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Managers and employees are encouraged to follow the annual review timelines communicated by People and Culture. We recognize that unique challenges may arise. If you are unable to meet the suggested timelines, please work with your employee to agree on alternative dates that support both of you. The annual review document will remain available after the performance year deadline and can be updated as needed until archived.

Above all, the most important part of the annual review process is connecting with your direct reports and having meaningful conversations.

A performance review is recommended for employees (not on probation) who have worked at least three months of the performance year. If the employee is away during the annual review period, a self-assessment is not required. In this case, the manager should complete their assessment and select "Share with Employee".

Depending on the situation, you may choose one of the following approaches:

• Option 1: Delay the review discussion until the employee returns
• Option 2: Override employee acknowledgement if the employee is away
• Option 3: Cancel the review if the employee was absent for more than half of the performance year

This approach ensures flexibility while still supporting a consistent and fair review process.

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

MaPS: If an annual performance review document is available, managers may use it to wrap up the probation period and support a discussion about the employee鈥檚 ongoing development. A new annual review document will be created in the next performance cycle.

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

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 and submit their self-assessment, referring to this .

This will require 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 will be sent to the employee for acknowledgement. Contact UService for assistance in reopening the manager assessment. Additionally, it is important to follow up with the employee to review any changes to the manager assessment.

Only one manager can be assigned to a performance document in PeopleSoft. If an employee has a secondary reporting relationship, managers are encouraged to collaborate on the annual review. However, only the manager assigned to the document will have access to add comments directly.

This approach helps ensure input is considered while maintaining a clear and consistent review process.

This typically indicates that a performance document from the previous year has not been fully completed and still requires action from the manager or employee.

The document status will help identify what needs to be done:

• Pending Acknowledgement: The employee needs to open the document and select 鈥淎cknowledge.鈥�
• All other statuses: These generally indicate that the prior year鈥檚 review is incomplete. The manager should either complete the review or request that it be cancelled.

If the issue cannot be resolved through these steps, please contact UService for support.

Identify which employees are missing and if they are MaPS or Support Staff.

When did this employee start?

• MaPS: New hires 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.
• Support Staff: 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 by the system due to their employment type. Managers can request performance documents for their direct reports that do not have one using the Request a Performance Document webform.

If the employee now reports to another manager, the performance document will need to be transferred. Please contact UService for assistance with this process.

If the employee has left the university, their performance documents will be automatically cancelled after a short processing period in the system. If the document remains active more than 15 days after the employee鈥檚 termination, please contact UService for support. 

The performance document may still be assigned to a previous manager. In this case, the document will need to be transferred to the appropriate manager. Please contact UService for assistance with this process.

Please note that extensions are not available for the goals deadline.

A formal extension request is not required, as both self and manager assessments remain open for editing until the assessment period of the following performance year.

The annual review performance document must be in the Record Goals & Achievements status to add or edit goals. Please refer to the for step-by-step instructions.

If your document is in a different status, please contact UService for assistance with reopening the goals stage so updates can be made.

Goals cannot be edited or updated once the assessment phase has begun. To make changes, the Record Goals & Achievements stage must be reopened by contacting UService.

Please note that reopening this stage will remove any existing ratings and comments entered in both the self and manager assessments. Before proceeding, it is strongly recommended that both the manager and employee copy and save their entries in a separate document.

Reopening the goals stage should only be done with the manager鈥檚 agreement, as it will result in the loss of their inputs. In most cases, it is recommended to capture any goal updates as comments instead.

If the goals stage is reopened, the manager and/or employee can make the necessary updates. Once complete, the manager must select 鈥淐omplete鈥� to return the document to the assessment stage.

This is typically because the document is not yet in the Evaluation in Progress status. Self-assessments can only be edited once the document reaches this stage.

To move the document forward, your manager must select 鈥淐omplete鈥� in the Record Goals & Achievements stage. This will update the status to Evaluation in Progress and enable you to edit your self-assessment.

Managers can reopen an employee鈥檚 self-assessment as long as the performance document is still in the Evaluation in Progress status. For step-by-step instructions, please refer to the steps outlined in this .

Please contact UService for assistance in transferring your performance document to the correct reporting manager.

Performance documents do not become locked for editing during the performance year, so this issue is often resolved by clearing your web browser鈥檚 cache.

You should also confirm that your document is in the correct status for the type of edits you want to make:

• To edit goals, the document must be in the Record Goals & Achievements status
• To edit assessments, the document must be in the Evaluation in Progress status