The Evaluation Notification Forms program identifies evaluation records that meet selected criteria and generates reminder forms, reports, or mail merge files related to pending evaluations.
Within this program, the term notification refers to the generation of notification forms or other reminder materials. The program does not automatically send or electronically deliver notifications to supervisors or employees. Generated materials must be distributed through the organization’s established communication processes.
The program can generate first, second, or final reminder materials. Evaluation records can be selected using criteria similar to those available in the Evaluation Report. The selected notification type adjusts the default selection criteria so that the appropriate evaluation records are included.
1st/2nd/Final Notification
Select the reminder stage for which materials will be generated:
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Enter 1 to generate first reminder materials.
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Enter 2 to generate second reminder materials.
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Enter F to generate final reminder materials.
The default date criteria change according to the selected reminder stage.
For all reminder stages, the Completion Date criteria default to blank. This excludes evaluations that have already been completed.
For the selected reminder stage, the corresponding Notification Sent Date criteria also default to blank. This excludes evaluation records for which reminder materials have already been generated and helps prevent duplicate reminder forms from being produced.
Position Start Date
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To select evaluation records based on position or assignment start date, enter a date range.
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Evaluations with a position or assignment start date within the specified range will be included. If you accept the default dates, records will not be filtered using this field.
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Enter dates as YYYYMMDD or YYMMDD.
Required Date
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To select evaluation records based on the evaluation required date, enter a date range.
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Evaluations with a required date within the specified range will be included. If you accept the default dates, records will not be filtered using this field.
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Enter dates as YYYYMMDD or YYMMDD.
Completion Date
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To select evaluation records based on the completion date, enter a date range.
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Evaluations with a completion date within the specified range will be included. When the criteria default to blank for notification processing, completed evaluations are excluded.
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Enter dates as YYYYMMDD or YYMMDD.
1st Notification Due Date
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Enter a date range to select evaluation records based on when first reminder materials are due to be generated.
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Evaluations with a 1st Notification Due Date within the specified range will be included. If you accept the default dates, records will not be filtered using this field.
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Enter dates as YYYYMMDD or YYMMDD.
1st Notification Sent Date
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Enter a date range to select records based on when first reminder materials were generated.
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Evaluations with a 1st Notification Sent Date within the specified range will be included. Leaving the criteria blank can be used to identify evaluations for which first reminder materials have not yet been generated.
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Enter dates as YYYYMMDD or YYMMDD.
2nd Notification Due Date
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Enter a date range to select evaluation records based on when second reminder materials are due to be generated.
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Evaluations with a 2nd Notification Due Date within the specified range will be included. If you accept the default dates, records will not be filtered using this field.
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Enter dates as YYYYMMDD or YYMMDD.
2nd Notification Sent Date
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Enter a date range to select records based on when second reminder materials were generated.
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Evaluations with a 2nd Notification Sent Date within the specified range will be included. Leaving the criteria blank can be used to identify evaluations for which second reminder materials have not yet been generated.
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Enter dates as YYYYMMDD or YYMMDD.
Final Notification Sent Date
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Enter a date range to select records based on when final reminder materials were generated.
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Evaluations with a Final Notification Sent Date within the specified range will be included. Leaving the criteria blank can be used to identify evaluations for which final reminder materials have not yet been generated.
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Enter dates as YYYYMMDD or YYMMDD.
Notification Sent Date fields
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The 1st Notification Sent Date, 2nd Notification Sent Date, and Final Notification Sent Date fields are tracking fields. They record when the corresponding reminder materials were generated for distribution.
These fields are used to:
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Identify records for which reminder materials have already been generated.
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Help prevent duplicate reminder forms from being produced.
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Support filtering and reporting of evaluation records.
A value in one of these fields does not confirm that a notification was electronically sent or delivered by the system.
Employee Categories
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To select records based on employee category, enter up to 10 employee category codes.
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Use Search to view valid category codes.
Demo Departments
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To select records based on department, enter up to 10 department codes.
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Use Search to view valid department codes.
Demo Bargaining Units
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To select records based on bargaining unit, enter up to 10 bargaining unit codes.
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Use Search to view valid bargaining unit codes.
Evaluation Positions
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To select records based on evaluation position, enter up to 10 employee position codes.
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Use Search to view valid position codes. Leave the field blank to include all applicable positions.
Evaluation Locations
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To select records based on evaluation location, enter up to 10 location codes.
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Use Search to view valid location codes. Leave the field blank to include all applicable locations.
Evaluation Types
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To select records based on evaluation type, enter up to 10 evaluation codes.
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Use Search to view valid evaluation codes. Leave the field blank to include all applicable evaluation types.
Completion Codes
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To select records based on evaluation completion code, enter up to 10 completion codes.
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Use Search to view valid completion codes. Leave the field blank to include all applicable completion codes.
Supervisor
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To select evaluation records associated with a specific supervisor, enter the supervisor’s employee number.
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Use Search to view valid employees. Leave the field blank to include all applicable supervisors.
Completed By
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To select evaluation records based on the employee who completed the evaluation, enter the applicable employee number.
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Use Search to view valid employees. Leave the field blank to include all applicable employees.
Report Sort
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Enter the letter corresponding to the order you want to sort this report. Refer to the below table for the meaning of each letter.
|
Letter |
Sort Order |
|---|---|
|
E |
Employee |
|
A |
Employee Category |
|
D |
Department |
|
B |
Bargaining Unit |
|
P |
Position Code |
|
L |
Location |
|
C |
Completion Code |
|
T |
Evaluation Type Code |
|
R |
Required Date |
|
O |
Completion Date |
Employee Sort
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Select how employees should be sorted:
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Enter A to sort alphabetically by employee name.
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Enter N to sort numerically by employee number.
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Report/Forms/Mail Merge
Select the type of output to generate:
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Enter R to produce a report of the selected employee evaluation records.
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Enter F to produce notification forms.
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Enter M to create a merge/export file containing the selected records.
Generating a report, notification form, or merge/export file does not automatically distribute the resulting communication. Distribution must be completed separately through the organization’s established communication processes.
Merge Profile
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If you select M to create a merge/export file, enter the applicable merge/export profile.
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Use Search to view valid merge/export profiles.
Update Date Sent
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This option is available when notification forms are generated.
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Enter Y to update the corresponding 1st, 2nd, or Final Notification Sent Date for the selected evaluation records.
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Updating the Notification Sent Date records the date on which the reminder materials were generated for distribution. The field is used for tracking and reporting and helps prevent duplicate reminder forms from being produced. It does not indicate that a notification was electronically sent or delivered by the system.
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For example, if you are generating second reminder forms and select Y, the entered date will be recorded in the 2nd Notification Sent Date field for all selected evaluation records.
Update Date
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This field is available when notification forms are generated and Y is entered for Update Date Sent.
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Enter the date on which the reminder materials were generated. The date will be recorded in the applicable Notification Sent Date field for the selected evaluation records.
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Enter the date as YYYYMMDD or YYMMDD.
Employee Selection
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Enter a valid employee to limit the output to that employee. Use the applicable search option to locate a valid employee.