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Identify which employees are missing. Are they MaPS or Support staff?

When did this employee start?

• MaPS: Hires/transfers/promotions after April 1 of a given year will not participate in the upcoming annual review. They will participate in the next performance cycle, starting in July.
• AUPE: New hires who join after October 1 of a given year will not participate in the upcoming annual reviews, given that they have not yet passed probation. They will participate in the next performance cycle, starting in April.

Did this employee recently transfer to your team?

• If so, their performance document may need to be transferred from their previous manager. Contact UService for assistance. 

If the employee started before the dates listed and is not a recent addition to the team, their performance document was not automatically created. Managers can request performance documents for their direct reports that do not have one using the Request a Performance Document webform.

Support Staff who are full-time salaried employees who do not have a defined end-date for their appointment and work 0.5FTE or greater automatically receive an online Annual Review Document. Submit a creation request through the Request a Performance Document webform to create documents for employees who do not meet the criteria for automatically created documents.

The employee may now report to another manager. This requires that the performance document be transferred. Contact UService for assistance.

If the employee has left the university, their performance documents are cancelled automatically after a short delay. If the document lingers beyond 15 days post-termination, contact UService for assistance. 

This means that the previous year’s performance document has not been completed; an outstanding step requires completion by the manager or employee.

The document status can indicate the required action:

• Pending Acknowledgement: the employee must access document and select "Acknowledge"
• For all other statuses, it generally means that the previous year’s review was not fully completed. The manager should either complete the review or request it be cancelled.
• If the issue is not resolved through this process, contact UService.

A performance review is recommended for any employee who worked at least 3 months of the performance year. If the employee is away during the normal timing of annual reviews, a self-assessment is not necessary. In this case, the manager is expected to complete their assessment and select "Share with Employee".

• Option 1: The annual review meeting can be delayed until the employee returns.
• Option 2: The manager can override employee acknowledgement, given that they are away.
• Option 3:  The review may be cancelled for employees who were absent for more than half of the performance year.

If the employee received their final probation review between November and March, then an annual performance review is not required. A new annual document will be created for them in the next performance cycle, starting in April (for Support Staff only).

If performance concerns arise, contact the assigned HR Partner of your Faculty/Unit.

Although managers and employees are encouraged to follow the annual review timelines communicated by People and Culture, we do understand that there may be unique challenges. If you are unable to meet the suggested timelines, please work with your employee to determine dates that work best for both of you. The annual review document will still remain active after the performance year deadline and will allow for editing as required.

The most important aspect of the annual review is ensuring you are connecting with your direct reports and having the conversation.

This requires the evaluation be re-opened. This will not delete comments or ratings that have been entered.

• Self-assessments: Managers can reopen self-assessments for employees if the performance document is in the Evaluation in Progress stage. Follow the steps in this to reopen an employee's self-assessment.
• Manager Assessments: When the manager assessment is submitted it gets pushed to the employee for acknowledgement. Contact UService for assistance in reopening the manager assessment. It is important to follow up with the employee to review any changes to the manager assessment.

The employee has not yet submitted their self-assessment or did not enter comments for that section. It is recommended to ask the employee to complete their self-assessment, referring to this .

At this time, only one manager can be assigned to the performance document in PeopleSoft. If you have an employee who has a second reporting relationship, we recommend managers to partner on the annual review together. The manager assigned to the document will be the only person with access to add comments.

Contact UService for assistance in transferring your performance document to the correct reports-to manager.

The annual review performance document needs to be in the Record Goals & Achievements status in order to add or edit goals. Please refer to the .

If your performance document is in another status other than Record Goals & Achievements, please contact UService for assistance in reopening the goals stage to edit or add goals.

It’s likely that the document is not in the Evaluation in Progress status. Your manager can change the status of the performance document to "Evaluation in Progress" by selecting "Complete" in the Record Goals & Achievements stage of the document.

Employees cannot edit or update goals after the assessments have begun. In order to edit or add goals, the goal-setting stage of the performance document will need to be reopened. This can be reopened by contacting UService but please note, reopening the "Record Goals & Achievements" stage of the performance document will delete any ratings/comments that have been entered in the self or manager assessment.

• If you wish to proceed with reopening the goal-setting step, it is strongly recommended that both the manager and employee copy, paste, and save any comments/ratings in a separate Word document.
• Only proceed with this option if you have confirmed that your manager is okay with losing their entries. In general, we recommend that goal revisions are indicated as a comment instead.
• Once the goals are reopened, the manager/employee can now revise the relevant section. When completed, the manager must select "Complete" to move the performance document back into the assessment stage.

Managers can reopen self-assessments for employees if the performance document is still in the "Evaluation in Progress" status. Please refer to the steps outlined in this .

Record Goals & Achievements: Employees enter in their goals for the current performance year. At the end of the goal setting period, managers can select "Complete" and this locks the goals section, opens the self-assessment and manager assessment, and moves the annual performance review document into “Evaluation in Progress” status.

Evaluation in Progress: Both the employee and manager complete their respective assessment portions of the annual performance review document. When ready to share their ratings and comments, managers will select "Share with Employee", moving the document into “Pending Acknowledgement” status.

Pending Acknowledgement: Employees review the annual performance review document and select "Acknowledge’". Once acknowledged, the document moves to “Completed” status.

Completed: The employee and manager have successfully completed all steps of the annual review process. Once in “Completed” status, the performance document is filed under “Historical Documents” in PeopleSoft.