Evaluation Menu

The Evaluation Menu provides access to programs used to maintain, manage, and report on employee evaluations. The standard maintenance and reporting modules allow you to add, change, delete, view, and report on evaluation records. 

The evaluation system can be used for different employee groups and evaluation types, including teacher reports on staff and performance monitoring for non-teaching employees. It tracks which employees require evaluations, when evaluations are required, when reminder materials should be generated, and the outcome of completed evaluations. 

The system can generate reminder forms, reports, or mail merge files for upcoming evaluations. These materials must be distributed to employees or supervisors through the organization’s established communication processes. The system does not automatically send or electronically deliver notifications. 

Within the evaluation system, the term notification refers to the generation of notification forms or other reminder materials. The 1st Notification Sent Date, 2nd Notification Sent Date, and Final Notification Sent Date fields record when the corresponding reminder materials were generated for distribution. These fields support tracking, filtering, and reporting and help prevent duplicate reminder forms from being produced. They do not confirm that a notification was electronically sent or delivered by the system. 

Information stored on an evaluation record can include: 

• Employee 

• Position 

• Assignment start date 

• Evaluation code 

• Location 

• Required date 

• Completion date 

• Completion code 

• Completed by 

• Supervisor 

• Comment 

• 1st Notification Due Date 

• 1st Notification Sent Date 

• 2nd Notification Due Date 

• 2nd Notification Sent Date 

• Final Notification Due Date 

• Final Notification Sent Date 

Evaluation reporting 

The primary Evaluation Report allows you to select evaluation records using the following criteria: 

• Position start date 

• Required date 

• Completion date 

• Notification due dates 

• Notification Sent Dates 

• Employee category 

• Department 

• Bargaining unit 

• Position 

• Evaluation location 

• Evaluation type 

• Completion code 

• Supervisor 

• Completed by 

The report can be sorted by: 

• Employee 

• Employee category 

• Department 

• Bargaining unit 

• Position code 

• Evaluation location 

• Completion code 

• Evaluation type code 

• Completion date 

• Required date 

• Demographics location 

The Notification Sent Date fields used by the report identify when reminder materials were generated. They do not indicate that the materials were electronically delivered. 

Individual Employee Notification forms 

The evaluation screen is linked directly to the creation of Individual Employee Notification forms. 

When adding an evaluation through Evaluation Additions, the notification form can be created automatically if the Personal Notification Forms field on the applicable Evaluation Code is set to Y. 

Creating the form does not automatically send or electronically deliver it. The generated form must be distributed through the organization’s established communication process. 

Creating a subsequent evaluation 

The system assumes that evaluation records will normally be created before the evaluation is due. 

Once an evaluation record exists, it can be updated with additional information, including: 

• Completion date 

• Completion code 

• Completed by 

• Other applicable evaluation details 

When you leave Evaluation Changes, the system can ask whether you want to create another evaluation for the same employee. If you respond affirmatively, the system opens Evaluation Additions so that you can add the next evaluation record and then returns you to Evaluation Changes. 

This is useful when you have entered the completion information for an existing evaluation and want to create the employee’s next required evaluation. 

The Create New Evaluation From Changes field in the User Specified Parameters Profile controls whether the system displays this prompt. 

Creating two evaluations 

The system can also create two evaluations each time you use Evaluation Additions. This can be useful when evaluations are normally created in sets of two. 

This feature requires the following fields to be configured correctly on the Evaluation Code: 

• Next Evaluation 

• Next Interval 

• Automatic Next Evaluation 

Refer to the Evaluation Codes documentation for additional information about these fields and their configuration. 

Required database items 

The following database items must be configured to use the evaluation subsystem: 

 Refer to the manual documentation under the corresponding menu option for further information on each database item.