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Instructions for Faculty

Slide 1

Beginning in December 2017, the Annual Prof Review will be conducted in Faculty Success Workflow for all tenured, tenure-track, and fixed-term field-based Extension faculty, as well as professional faculty who deliver instructional content. If you are unsure, please check with your regional administrator.

Slide 2

The review process is documented on the Extension intranet here: https://employee.extension.oregonstate.edu/resources/evaluation-assessment/performance-evaluations.  You are encouraged to review this content to fully understand the process.

Slide 3

For faculty, this is a four-step process.

  1. Enter/update your Faculty Success records
  2. Complete your Workflow
    1. Review the Annual Activity Report
    2. Provide a summary of your
      1. Major work-related accomplishments
      2. Major challenges and obstacles to achieving your goals
      3. Priorities/goals for the next year
    3. Optionally provide an attachment for your supervisor to review
  3. Supervisory team collaboratively write annual review
  4. Sign that you have read and received your annual review via DocuSign

Now let’s walk through the process in a bit more detail.

Slide 4

Login to Faculty Success and complete any data entry for the year.

Please note this information is critical for internal OSU, and external county, state, and federal reporting so your records are critically important to the overall success of the entire organization.

Slide 5

When your workflow has launched, you will receive a Faculty Success-branded email indicating that the reporting window has opened. Faculty Success will send weekly reminders. One day before the due-date, you will receive an additional reminder. The annual reporting deadline is approximately January 15 each year. Should you miss that deadline, Faculty Success will send you a reminder every 3 days until you have submitted your review material. Missing a submission deadline will not lock you out of Faculty Success Workflow.

Clicking the “Open Now” link in the email will take you to the Workflow environment. Alternatively, you can log in to Faculty Success and select “Workflow” in the top menu.

Slide 6

On the Workflow screen, you will see two sections, Inbox for Workflows that are in progress and assigned to you; and History for past Workflows.  If you would like to see the goals you submitted last year, you can access them by clicking on the appropriate Workflow from the history section.

Click on the Workflow under Inbox to proceed.

Slide 7

This screen has a lot of information on it, so let’s take all these items one at a time.

  1. First, the screen has a list of instructions for you to read and follow.
  2. Notice that Faculty Success has attached your Annual Activity Report, including your most recent entries. Open that file and review it for completeness.

Slide 8

When you click on your annual activity report, it will open in a new tab.  Review the content of the report.  When you are done, close this tab to go back to the main Workflow screen. 

Slide 9

  1. If you notice any missing data, go into Faculty Success “Activities,” and create records for the missing data.
  2. Return to Workflow Tasks, refresh your Annual Activity Report, and confirm that it adequately represents your accomplishments.
  3. You can save your progress using the Actions – Save button at any time

Continue down the screen, entering narrative about your accomplishments, challenges, and goals for the coming year. Below the goals field you will find a place to upload one additional document.

Slide 10

To complete your Workflow, click on the Actions button, then choose Submit.

Note:

  1. “Soft” deadlines in Workflow ensure your review material does not advance through the process until you have submitted it.
  2. Once you submit your review material, you cannot view or edit it.

Slide 11

  1. Once you submit your review material, it is moved from your Workflow Tasks Inbox to the History.

Slide 12

The next step in the review process is for your supervisory team to review the content you have submit and write your summary review.  The review committee consists of your supervisor/regional director, program leader, and department/school head, if applicable.

Slide 13

By April, you should receive an email from Docusign. Click on the Review Document link in the email.  Note you may be asked to login to DocuSign.

Slide 14

In this DocuSign form, please

  1. Review your overall rating
  2. Scroll down to read the summary letter
  3. Sign by clicking on the Faculty member line.
  4. Indicate whether you wish to provide a rebuttal or not.

A friendly word of advice: The rebuttal is not the place for you to exercise your humor. Rebutting your annual review moves it into an HR action status.

  1. Best practice is to submit the rebuttal at the time you acknowledge the review, however
  2. You have up to 60 days to submit a written rebuttal to your supervisor.

This completes your annual review process. 

If you have questions about content or the process for your annual review, please contact your supervisor.

If you have technical questions Faculty Success Workflow please contact Adam Schaeffer.

Applies To: 
Extension and Engagement