UCPath ePerformance learning resources, training and job aids are available to help employees and supervisors understand their roles in completing the annual employee performance appraisal and probationary evaluations.
ePerformance Webinar Recording
The 3/19 presentation focused on annual employee performance appraisals from both the employee and supervisor perspectives. The recording includes Q&A and system demonstration. Please watch the this web page for updates on whether additional sessions will be offered.
ePerformance Training on the UCPath Website
All employee and supervisor training lives on the UCPath website, including:
- Slide decks
- Job aids and guides
- Recorded webinars
- I'm getting an error message when I click on the link to ePerformance included in the automated email telling me that documents are available?
Some users have experience a problem when they click on the link to ePerformance in the automated email notifying them that ePerformance documents are available for them. They have received an error message stating they are not authorized to access that page. When this occurs, employees should access ePerformance via the main UCPath portal and select Performance WorkCenter to navigate to your ePerformance documents.
This problem has been reported to UC Path Center’s Central Team for resolution.
- When will a supervisor and employee receive email notifications?
- Employees receive automated emails when an ePerformance document is available for the employee to do something. For example, when annual appraisals are created, an employee receives an email notification to that effect with a link so they can complete their self-evaluation and propose goals for the next year. In addition, when their supervisor completes an annual appraisal or probationary evaluation, an employee receives an email notification with a link so they can review and acknowledge the appraisal or probationary evaluation. The system does not generate reminder emails that an employee needs to complete a task. The system does not generate warning emails that a deadline is approaching or has passed.
Supervisors receive automated emails from the system when an appraisal or a probationary evaluation is created and available for the supervisor to do something. For example, when annual appraisals are created, a supervisor receives an email notification to that effect with a link so they can complete the appraisal. In addition, when the employee completes their self-evaluation and proposes goals for the next year, the supervisor receives an email notification that it has been completed. Likewise, when an employee acknowledges receipt of annual appraisal or probationary evaluation, the supervisor receives an email notification that it has been acknowledged and the document is complete.
The system does not generate reminder emails that an employee needs to complete a task. The system does not generate warning emails that a deadline is approaching or has passed.
- Can a supervisor start filling out an appraisal in ePerformance before an employee completes their self-evaluation?
- Yes. A supervisor does not need to wait to start filling out a performance appraisal until the employee has completed their self-evaluation and proposed goals for the next year in ePerformance.
- Accessing historic appraisal documents
Davis Campus - EPAR System
The EPAR http://epar.ucdavis.edu system only contains historic employee performance appraisal information.
Employees and supervisors can only finalize incomplete performance appraisal documents and view historic appraisal information in the EPAR system.
Supervisors may inspect or request the EPARs of employees they supervise if they are unable to access them on this system. Records are available by hard copy or electronic copy (preferred). Read how to Inspect a Personnel File.
Hiring authorities may inspect the EPARs of employees who are being considered for their vacancies. The files may be viewed by appointment at the Human Resources Administration Building. Read how to Inspect a Personnel File.
UC Davis Health - Legacy ePerformance
Supervisors can still access the system as they did prior to UCPath and view all of the content - https://careers.ucdmc.ucdavis.edu/psp/hrprod/?cmd=login&languageCd=ENG&
- Information in Legacy ePerformance is available for review, but cannot be updated
- Employees hired after UCPath Go Live will not be able to access legacy ePerformance
- Supervisors hired after UCPath Go Live should obtain historic evaluations from their manager
- Who uses UCPath ePerformance?
- MSP Employees - annual performance appraisals are created in ePerformance if they started work on/before the first Monday in January following the winter holidays.
PSS Employees - annual performance appraisals are created if their probationary period ends on or before April 30.
- For PSS employees with a probationary period that ends in March or April, a probationary final evaluation will created in addition to the annual performance appraisal (both need to be completed).
Contract Staff w/ 50% or greater appointment - annual performance appraisals are created if they have worked for at least twelve months as of early March 1.
Limited Appointment Staff w/ 50% or greater appointment - annual performance appraisals are created if they have worked for at least twelve months as of March 1..
- What are Performance Notes in ePerformance?
- This is a place where the employee or supervisor can track anything they want to include in an appraisal or evaluation (e.g., accomplishments, metrics). The only person who can see the notes is the person who entered them and the notes do not migrate into the appraisal documents. The user would need to manually (i.e., copy and paste) insert notes in an appraisal or evaluation.
- What reports are available for ePerformance?
Two Cognos reports for ePerformance have been created. The Employee Activity Report (UCP 160) tracks performance documents at a detail level. The Employee Activity Summary Report (UCP 161) tracks performance documents at a summary level.
To request Cognos reports, please work with your UCPath Security Liaison. Information about Cognos reports is available at: https://ucpath.ucdavis.edu/system/cognos
- How will I view ePerformance documents for employees that I do not supervise directly or indirectly?
