Create and Share Calibration Views

How to create and share calibration views

Jared Ellis avatar
Written by Jared Ellis
Updated this week

What can I learn from this page?

How to create and share calibration views

Who is this guide for?

Performance Admin, Perform HRBP


Calibration views are a way to share performance review data with calibration committee members prior to a calibration session. They contain performance reviews, self-reflections, goals, and peer feedback data associated with a set of selected employees.

Calibration views are used to make reviews fair and consistent across managers, departments, and job levels. They can help improve rating accuracy, mitigate potential bias or error and improve the quality of feedback given to employees.

In this guide we will explore how to create, share, and publish a calibration view.


Create a calibration view

Using the Create Calibration View option under the Performance > Calibrations tab, an Account Administrator or Perform HR Business Partner (Perform HRBP) can create a calibration. It's important to note that a cycle doesn't have to be complete to create a calibration view.


Multi-cycle calibration views

To create multi-cycle calibration views, all cycles must have the same performance group question. Multi-cycle calibration views cannot be exported.

Use the filters to narrow down your results to a subset of employees in one or more review cycles. You can search by email, first and last name and filter results by:

  • Performance review cycle

  • Department

  • Manager

  • Job title

  • Level

  • Location

  • Division

  • Business unit

  • Employment type

  • Gender

  • Performance ratings

  • Review status

Note:

  • Perform HRBP can see both in progress and published calibrations created by others. But here's the catch: they'll only see calibrations that include employees from the departments they've been assigned to, under their Perform HRBP permissions.

  • Perform HRBPs won't be able to see calibration views (unless someone shares them) if the view contains performance reviews from departments outside their scope.


Edit a calibration view

Edit the applied filters by selecting Edit Calibration View and save your changes. You can restrict the view permissions here. If you need to include more data, you need to create a new calibration view.


Share a calibration view

At any time, an Account Administrator or Perform HR Business Partner (Perform HRBP) can share a calibration view by following these steps:

  1. Navigate to the calibration view.

  2. Click on Share Calibration View.

  3. Enter the names of the employees you want to share access with.

  4. Click Share to complete the process.

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Your selected employees will receive an email and a task in their task list in Culture Amp to access the calibration view. They will only have read-only access to this information and will not be allowed to change any performance data. To revoke access, remove the employee in Share View or delete the calibration view.

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Run a calibration session with your calibration view

Once you have set up your calibration view and shared it with the people involved in the calibration session, you can start your calibration session.

In the calibration view, add the manager review questions that were asked for each employee via the Manage Columns option. This gives you context while calibrating each individual.

For more context, access an employee's profile and manager review from the menu icon.

When creating the calibration view, the creator cannot include their own review. By default, the individual who views the calibration view is also filtered out of the calibration view's results.

If a rating changes for an employee during your calibration session, change this in the drop-down option for each performance group rating or rating scale question. The statistics will reflect the new rating distribution as you update the performance group rating values.

The original rating will still be available beneath the new rating so you can track when a performance rating is updated.


Notes

Capture any relevant information on a rating change in notes which are accessed in Calibration Notes. This helps if a direct manager isn’t in the calibration session or for audit.

Select Save when you’ve written your note.

Managers and indirect managers can view notes. To write private notes, select Employee Profile > Private Notes. Any notes will auto save.


Publish

To share your results with managers after a calibration session, select Publish.

What happens next:

  • Changes to the performance group rating will appear in the manager's review

  • Calibration notes will be shared with the respective managers

  • Filters will no longer be editable

  • Employees can no longer be added or removed from your calibration view

  • Ratings for the performance group rating or other questions will no longer be editable

  • Calibration notes will no longer be editable

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Note: Indirect managers will not be notified but they will be able to view calibration notes.


Rating changes

The audit log records only the final change made to an individual question alongside the name of the user who publishes the calibration view.


Notifications

If the Administrator or Perform HRBP selects the option to notify managers of changes:

  1. All managers of all employees included in the calibration session will be notified when a change is made to the performance group rating or a note has been saved

  2. Managers will receive a notification for each of their employees if a change is made in a calibration session

  3. Managers will be notified by email, in Culture Amp, in Slack or MS Teams

For example:

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💡Tip: To avoid early performance conversations when you run multi-calibration sessions for a performance cycle:

  • Do not allow notifications when you publish calibrations

  • Tell managers when performance conversations start


Manager experience

Managers can view the changes made to their employees’ performance review during the calibration session. They can access this information by:

  1. The notification they’ll receive.

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Managers can view their original performance rating recommendation and the outcome of the calibration session.

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2. Performance > Performance Review Cycles. They will see the performance group outcomes and calibration notes.

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Calculating the ratings

When creating a calibration view, we do provide the option to include a column with the average of all ratings for each Performance Review.

The calculations below are depending on the number of options you have for each rating question in the Performance Cycle.

Once you have the total score from all the rating questions, you will need to divide this score by the number of rating questions in the cycle which will provide you with the average of all ratings!

Note: The overall performance rating is NOT factored into the overall average of ratings score.

1. Performance Cycle with the same number of options for each rating question

If all the Rating questions in the cycle have the same number of options available the weight of the option will be out of the number of options available.

Example: If a cycle has all questions with 4 possible answer choices, the options will be weighted between 1-4.

If a cycle has all questions with 3 possible answer choices, the options will be weighted between 1-3

2. Performance Cycle with a mixed number of options for each rating question

The weighting of each option will change based on the number of options available for that rating question.

  • If you had a question with 5 possible answers, each answer would count as 1, 2, 3, 4 or 5

  • If you had a question with 4 possible answers, each answer would count as 1.25, 2.5, 3.75 or 5.

  • If you had a question with 3 possible answers, each answer would count as 1.67, 3.33 or 5.

  • If you had a question with 2 possible answers, each answer would count as 2.5 or 5.

(Default number of questions (5) / the number of options in the question (i.e 3 for example) * the selected option (i.e 2 for example) = 5/3*2=3.33)


FAQs

What if I found a mistake in my published calibration view?

Either change the manager review of the employee directly in the calibration view or create a new calibration view.

Can Perform HRBPs only see their own calibration views?

Perform HRBP can see both in progress and published calibrations created by others. But here's the catch: they'll only see calibrations that include employees from the departments they've been assigned to under their HRBP permissions. Perform HRBPs won't be able to see calibration views (unless someone shares them) if the view contains performance reviews from departments outside their scope.

When could a Perform HRBP lose access to a calibration view?

If a Perform HRBP creates a calibration view and they no longer have access to those departments under their roles and permissions, they will lose access to that view.

When could a Perform HRBP gain access to a calibration view?

If a Perform HRBP gains access to departments they didn’t have access to before, they will also gain visibility to those departments’ calibration views.

If an employee moves departments, will a calibration view change?

Regardless of the status of the cycle (live or closed) and status of the calibration view (published or in progress), the view will not update automatically to reflect the department change.

If you do want the department update reflected and the view is still in progress/unpublished, click into the calibration view > Edit Calibration View and the change will be reflected.

What does the audit log record?

Regardless of who creates the view or changes the rating, the audit log only records the final change when published with the name of the person who published the calibration view as the person who actioned the rating change.

In cases where a Performance Review cycle is included in multiple calibration views, the audit log will document the final rating adjustment from each view. For example, if three calibration views feature the same Performance Review cycle and rating adjustments are made in each view, following the publication of all three, you will discover three separate entries in the audit log, each displaying the final alteration. It's worth noting that the most recent change, the one published last, will be the one reflected in the Performance Review cycle itself.

Why can't I add my questions as columns?

If you create a multi-cycle calibration view, questions can’t be added as columns.

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