Online Separation Form for Employees Exiting the University

Announcing a New Process for Employees Separating from the University

We are pleased to announce the implementation of the new online Separation Form.  The new online form will replace the paper Termination Form, making obtaining signatures and processing more efficient.

The form will be used for submitting an employee separation through the automatic approval workflow process for benefits-eligible faculty, staff and post-doctoral fellows.

Access the Online Form in  

The electronic form is available in the Separation Form WorkCenter via my.SMU> Manager Self Service> Modify Employee/Separation.   All benefits-eligible staff and faculty are automatically granted security access to the Separation Form WorkCenter.

Resources

The following resources are available to assist users with this implementation:

  • The Separation Process webpage has information for managers, staff, faculty and post-doctoral fellows, including FAQs and checklists to help all involved experience an efficient, smooth transition.
  • Instructions to assist in completing/submitting the new online Separation Form are available on wiki.smu and are linked in the Separation Form WorkCenter.

Questions should be directed to smuhr@smu.edu.

View Performance Documents for In-Direct Reports

ePerformance provides access to Performance Documents for those employees who report directly to the Manager with the ability to add/edit goals, approve goals and provide feedback.  The system also enables the Mid-Year and Annual Review process.

A list of direct reports may be reviewed in my.SMU under Manager Self Service>Performance Documents.  Managers who have direct reports managing in-direct reports have access to view Performance Documents for those in-direct reports.

Access to Performance Documents for In-Direct Reports

Managers who have multiple levels of employees who report up through the org structure to their position may access view-only documents for those who do not directly report to them but do report to managers who report to them.

Managers may access these documents to review goals for those who in-directly report to them (but may not edit them) and to  know where their teams are in the performance management cycle.   They may also encourage teams to stay on schedule for the 3 annual checkpoints:

  • Set Goals
  • Mid-Year Review
  • Annual Review

Reviewing Performance Documents for In-Direct Reports

There are two ways to view document status:
• A list of employees with status update in written form
• A graphic representation of status with accessible detailed information

Written Form

1. From the Manager Documents section, click View-Only Documents.

2. Edit the “As of Date” field as needed and click Refresh.

3. Click the Select button for the employee whose Performance Document you would like to review.

4. To access a direct report click Select. To access an employee reporting to one of your direct reports, click the Plus (+) button to expand the list of employees. Then, click Select.

5. The employee will display with status updates noted.

Graphic Representation

The status summary report allows the manager to view the status of the document process for their team.

  1. Click Manager Self Service.
  2. Under the Performance Management section, click View Status Summary.
    The Status Summary displays as a pie chart.
  3. View where employees fall in the annual cycle by clicking the pie chart. A list of employees will display.

 

 

 

 

A new summary may be generated by selecting Change Parameters and entering the desired criteria and selecting Save & Return. To return to the current review period select Use Default Settings.

Learn more by viewing the Manager Training Guide for ePerformance.

Access the Employee Training Guide to share with your team.

Questions regarding on-going performance management and the ePerformance process may be forwarded to smuhr@smu.edu.

It’s Performance Review Time – Who Should Receive a Review?

Annual Performance Reviews are to completed in the ePerformance module of my.SMU no later than December 14, 2018.  Your senior leader may have communicated an earlier deadline and if so, you should adhere to their guidelines.

As a manager you should be guiding your team through the process to ensure that the review is timely, engaging and productive.

Who Should Receive a Performance Review?

All regular, benefits-eligible staff, including Post-Doctoral Fellows, should have the opportunity to discuss their goals and progress toward completion, as well as receive feedback on their accomplishments.  This is also a time to course correct when performance is nwork during the annual review with their manager.

If you have employees who do not fall into this category (i.e. temporary staff, student workers, non-benefits-eligible staff) and would like for them to engage in goal setting and track progress toward completion, we can provide you with an interactive word document which mirrors the on-line goal setting process.  Email us at DevelopU@smu.edu to request the document.

Learn about goal setting in ePerformance  – attend the Performance Management -Goal Setting Workshop October 9 from 1:00-3:00 pm in the HRTR.  Enroll via my.SMU>Learning and Development>Request Training Enrollment.

Questions about Performance Management?  Email us.