A new security role has been created that enables users to view ePerformance documents, such as probationary evaluations and annual performance appraisals, while they are being prepared by a supervisor once they are saved in the system. It is view only access. It is designed for the situation where CAOs, HR Business Partners, Central Office staff or similar type positions have a business need to view documents in ePerformance, including ratings, but they are not the direct or indirect supervisor of the employee and so cannot view ePerformance documents via manager self-service.
To request access, please work with your UCPath Security Liaison. Information about UCPath Security is available at: https://ucpath.ucdavis.edu/security.
- How does a supervisor transfer a document in ePerformance to another supervisor?
Supervisors can transfer a performance document to another supervisor via the UC PATH Portal Performance WorkCenter page > Manager Self Service > Transfer Performance Documents.
Select the document (s) you wish to transfer
Click the ‘Select a Manager’ link
Search by Name and Business Unit (DVMED or DVCMP)
Select the information icon to confirm the person
Click ‘Select this person’ and Save
- Can a supervisor reopen an employee’s self-Evaluation and send it back for edits?
Yes. If the circle indicator next to the ‘Review Self Evaluation’ link is green, it indicates the employee has marked the self-evaluation as complete and the supervisor can reopen it and send it back for edits. Before a supervisor can reopen the employee document, the supervisor’s document must have a status of ‘Evaluation in Progress’. Any other status will not allow the supervisor to reopen the employee document.
Click the ‘Review Self Evaluation’ link and a ‘Reopen’ link will appear below. Click the ‘Reopen’ link to reopen the employee self-evaluation.
- What approval process/levels are options in ePerformance?
With the implementation of ePerformance, the approval process for annual performance appraisals has changed. Now, the direct supervisor creates and approves the appraisal document. There is no second level of approval in the system.
That said, it is important to note a couple of things. First, within the system, the supervisor’s manager can view appraisals that their supervisors have created once they start writing it in the system. Managers can view it in the system via manager self-service and this does not require downloading or printing of hard copies. For others, like CAOs and HRBPs, the new security role for view only access of appraisals will be helpful. Second, like with calibration sessions, departments may devise whatever approvals they find useful outside of the system.
- What is the maximum character limit for open text fields (e.g., employee Self Evaluation and Manager Comments sections)?
- There is no known maximum character limit for text in these sections. We have tested it and found a very large amount of text may be included. We recommend that good professional judgment be used to avoid including too much text.
- Can documents be attached to performance appraisal in ePerformance?
A supervisor may attachment documents in the Manager Comments section of the annual appraisal. The supervisor may attach multiple documents. After a document is attached, the supervisor can type in a description of the attachment. There is also a field called “Attachment Audience” which comes standard with the system. Supervisors should either ignore this field or select “Manager and Employee” so that employees can view the documents attached to the appraisal by the supervisor. Supervisors are not to select “Manager Only”.
Unfortunately, an employee cannot attach documents to their Self Evaluation, or anywhere else in ePerformance.
- After an appraisal has been completed in the system, how can a supervisor make corrections?
- When a supervisor needs to make a correction to a rating or a substantive change to a document in ePerformance, the supervisor needs to contact Human Resources’ Workforce Strategies to request a system administrator re-open the document in ePerformance. Requests can be emailed to firstname.lastname@example.org. The re-opening of a document in ePerformance requires manual intervention by a system administrator and so should not be requested for minor modifications to content in a document, such as correcting a typo, or updating the content of goals that were established. When performance goals need to be updated or revised, supervisors should document such revisions outside of ePerformance.
- When will the nomination function be available in ePerformance?
The nomination function in ePerformance enables other employees who are invited (and approved by the supervisor) to submit feedback about an employee’s performance. It is not a 360 review.
There were plans to implement the nomination function on a piloted basis starting with non-represented employees in 2020, but has been postponed while resources were focused on other aspects of ePerformance. A decision has not yet been made about when and how this functionality may become operational. More information will be shared as it becomes available and based upon customer input.
- How can a supervisor provide a draft of an appraisal to an employee before completing it in the system?
- Options for a supervisor to share a draft copy are limited and are outside of the system. A supervisor can opt to use the ‘Print’ function to save to PDF or can print out a hard copy of the draft appraisal.
- Can the “Notify” icon in ePerformance be used to share a draft appraisal with an employee?
- No. Unfortunately, the “Notify” icon, which appears near the top right corner in UCPath, is not functional at this time. When selected and a supervisor sends a message to the employee being evaluated, the link included in that email message does not work. The link should take the employee to the draft appraisal, but it is not working currently. This issue has been escalated to the Central Team at the UCPath Center.
- When should I ‘Cancel’ an evaluation?
- Supervisors do have the option to cancel an evaluation. Supervisors should only cancel an evaluation if an employee has already separated and it is not necessary or required to complete the evaluation. Or in certain cases where an evaluation was created and was not needed at that particular time, such as an annual evaluation created for an employee in a probationary period, a duplicate evaluation was created or the employee is not in their evaluation period.