvalS, or you do not have an employee listed, please contact employee.relations@oregonstate.edu with a brief description of the issue and someone will look into the problem and get back to you.

2. Will I be able to view past evaluations?

Yes, EvalS has archival properties. Employees will be able to view all past and current evaluations. Supervisors will be able to view all past and current evaluations for all of their current employees.

3. Will I be able to view past evaluations completed by previous supervisors?

Yes, supervisors will be able to view all past evaluations for their current employees — even if those performance evaluations had been completed by previous supervisors.