The Manager’s Role within ePerformance to Prepare for Annual Reviews

Managers move their direct reports through the annual cycle of  performance management at three (3)
checkpoints:

  • Checkpoint 1:  approval of goals
  • Checkpoint 2: mid-year review
  • Checkpoint 3: finalize goals (in preparation for the annual review)

 


Next Steps for Teams Who Have Been Entering and Tracking Goals During the Performance Year 

If your team has been entering goals and tracking progress throughout the performance year of September 15, 2017 through September 14, 2018 including conducting the mid-year review, there are two (2) steps to prepare the employee’s performance document for the evaluation phase.

  1.  Give your employees time to update any information in the system and include a due by date.
  2. Once the employee has updated their goal information, you will open that person’s Performance Document and  click the “Complete” button in the top right hand corner of the document.  Clicking complete locks the document  and it is no longer editable.  You will be prompted to confirm that you want to finalize goals for this employee.  Click “Yes” to confirm.  Clicking “Complete” also generates the self-evaluation form for the employee and the Manager evaluation form.

Next Steps for Teams Who Have Not Been Tracking Goals During the Performance Year

Employees who have not yet entered goals and/or had them approved by their Manager should follow these steps in preparation for the Annual Performance Review.  Note that after each step, the employee and Manager must exit the Performance Document and re-open it in order to document the updates.  You may do this by clicking the home (house) button on the top right of the screen and navigating back to the employee’s Performance Document.

Reference the Employee and Manager Training Guides for additional information.  See the Resources section.

  • Employee: enter past year’s goals in the Performance Document with a period beginning 9/15/2017 and ending 9/14/2018.  All information should be up to date and include what the employee would like to discuss in the review conversation.
  • Manager: Review, edit as necessary, and approve goals
  • Manager: the Mid-Year Review is scheduled to occur in mid-April and because we are past this timeframe you should click “Skip Checkpoint”
  • Manager: Click “Complete” (top right corner) to finalize the criteria (goals) and advance the Performance Document to the Self and Manager Evaluation step.   The Performance Document will be locked and no future edits can be made.

Completing the Employee and Manager Evaluation

The employee and the Manager should simultaneously complete their respective evaluations.

Note: The employee cannot see the Manager’s evaluation and vice versa until the document is shared in the system.  Once shared by either, no further edits may be made to the evaluation document.

Important:  both the employee and Manager should rate performance on each goal AND each competency with options being:

  • Exceeding Expectations
  • Meeting Expectations
  • Not Meeting Expectations

For a description for each rating, click on the rating icon.

Each goal and each competency also have text boxes where comments specific to that goal or competency may be documented and feedback summarized.

The Goals and Competencies sections each also have summary areas at the bottom on the page.

Note:  the calculator icon on the screen will average the ratings assigned for each area.

Employees are not required to submit a rating for each goal and each competency and may advance to the next step if selections are not made.

Note: if an employee misses a rating and has shared their Self-Evaluation with their Manager, they will not be able to go back to update a rating or add additional comments.

Managers however must, at a minimum, rate each goal and each competency and complete the summary ratings.  They may not advance without being prompted to finalize their evaluation.  The Manager evaluation is considered the evaluation of record, therefore must be fully completed.

The Annual Review Process

Once the employee has completed their Self-Evaluation, they should share it with their Manager.  The employee may export and save/print their evaluation at any time before the review meeting.

Note:  The Manager does not share their evaluation until after the review meeting.

After the Review meeting, the Manager should update their Evaluation for the employee, as necessary, based on the conversation with the employee.  When complete, the Manager should share their evaluation with the employee.

The final step is for the employee to review the Manager’s evaluation and then click the “Acknowledge” button at the top right of document.  They are acknowledging that they have been provided with a copy of the Manager’s evaluation.

When clicked, the document is re-routed to the Historical Folder where it may be viewed by both the Manager and the employee going forward.  The document may not be edited once in the Historical folder.

Resources:

Manager Training  Guide SMU Box
Employee Training Guide SMU Box
Manager Calendaring Tool SMU Box
Goal Setting Job Aid SMU Box
ePerformance FAQ SMU Wiki

Resources to Support Managers with ePerformance

ePerformance, SMU’s new online performance management system, located in my.SMU, is now available!  ePerformance supports ongoing collaboration in goal setting, communication, and feedback between managers and employees.

