Employee Review Requirements & HR Field Procedures

DOE/UC Contract Requirements

All eligible career and term employees hired on or before 4/1 of a particular performance year must receive:

• • An annual written performance review

  • An annual performance rating, as designated in their particular population’s annual performance review form.

Institutional compliance is met when:

• • 100% of eligible employees have received

• 1. a written review

  2. a performance rating

  3. the employee and supervisor have signed the review

• • HR has completed:

    • All written performance reviews are verified to be complete, and ratings and completions are entered in HRIS.

    • All incomplete reviews of eligible employees are accounted for in HRIS and HR Division Tracking Google Spreadsheet.

  • Chief Human Resources Officer has provided the compliance verification report to DOE/UC representatives by 10/1.

Berkeley Lab Requirements

Performance year. The Laboratory’s annual performance year is from 7/1 to 6/30.

Performance Management policy.

• • RPM 2.03

Standard performance evaluation criteria. All Divisions must use same core performance evaluation criteria on the form. Includes:

• • Designated performance ratings on form (e.g., PMP, P2R, PRD)

  • PMP Google Docs users must use form in system. No tailoring of form is possible.

HR Field Procedures for Requirements

1. Verification of eligible population for Divisions.

• • Prior to HRIS download of all employees eligible for annual performance reviews on 4/1:

    • Complete ePAFs for all employee change transactions.

  • After HRIS download of all employees eligible for review on 4/1:

    • Verify employees on HRIS download list/HR Division Tracking Google Spreadsheet list.

    • Do NOT delete anyone from HR Division Tracking Google Spreadsheet.

  • If ineligible, on Division Tracking Google Spreadsheet, under Review Status, choose Ineligible from drop-down menu; under Reason, choose one of the following from drop-down menu:

  • Reclassified

  • Terminated

  • Other (explain in Comments)

    • If employee is on LOA, under Review Status, choose Initialized and enter an explanation in the comment section of the HR Division Tracking Google Spreadsheet and on Performance Leave of Absence Tracking Google Spreadsheet Tab.

      • See Special Employee Status Circumstances section on Leaves of Absence for other circumstances and procedures.

    • To add employee, create new row and add employee in both tracking spreadsheet and HRIS.

2. Division proposed performance ratings - HR and Supervisor actions.

• • Proposed rating - entering and reviewing

    • In Google doc, supervisors submit performance review for one-up review and enter proposed rating by clicking ratings link

    • Proposed rating will be reflected in "Proposed Rating" column in tracking spreadsheet

    • Anytime after July deadline for supervisors, HR can check Division aggregate proposed rating pivot table in spreadsheet on whether draft ratings in "Proposed Rating" column are within rating distribution ranges

  • Changes to proposed rating - Due to Division calibration meetings

    • Person with edit rights to the performance review document must make the change in the document (supervisor or process owner, PRD and P2Rs only)

    • The "Proposed Rating" column in the tracking sheet must be changed

      • By HR in the tracking spreadsheet OR

      • By the Supervisor through the ratings link

3. Division total/aggregate rating ranges and pivot chart.

• • All Divisions must check their Division total/aggregate rating distribution to see if over/under the recommended ranges. Proposed ratings are used for this check in late July.

  • A pivot table chart is provided in HR Division Tracking Google Spreadsheet for easy calculation of aggregate ranges.

  • If rating % is higher than the approved ranges for Outstanding and/or Excellent, Division Director must discuss why with the ALD and Lab Director/Deputy Director of Operations (based on reporting structure)

4. Division performance review completion requirement. By Laboratory's September deadline for completed reviews from supervisors, the following must be turned into HR Field team:

• • Written and completed reviews from all eligible employees. Must include:

    • Written review

    • Assigned performance rating

    • Signature of employee and supervisor.

  • Note on HR Division Google Tracking Spreadsheet and why:

    • If employee is eligible for annual review but is not available to complete by deadline (e.g., LOA)

    • If employee is no longer eligible.

5. Confirmation by HR of completed employee performance reviews.

• • To verify completion, HR Field staff must confirm that each employee's annual review form is completed.

    • There's a written review and its signed by both supervisor and employee,

    • Or there's acknowledgement that employee does not wish to sign the review.

  • Completion verification is most efficiently done in the DPO PMP App that has a Table showing completed electronic signatures.

  • If both employee and supervisor have signed review, then it is complete and can be designated as complete in the Google spreadsheet.

    • To see signature completion data, HR Division Partner who is doing verification must be a designated One-up Reviewer in the DPO PMP App.

    • Or, HR Division Partner may also get signature completion report from DPO.

    • This verification of the completed review must be done for all annual performance reviews.

  • If a supervisor does not complete the review by the final deadline, s/he will receive a delay in his/her merit increase until the review is complete.

  • Completed employee reviews must be put into his/her personnel file at the end of the process.

    • All division reviews may be printed in a single batch.

    • HR Field staff are responsible for ensuring reviews are in personnel files in a timely manner.

4. and 5. above will be checked closely by Internal Audit in their annual performance process audit.