The online performance appraisal system is a new and enhanced part of Elon’s overall employee performance appraisal process. The system is designed to streamline the method of formally documenting and sharing staff feedback, while eliminating the need to print documents for signatures.

A video of the online training sessions was created to be used, along with the guides below, in completing the appraisal process.

Self-Appraisal

Supervisors should encourage their staff members to complete a self-appraisal to begin the process. The self-appraisal gives the employee a chance to reflect on their own performance, their progress on professional development goals from the previous appraisal, and an opportunity to suggest goals for the coming year. Self-appraisals also allow supervisors to view performance from their employee’s perspective and potentially identify discrepancies.

Self-Appraisal

Self-Appraisal in Word format – if completing this version, please save final copy in PDF format in order to successfully upload to eDocs.

Self-Appraisal for Staff or Administrators with Faculty Rank

Sample Email Message to Employee

Dear [Employee’s Name],

An employee’s end of year performance appraisal is an important component of Elon’s ongoing staff performance management process. Completing a self-appraisal will allow for an enhanced understanding and insight to your performance, strengths, areas of improvement and possible goals for the upcoming year.

Please download and complete the Self-Appraisal and return via email attachment to me by (insert date).

Online Performance Appraisals

Once supervisors review the employee’s self-appraisal, the next step is to begin the employee’s performance appraisal using the online performance appraisal system. This system is designed to streamline the method of formally documenting and sharing staff feedback, while eliminating the need to print documents for employee signatures.

Detailed user guides are provided below to assist users.

Supervisor Guide for 2020 Electronic Appraisal

Employee Guide for 2020 Electronic Appraisal

Staff with Faculty Rank Guide for 2020 Electronic Appraisal

Higher Level Approver and VP-Provost Guide for 2020 Electronic Appraisal

FAQs

One-on-One Meeting

Supervisors should schedule a one-on-one meeting with the employee to review the appraisal. Be sure to give the employee enough time to review the appraisal before you meet. Virtual one-on-one meetings are encouraged this year.

During the meeting, go through the each competency and have a conversation around areas of strengths and opportunities for growth. Review goals and determine if any other should be added.

In this document:

Please note:

  • Accessing this system away from campus requires the use of the Campus VPN
  • As you enter information into the form, the text will save automatically

Get Started: Create the Performance Appraisal

  1. Go to eDocs
  2. Login using your Elon username and password
  3. Under Forms, choose “Staff Performance Appraisal”
  4. Enter the requested information
    1. Special fields to note:
      1. Origination Date: this field auto-populates based upon the date the form was generated
      2. Appraisal Period Begin Date: enter January 1, 2020 (or date of hire if employee was hired in 2020)
      3. Appraisal Period End Date: enter December 31, 2020
      4. Supervisor’s Signature: enter supervisor name
      5. Select next level Reviewer/Approver (optional): this is used in a case of dual reporting or department has a reviewer after supervisor
      6. Competencies: Choose the appropriate rating and add comments for each competency
      7. Goals: Include at least two goals, including a goal that answers the following question:
        What goals do you have to develop to foster a more inclusive climate, enhance understanding of differences in the workplace or learn about people or
        traditions that are unfamiliar to you?

        1. Note: You will receive an error message if you do not enter at least two goals. Both the supervisor and the employee can contribute to this section.
  5. Once completed, choose a menu option:
    1.  Submit: upon submit, the employee will receive an email notification that their performance appraisal is ready for review.

      Note: The email notification will come from eDocs@elon.edu. The subject line will read: Etrieve Flow Notification. Please tell your employees to be on the lookout for this email. A link will be provided in the email that will take them into eDocs to review their appraisal.

    2. Attachments: add supporting documentation (optional)
    3. Download: download and save a copy of the appraisal (optional)
    4. Print: print a hard copy (optional)
      Edocs menu

Note to Supervisors of Staff or Administrators with Faculty Rank: Please attach the Staff and Administrators with Faculty Rank Self-Evaluation [.pdf].


Employee Review and Acknowledgement

Once the supervisor submits the appraisal, the employee will receive an email notification that their performance appraisal is ready for review.

Note: The email notification will come from eDocs@elon.edu. The subject line will read: Etrieve Flow Notification. Please tell your employees to be on the lookout for this email. A link will be provided in the email that will take them into eDocs to review their appraisal.

Within the online system, most fields in the appraisal are read-only for the employee with the exception of the following:

  • Goals: Employees can edit and add goals
  • Employee Comments: At the bottom of the form, employees can type their own comments in the “Staff Member’s Comments” field

Acknowledge (sign-off)

Supervisors are encouraged to have one-on-one meetings (virtual or otherwise) with their employee before the employee signs-off on the appraisal.

To sign-off, the employee should select “Acknowledge” in the bottom menu. This will route the appraisal back to the supervisor.

Acknowledge menu


Supervisor Acknowledgement & Routing

Once employees acknowledge their appraisal, the supervisor will an receive an email notification (from eDocs@elon.edu). At this point, the supervisor can make additional edits if needed or can begin routing the appraisal to others specified in the form (e.g., next level reviewer/approver, reviewing dean, vice president/provost)

To route to the next person, the supervisor should select “Acknowledge” in the bottom menu. This will send the next person specified an email notification that an appraisal is ready for review (from edocs@elon.edu). Similar to supervisors and employees, the next level reviewer should select “Acknowledge” to route to the next person.

Once all specified reviewers have acknowledged the appraisal, the final appraisal will be routed to the Office of Human Resources.


Appraisals for Employees without Access to Technology

If an employee does not have access to technology, the supervisor will still need to create and route the appraisal in the online system. The supervisor will need to print the appraisal, have the employee sign, then upload the signed appraisal as an attachment.

Follow these directions:

  1. Complete all of the steps outlined under “Get Started: Create the Performance Appraisal
  2. Upon submit, select “Print” from the menu to print a copy of the appraisal
  3. Employees should sign the printed copy
  4. Scan the signed copy and submit as an attachment

Acknowledgement

Supervisors will need to acknowledge the appraisal on behalf of the employee. At the bottom of the form, check the box that reads “By checking this box, I, [supervisor name], indicate my desire to Acknowledge this appraisal on behalf of [employee name]. See attached Appraisal.”

Acknowledgement checkbox screenshot


Other Features

Drafts

Appraisals do not have to be completed at one time. To retrieve a draft, go back to eDocs. Choose “Drafts” from the left-side menu.
  • Open or Edit: Click on the Staff Performance Appraisal to open it. Once open, you can begin to edit as before. [Note: opening the document is the only way to determine the employee’s name
  • Delete: To delete a draft, select the “Edit” button on the upper right corner.
    Screenshot of Edit button Upon select, you’ll see check boxes beside each draft. check the box next to the appraisal you would like to delete and press “DELETE.” Delete appraisal screenshot

Activity

Once the appraisal has been submitted to the employee, supervisors will be able to track the status of the form in via eDocs’s Activity feature.

To view the activity, go back to eDocs and choose Activity, then Staff Performance Appraisal. Select “History” on the bottom menu (as seen below). By default, the Package History will show the latest activity.

History tab screenshot

If you would like to see specific changes made to the form, choose the “Audit History” tab. Once there, choose “VIEW CHANGES” next to the applicable form to view the details.

Screenshot of audit history