What can I learn from this page?
How to create and share calibration views
Who is this guide for?
Performance Admin, 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
An Account Admin or HRBP can create a calibration under the Performance > Calibrations tab using the Create Calibration View option. A cycle does not need 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
Edit a calibration view
Edit the applied filters by selecting Edit 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
An Account Admin or HRBP can share a calibration view at any time. In Share Calibration View select a group of employees to give view access to.
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.
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.
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.
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 still 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
The audit log records only the final change made to an individual question alongside the name of the user who publishes the calibration view.
If the Administrator or HRBP selects the option to notify managers of changes:
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
Managers will receive a notification for each of their employees if a change is made in a calibration session
Managers will be notified by email, in Culture Amp, in Slack or MS Teams
Managers can view the changes made to their employees’ performance review during the calibration session. They can access this information by:
The notification they’ll receive.
Managers can view their original performance rating recommendation and the outcome of the calibration session.
2. Performance > Performance Review Cycles. They will see the performance group outcomes and calibration notes.
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!
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]
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 HRBPs only see their own calibration views?
HRBPs cannot view calibration views created by others (unless shared).
When could an HRBP lose access to a calibration view?
If an 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 an HRBP gain access to a calibration view?
If an 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.