Resources and FAQ

FAQ

• What is the purpose of the performance development program?
  Ontario Tech University is committed to developing human resource programs that support our culture. We want to recognize and reward individual and team performance results, provide an opportunity for regular coaching, and support ongoing employee development. The process is meant to be simple, flexible and fair, with involvement from both the manager and the employee.
• As a manager, how should I introduce Performance Development to my team?
  First and foremost, be approachable, understanding and open to employee questions and concerns. Some staff may be apprehensive about this process. The goals set with each staff member should complement the work they do and align with the expectations of their job at the university. It’s a good idea to start with simple goals at first, to allow your team to become comfortable with the process and the idea of setting goals.
• Does Performance Development apply to every employee at the university?

  All full-time continuing administrative staff in levels 1 through 13 will complete goal-setting, check-ins and the annual performance development conversation using My HR Connection.

  Limited-term employees may use the paper forms and process available on the Performance Development website.

• What is the first thing I should do to get started on the My HR Connection platform?
  Visit the Performance Development website and review the User Guides page and other resources available on this page.
• What are the performance ratings?

  The performance ratings  are:

  • Exceeds expectations: Demonstrates and applies an exceptional level of knowledge and skills; consistently excels; significant achievement relative to goals and/or accountabilities.
  • Meets expectations: Demonstrates appropriate level of knowledge and/or skills; performs effectively and consistently; achieves goals and/or accountabilities.
  • Does not meet expectations: Demonstrates a lack of knowledge and/or skills in one or more areas; does not perform consistently; does not achieve goals and/or accountabilities. OR this rating might be used to reflect new in role and developing.
• My job keeps changing and evolving. How will my performance be measured?

  The university has developed a customized Job Evaluation Plan to define and measure positions against various job factors. The purpose of the Job Information Questionnaire is to allow you and your supervisor to have the opportunity to review, define and clarify the accountabilities of the position.

  At the beginning of the performance cycle, the manager and employee jointly set out the goals, measures, and expectations of the role. At the end of the performance cycle, the manager and staff member will assess the degree to which results were achieved, taking into consideration unusual circumstances that may have arisen throughout the year.

  We recognize that most, if not all roles within the university are changing and evolving, and we fully expect this to continue as we grow. The performance development process should provide focus and direction to employees as they deal with day-to-day issues and challenges.
• What if I disagree with my supervisor on my overall assessment?

  If you don't agree with your supervisor about the performance assessment, it is important that you have the opportunity to discuss the reasons in an objective manner with your supervisor. Be prepared with factual information and examples. You may also wish to contact Human Resources for further guidance on next steps.

  Remember, your acknowledgment of completing this step in My HR Connection does not necessarily mean that you agree with your overall performance assessment; it indicates that you have had an opportunity to discuss and review it.

• How should the performance development process be managed for employees who are absent for part of the cycle or who report to someone else for part of the cycle?

  Parental leave, or extended leaves of absence

  Employees returning from a leave of absence more than four months before the start of the Annual performance development conversation should meet with their manager to complete the Goal-setting conversation.  Goals set should be appropriate to the timelines and completed prior to starting the next Performance Development Cycle in April.

  New hires

  The first few weeks of employment are vital to the success of a new employee, who will form an overall impression of the university during this time. Employees who do not receive an appropriate induction are likely to take longer to become fully effective in their role, may not achieve their full potential and are more likely to leave in the early stages of their employment. It is important to begin goal-setting and understanding the development needs of new employees early in their onboarding. The Goal-setting conversation should be completed within the first few weeks of hire.

  Seconded or promoted staff

  Employees who have been seconded or promoted should complete a Goal-setting conversation within the first few weeks of starting their new role.  New goals can be added in the performance development module inside My HR Connection.  Ensure new goals can be achieved in the timeframe up to end of March.

  Managers from the old and new roles will act as co-planners with the employee to complete performance reviews.  This ensures that goals from each role are not discarded and achievements are documented.

• I received an email stating that I have an action item in My HR Connection that requires my action, but when I login I don’t see the task in the action items. Why is this?

  This could be for a number of reasons. Email hrsystems@ontariotechu.ca and a member of the team will contact you.

• I completed my goals and I can no longer see my goals. Why is this?

  Once you have completed your goals in the system and submitted them for review/approval by your manager, you will be unable to see your goals again until after your manager has approved them. Once they are approved, you can login to My HR Connection again and review any comments made by your manager.

• Can I update my goals after they have been submitted to my manager for approval?

  Yes. It will be necessary to make edits and updates to your goals throughout the Performance Development Cycle. The system allows you to do this only after your initial goals have been approved by your manager. If you make a change to one of your goals, your manager will receive an email notification to re-approve any goals you modified or added.

  You are strongly encouraged to ensure your goals are as close as possible to being finalized before you enter them into the system. A meeting to discuss and review goals prior to entering them is customary. This will ensure alignment between the employee and the manager.

• If I want to update my goals mid-cycle, how do I do this?

  If you need to edit a goal, login the system, go to the Performance dropdown and select Goals. Under this tab, select My Goals. Check for the correct performance cycle dates in the date fields.  Click Search.  You should see all of your goals entered here. On the far right of each goal, there is a dropdown arrow. Select the arrow and select Edit. Once you have made your changes to the goal, select Submit. You will return to the Goals page. Select the Send Approval Request button to have your manager approve the changes you have made.

• What do I do if my manager cannot see my goals in the system?

  In order for your manager to see your goals, the goals must be submitted to your manager for approval. To push this through, login to My HR Connection and select the Performance tab from the dropdown, then select Goals. Under the tab My Goals, you should see all the goals you entered. On the My Goals page, there is an option to select Send Approval Request.  Once you select this option, a message will appear: Send an Approval Request email to your manager to approve all pending goals. This will send a message to your manager to approve your goals, and they will now be able to see them.

• How do I view my goals off-cycle?

  Under the Performance tab, you will see an option called Goals. Select this option to view all of your goals. If you wish to only view goals that are still in progress, select the checkbox Hide Completed.

  You can also see your goals by selecting Scheduled Tasks under the Home tab. If you decide to access your goals via the Scheduled Tasks, and the step is still inactive or incomplete status, you can select the hyperlink or title of the step and it will take you into the step process flow. If you select a completed or expired task, a PDF will be generated.

• How long do I have before the system times out?

  For security purposes, if you have been idle for more than 60 minutes (no mouse clicks or key presses), a session timeout message will appear and you will be required to log in again.

• I am trying to bookmark the MY HR Connection login page and I am getting an error message. What am I doing wrong?

  You can access MY HR Connection from the Performance Development landing page.  There is a Log In button.