Annual Performance Appraisal Process

Saba eAppraisal Tool

Saba (formerly known as Halogen) Is UC Merced’s online platform for completing annual performance appraisals. The system allows managers to streamline the appraisal process by accurately recording employee performance feedback year-round, including accomplishments, goals, performance gaps, etc. Managers can then pull feedback directly into employee performance appraisals to provide direct support for ratings and comments, and provide richer, less subjective reviews.

Saba gives managers and employees a simple, interactive, centralized way to track and collaborate on goals and projects, exchange meaningful feedback, provide coaching, discuss career development opportunities, or any issue that matters – on a regular, ongoing basis.

Appraisal Process Overview

1. Employee completes Summary of Accomplishments (SOA)

The SOA is a narrative description of an employee’s accomplishments as it relates to their job responsibilities, competencies, goals, and objectives.

The SOA helps employees reflect on their performance in the past review cycle and to document:

· contributions and accomplishments;

· major challenges, obstacles, and unanticipated developments;

· core competencies; and

· future goals for next review cycle.

For tips on writing your SOA please reference the Tips on How to Complete a Summary of Accomplishments.

Note: Summary of Accomplishments (SOA) is optional, unless required to complete by your Supervisor or Department Head.

2. Manager reviews Summary of Accomplishments

Prior to finalizing a performance appraisal for a direct report, supervisors are encouraged to review SOA for their direct reports.

3. Manager writes Performance Appraisal

Manager completes the annual appraisal in Saba. The appraisal provides performance assessment of core competencies, goals, and opportunity to identify development opportunities.

Note: A narrative is required for appraisal with an overall rating of 'Met Some Expectations' or 'Met Few Expectations'. It is best practice to provide substantive feedback regardless of appraisal rating. Managers are required to incorporate a minimum of two (2) goals on the appraisal form.

4. Human Resources reviews and provides feedback (only if overall rating is ‘met some expectations’ or ‘met few expectations’)

HR reviews and provides feedback to manager on the overall ratings justification. HR examines the supervisor’s feedback to ensure that it is constructive, and rating is quantified/substantiated with specificity.

Note: the Saba system will bypass HR step for appraisals rated as overall 'met expectations' and 'far exceeded expectations.' HR does not validate the comments in the appraisal. HR’s recommendations to the supervisor may or may not be incorporated. While we strongly encourage supervisors to incorporate our feedback, if they choose not to do so, then the appraisal is administered as-is.

5. Calibration Review (HR to issue Division Ratings Report)

To support consistency in how appraisal ratings are applied throughout the organization, HR provides overall rating distribution to divisions and schools for calibration review. The objective of calibration is to improve the consistent application of performance ratings.

Note: Managers may not move forward with the delivery of appraisals until calibration has been completed and the appraisal has been released to Manager’s Saba queue.

6. Manager Meets with Employee & Issues Appraisal

Supervisor meets with the employee to review and discuss assessment of competencies, overall rating, feedback on last year’s performance goals, and finalize goals and development opportunities. At this step, supervisor makes any final revisions on the appraisal prior to finalizing.

7. Employee Signs Appraisal

      Employee has an opportunity to add comments and electronically sign the appraisal.

8. Manager Signs Appraisal

      Manager reviews employee comments and follows-up, if necessary, and signs appraisal.

Performance Appraisal Ratings & Definitions

All employees, both represented and non-represented are rated on a 4-point rating system that focuses on performance expectations.

1. Far Exceeded Expectations (FEE): This rating is rarely achieved. Performance consistently far exceeded expectations in virtually all competencies and overall work was superior; work contributed to the overall success of the unit or the campus at large, with significant positive impact over time; and goals and assignments were consistently completed, on time or often earlier than anticipated. It is a best practice to include concrete examples of the staff member's contributions in the overall rating section.
2. Successfully Met Expectations (SME): This rating covers overall effective performance. Performance consistently met expectations in virtually all competencies, the quality of work overall met expectations, and many goals and assignments were well executed and largely met on time. The employee is dependable, competent, and knowledgeable, and may have exceeded some expectations. It is best practice to include concrete examples of the staff member's contributions in the overall rating section.
3. Met Some Expectations (MSE): Performance was adequate in some competencies, but needs improvement in one or more critical competencies. One or more of the most critical goals or assignments were not met. Work product requires improvement in one or more critical competencies to meet expectations. Concrete examples of the staff member's deficiencies must be included in the overall rating section. At the manager's discretion, a performance improvement plan may be outlined with timelines and monitored to measure progress. Review from HR is required.
4. Met Few Expectations (MFE): Performance was unacceptable in one or more critical competencies that significantly hindered overall successful performance. Individual failed to make reasonable progress toward critical work assignment(s) or goal(s). Concrete examples of the staff member's deficiencies must be included in the overall rating section. A performance improvement plan must be outlined with timelines and monitored to measure progress. Review from HR is required.

Important Considerations for Completing the Appraisal Process

Performance appraisals are required annually for all employees under applicable collective bargaining agreements (CBAs) and university policy. If an appraisal is not completed and issued by the campus-established deadline, the employee’s performance rating will default to ‘Met Expectations’, unless there is a bona fide reason for the delay, such as an approved leave of absence (LOA) or other legitimate business need.  

We recognize that planned or unforeseen absences may affect the appraisal process. Supervisors are encouraged to plan ahead when a planned LOA is known, coordinating with their Employee Relations Representative to issue the appraisal outside of Saba/Cornerstone if necessary. For guidance on completing appraisals outside the Saba/Cornerstone system, including situations involving bona fide or unexpected absences, please refer to our FAQs.  

What Constitutes an Incomplete Appraisal? 
An appraisal is considered incomplete if: 

• It is never started.
• It is initiated but not fully completed – for example, if a manager assigns a rating but does not finalize the appraisal or meet with the employee to issue it.  

In either case, the employee’s performance rating will default to ‘Met Expectations.’

UC Performance Management Series for Supervisors

The UC Performance Management Series provides the fundamentals of performance management including important information, tools and resources needed to support UC people managers in their roles. It is recommended you take the series in order.

The eight-part series includes:

1. Performance Management Overview
2. Setting Expectations & Individual Performance Goals
3. Giving and Receiving Feedback
4. Engaging and Developing Employees
5. Conducting Performance Appraisals
6. Motivating, Recognizing and Rewarding Employees
7. Coaching for Performance and Development
8. Managing Corrective Action

To access the UC Performance Management Series, login to the UC Learning Center, using the Find a Course feature, enter the course name in the search box. We encourage you to review our self-help tools related to performance appraisals.