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PEP 2011 online process Steps for supervisors

In the summer of 2010, supervisors began using an automated online system for their

annual employee performance review. This year we have made a few enhancements to

the automated online system.

These instructions are meant to be a “step by step” guide that accompanies the tutorial for

supervisors. You can find a link to open this supervisors’ tutorial at

www.austincc.edu/hr/eval/ supervisors.php.

As in the past, the evaluation process requires close employee-supervisor coordination and

communication. You can see an overall flow-chart of the process here:

http://www.austincc.edu/hr/eval/documents/2011PEPAutomationProcessFlowChart_000.

pdf.

All forms are due on the last Friday of July (7/29/2011).

CONTENTS:

PEP 2011 online process: step by step guide

Supervisor steps ..................................................................................................................................... 2

(Press control + click on number to go to that page)

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Supervisor steps

1. Go to the evaluation website and click the link called “Supervisors”.

This will take you to the supervisor’s page www.austincc.edu/hr/eval/

supervisors.php.

Click the Log in to the FY 2011 Performance Excellence Program link.

This will take you to the PEP online system.

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2. Log in using your ACC e-ID.

3. Employee names are listed in the supervisors’ homepage. Begin

evaluating by clicking the “evaluate” link for a selected employee.

Note: Supervisors are able to see the employees’ 2010 PEP Review.

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4. Proceed to fill out the form. You will see a section on the top to put in

Goals and Objectives from the previous year.

5. You may list strengths, areas for improvement, and add comments

after each section if appropriate.

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6. The final section also gives you the option to add overall comments if

needed.

7. At the end of the form, there is a place to list the Goals and

Objectives for the year to come.

8. After filling out the form, save the evaluation by clicking on the “save

and exit this evaluation” button located at the bottom of page. Your

changes have now been saved. If you click on the “Return to PEP

Home Pages” without saving and exiting your changes will be lost.

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Clicking on the “save and exit this evaluation” button will always take

you back to the “print page” where the evaluation summary is

displayed.

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9. The supervisor can print this summary page by clicking the red ‘Print

Version of this Evaluation’ found on the top of the form. Bring a hard

copy to the evaluation meeting with employee.

After printing, click on Return to PEP home page.

10. Notice that the form for this employee has changed to “edit”

status. Remember that you can log out and your changes are saved.

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The system is designed to save and go back to the homepage so that

supervisors do not finalize the form until they meet with employee to

discuss the results. It is important to not sign this form at this point,

because this will lock changes to the form.

11. The next step is to have the performance review meeting

with your employee.

Visit our evaluation home page for brief videos on conducting

evaluation www.austincc.edu/hr/eval/.

Before the supervisor signs, we strongly encourage that the

final review of the form takes place in the presence of the

employee, just like with a paper form.

NOTE: Do not sign until both parties have seen it, reviewed it

and are ready to sign. If the supervisor signs it, changes to

the form will be locked.

NOTE: If there are disagreements, either party needs to recur to

the conflict resolution process just like in the past.

In order to finalize and submit the form, the supervisor and the

employee will sign the form. The following steps describe how to do

this.

Note: Only after the evaluation is in “edit” status will the signature

box appear for the supervisor to sign.

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12. Finalizing the evaluation:

The supervisor logs in to the PEP home page and clicks on “edit” for

selected employee.

13. Supervisor reviews edits and ensures that the ratings in the form

are indeed the ones discussed during the meeting. Scroll down as the

form is reviewed; the signature box is at the bottom of the page.

Notice to the bottom right there is a button that says “Save and Exit

This Evaluation (without submitting)”. If you are not ready to submit

your FINAL review, you can click here, save your changes and come

back and submit later.

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If both parties are ready to sign, supervisor clicks on the signature

box at the bottom of the page. This will LOCK the supervisor’s

form, that is, NO MORE CHANGES CAN BE MADE. Checking the box,

i.e., signing will make the form available for your employee to sign.

After clicking on the box that says you are submitting a final

review, a blue box will show up that says “Submit Final

Evaluation”.

You will then be able to print off your Submitted Evaluation.

Note: You are no longer able to edit this evaluation.

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Click on “Return to PEP Home Page”. Notice that an employee form

which has been edited and submitted has now changed to “view/print

only” status. You can only view and print this evaluation.

Next, the supervisor notifies the employee that the form is ready for

his/her signature.

Once the Employees Signs off on the form, the supervisor will see a

note by the employees name that says ‘Employee Has Signed Off’.

This means the Evaluation has been signed off by both the supervisor

and the employee and is now Final.

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Supervisor may log off now or continue to review the performance of

another employee.

MAKE SURE YOU PRINT A FINAL COPY AND RETAIN ALL PERTINENT

PAPER WORK FOR YOUR RECORDS.

If you have questions about the functioning of this website,

please request help at the IT help desk at

http://www.austincc.edu/helpdesk/forms/service_req_form.php or call

223-HELP (223-4357).

If an employee cannot be evaluated please notify us.

If an employee no longer works for you or you cannot evaluate him or

her due to legitimate reasons (maternity leave, family medical leave,

has not worked long enough under your supervision, or any other

reason) let the Faculty and Staff Evaluation Office know that this

employee will not be evaluated.

It is preferable that you send an e-mail documenting these reasons to

your Faculty and Staff Evaluation Specialist at wfeil@austincc.edu.

For any other questions contact Whitney Feil at 223-7984.

Please visit our website for more information www.austincc.edu/hr/eval/.

Click the links to view brief videos of how evaluations should and

should not be done. Evaluations: Courageous Conversations and Evaluations:

Constructive or Destructive?

THANK YOU FOR YOUR CONTRIBUTION

TO ACC’s ANNUAL PERFORMANCE EXCELLENCE PROGRAM.