Administrator FAQ

1. Criteria are defined by the supervisor to be approved by the supervisor.
2. The supervisor completes the evaluation and submits it for approval.
3. The approver approves the performance evaluation.
4. The supervisor shares the evaluation with the employee.
5. The employee acknowledges the evaluation.

Detailed step-by-step instructions for the probationary performance evaluation process can be found here.

1. Criteria are defined by the supervisor and/or the employee, to be approved by the supervisor. All functions and goals that an employee will be evaluated on for the current performance cycle must be defined during this step. Criteria cannot be added or edited once the Define Criteria step has been completed.
2. The supervisor approves the criteria. To allow for updates to the criteria throughout the performance cycle, the supervisor should wait to approve the Define Criteria step until the end of the performance cycle.
3. (optional) The supervisor and/or the employee can nominate additional staff participants to the evaluation process. One reason for nominating someone could be in the case of dual supervision.
4. (recommended) The employee completes a self-evaluation.
5. The supervisor completes the manager evaluation and shares it with their employee.
6. The employee acknowledges the evaluation.
7. The supervisor submits the evaluation for approval.
8. The approver approves the performance evaluation. 

Detailed step-by-step instructions for the annual performance evaluation process can be found here.

You can access evaluations pending your approval in one of three ways:

1. When an evaluation is submitted for approval, all divisional ePerformance administrators within the unit/division receive an email with the subject line “Request requires approval”. You can go directly into the evaluation pending your approval via a direct link provided in the email. 
2. You can also access evaluations pending your approval by
   1. Go to https://ucpath.universityofcalifornia.edu
   2. Log in with your CruzID and Gold password.
   3. Go to PeopleSoft Menu > Workforce Development > Performance Management > Approve Documents
   4. Select an appropriate Document Type and an appropriate Document Template ID
   5. Click the yellow ‘Search’ button
   6. Click into the evaluation in the search results
3. You can also access the evaluation through the Worklist:
   1. Go to https://ucpath.universityofcalifornia.edu
   2. Log in with your CruzID and Gold password.
   3. In the left navigation panel, click the ‘Worklist’ option.
   4. Click the link for the appropriate evaluation.

UCPath will log you out after ~20 minutes of inactivity. If you have multiple tabs open to UCPath, each tab is running its own timer. If any browser tab open to UCPath is left untouched for ~20 minutes, it will log you out of all tabs (even if you are actively working in another UCPath tab). We recommend closing any UCPath browser tabs you aren’t actively using to avoid an unwanted logout.

Please note, the Performance Workcenter automatically opens you into a new tab on your browser, creating the perfect scenario for you to be logged out while you are working.

Due to the security limitations found with the divisional ePerformance administrator role, they would not have the ability to see the evaluations in the system themselves. Divisional administrators should work with their Employee Relations Analyst to obtain a report showing the document status of the evaluations they wish to track.

Contract and Per Diem employees do not by default require an annual performance evaluation. As a result, evaluations for these populations aren’t created by default. If you need an annual evaluation for a Contract or Per Diem employee, Divisional Administrators now have access to create evaluations.

A performance evaluation can be accessed by an administrator only if there is some content already added to that evaluation. If the supervisor has not yet entered and saved any criteria, you will not be able to access the evaluation. 

No. You cannot affect an evaluation as an administrator that is assigned to you or would be assigned to you as the supervisor. You will need to have another divisional ePerformance administrator within your unit, or your Employee Relations Analyst make the transfer for you. 

For an employee to get access to their probationary performance evaluation, the following steps must be taken:

1. The supervisor completes their evaluation of the employee
2. The supervisor submits the evaluation for approval
3. The supervisor’s supervisor reviews and approves the evaluation
4. The supervisor clicks the ‘Share with Employee’ button in the upper right hand corner. 

Please note, the evaluation is not completed until either the employee has acknowledged the evaluation, or, if the employee is unable or unwilling to acknowledge the evaluation, until the supervisor has overridden their acknowledgement. 

Contract and Per Diem employees do not by default require an annual performance evaluation. As a result, evaluations for these populations aren’t created by default. If you need an annual evaluation for a Contract or Per Diem employee, Divisional Administrators now have access to create evaluations.

To learn more about ePerformance, Staff HR offers three resources:

Sign up for a class:

Employee Relations offers instructor led courses on ePerformance. You can register for the first course, ‘ePerformance Part 1: Defining Criteria and Goal Setting’ through the UC Learning Center. Additional courses on how to complete a performance evaluation will be offered toward the end of the annual performance cycle.

View Training Presentations:

The full ePerformance Tool Trainings and step by step instructions can also be found here. 

View Step-by-Step Instructions and Workflow:

• Probationary performance evaluation process can be found here.
• Annual performance evaluation process can be found here.

Contact your Employee Relations Analyst with any further questions you have about ePerformance.