To help you get started, and to provide on-going support,  HR , OIT, and the OIT Training Team have prepared several resources to support you as you learn the process and the my.SMU system:

Print Training Guide
ManagerTraining Guide (pdf format)

Video Tutorial Guides:

  1. Introduction and Accessing Documents
  2. Creating Goals
  3. Mid-year Review
  4. Finalize Goals
  5. Annual Review-Self and Manager Evaluations
  6. Acknowledge Manager Evaluation-Close Out Current Performance Document
  7. Goal Setting Job Aid (pdf format)
  8. Additional Competencies (pdf format)

Drop in Computer Lab Time:
Stop by Fondren Computer lab and ask questions about the process and the system.  IT and HR will be available to walk you through the process and answer your questions.

Please let us know you plan to attend by enrolling in the desired session via my.SMU>Self Service>Learning and Development>Request Training Enrollment. to ensure there is a computer available for you.     Search for course name “ePerf Comp Lab”.

Sessions will be held in Fondren Library computer lab # 110 on the following dates and times:

  • Tuesday, May 23 from 9:00-11:30
  • Wednesday, May 31 from 3:00-5:00
  • June 15 from 10:00 – noon
  • July 14 from 10:00-noon
  • August 2 from 1:00-3:00

Additional sessions will be scheduled as needed.

In-Person Session:
HR staff are also available to come to your team meeting or retreat to provide an overview of the process and best practices for goal setting, feedback, and utilizing the system.  Email DevelopU@smu.edu for more information or to schedule a time.

Read about ePerformance in other blog posts:

ePerformance is Now Available in my.SMU

HR recently announced enhancements to the performance management process including the launch of SMU ePerformance, an electronic performance management system. The changes will support managers and team members in sharing feedback and progress on performance goals throughout the year.

Performance Documents for Your Team are Available

Performance Documents have been created within my.SMU and are available for you to access.

Employees have already been notified via an HR Headlines email and should be starting to enter goals in their personal Performance Document.

Managers may access these Performance Documents for their direct reports by navigating to my.SMU>Manager Self Service>Performance Documents>Current Documents.

From this location, a list of all employees reporting to the Manager is viewable.  Click on the appropriate person to access their individual Performance Document.

Please notify HR at smuhr@smu.edu should you have questions about your list of direct reports.

Revised Performance Management-Annual Performance Review Schedule

Earlier this year, Managers were notified of a revised Annual Performance Review schedule (email dated 2-14-17 from smuhr@smu.edu).  The Annual Review time-frame will move from the Spring to the Fall, in order to coincide with the annual budget period .   Performance Reviews were not mandatory during Spring 2016 due to the  revised timeline.   Performance Reviews completed in the my.SMU system will be required in the Fall 2017.

The current performance year started on September 15, 2016 and will end on September 14, 2017.  Annual reviews are to be completed within the system no later than December 15, 2017.  

Merit Information

Merit allocations provided to HR in Spring 2016 went into effect as of June 1,  2017.   Fall performance review information will inform merit allocations for a June 1, 2018 implementation.  Additional information will be shared regarding this in the Fall.

Start Using ePerformance to Track and Monitor Goals

Managers are encouraged to begin to work with their team to use the online system to document goals in preparation for the revised Annual Performance Review schedule.   Managing goal creation and tracking progress toward completion on regular intervals ensures that impactful conversations about occuring and that employees:

  • know what is expected of them
  • understand what success looks like
  • are communicating with their Manager regularly about the strategies they are using to achieve goals
  • understand behaviors (competencies) which will lead to success.

In addition to the above, another benefit of regular goal tracking within ePerformance is that the Annual Review will require less time and energy as documentation will already be entered, requiring only the completion of the evaluation step and the in-person conversation.

If you  have been using the interactive Word document (The Year Ahead form) the employee and the manager may simply copy and paste the information into the system and then continue to document progress within the online system.

Resources to Support You 

There are several resources to support you as you learn the new system.  In addition, you may schedule a session for your team where an HR representative will come review the process within my.SMU and best practices for goal setting.  Email us at DevelopU@smu.edu.

Note:  resource documents are located in SMU Box.  You will need to login with your SMU credentials to access these documents.  Video tutorials are located on YouTube.

Training Materials:

Professional Development:

Visit the Performance Management and the Performance Review webpages under Manager Resources on the SMU HR website for more information.

Questions?  Email us at smuhr@smu.edu or call 8-3311 and your call will be redirected to the appropriate person.

5 Languages of Appreciation in the Workplace

According to the Gallup Organization’s latest report the numbers for employee engagement have barely moved since they started tracking engagement numbers in 2000.

Engagement is defined as being involved in, enthusiastic about and committed to the employee’s work and workplace.  Gallup goes further to suggest the world is in a state of crisis with employee engagement and that in the United States, employee engagement is only at 32%!

The connection between engagement and appreciation

Employees need to know that the work they do is important and that it is appreciated by those around them.
Without a sense of feeling valued engagement decreases, negativity increases, and general apathy sets in.  You may have observed the resulting behaviors:

  • arriving late to work
  • calling in sick repeatedly
  • increased complaining
  • negative conversations with others
  • delivering less than stellar work
The Five Languages of Appreciation Training

Do you recognize these behaviors with your team or want to prevent them from getting there?

Contact HR about bringing the 5 Languages of Appreciation training to your team!

You will learn the 5 languages, how to deliver authentic appreciation, and ways to ensure that appreciation, when shared, hits the mark as intended, instead of falling short.

Email us at DevelopU@smu.edu or call Mary Stall directly at 8-2194.

Read the full engagement report:  The Worldwide Employee Engagement Crisis

CAPE Offers a Unique Opportunity for SMU Managers

SMU Continuing and Professional Education (CAPE) is offering limited spots in their upcoming Boss Boot Camp series to be hosted on the main SMU Campus at no charge for SMU Managers.

From the CAPE website:  Being a manager is more than managing budgets and doing performance reviews – it is also being able to effectively engage employees to work towards a common goal. Successful managers pull from a wide range of skills, including interpersonal communication, conflict resolution, budgeting and team-building. Whether you’re a brand-new supervisor or a more experienced manager, SMU’s Boss Boot Camp will give you the confidence, knowledge and skills you need to grow your management abilities and hone your soft skills in a low-risk environment. Upon successful completion of this eight-week program, you will receive the SMU Certificate of Supervision Best Practices.

To ensure we  are good partners with  CAPE and that the opportunity continues, you should commit to attending all sessions, completing any assigned work, and being an active participant in  conversations.

Learn more about the Boot Camp sessions and dates

Contact the CAPE office to commit – first come, first enrolled for available seats!  Email Karoline Staton at kestaton@smu.edu.

December 2016 Update on Exempt Employee Salary Threshholds

New federal overtime rules to raise salary threshold for exempt employees nationwide starting in December 2016

dolOn Thursday, Dec. 1, 2016, new federal overtime regulations will take effect under the U.S. Department of Labor’s Fair Labor Standards Act (FLSA) that apply to all U.S. employers, including SMU.

The FLSA classifies U.S. employees as either “exempt” or “non-exempt” from its regulations. As part of the new FLSA regulations, the salary threshold will increase to $47,476 annually, or $913 a week, for U.S. employees whose positions are classified as exempt from overtime.

In accordance with the FLSA, SMU will increase the salaries of exempt staff members who currently earn less than the new salary threshold to $47,476 annually, effective Dec. 1. The Department of Labor will update this salary threshold every three years, beginning in 2020.

Under the new regulations, SMU staff members whose positions currently are classified as exempt will maintain that classification, and they will continue to be paid a salary on a monthly basis.

SMU’s Department of Human Resources will contact staff members who are receiving a salary increase and their supervisors by email before Nov. 30 and will provide more information.

The new regulations do not affect SMU faculty members or non-exempt staff members. Non-exempt staff members are paid for hours worked at an established hourly rate on a biweekly basis and are paid overtime for hours worked in excess of 40 per workweek.

If you have questions about FLSA at SMU, please contact SMU’s Department of Human Resources.

University to Provide Update on Staff Compensation Study in January 2017

In March 2016 SMU launched a staff compensation study to ensure that the University’s job titles are aligned with the work that is performed by staff members. The study is being conducted by SMU’s Department of Human Resources and consultants from the firm AON Hewitt. The project is in the final stages, and an update will be provided in SMU Forum in January.

The study has included a review of job descriptions, organizational charts and other descriptive information in order to create a titling and leveling framework for staff positions across campus.

New federal overtime regulations and salary changes taking effect Thursday, Dec. 1, 2016 under the U.S. Department of Labor’s Fair Labor Standards Act (FLSA) are not related to or impacted by the SMU study.

Please contact the Department of Human Resources if you have questions.