What can I learn from this page?
How to create and share calibration views
Who is this guide for?
Performance Admin, HRBP
- Create, edit and share a calibration view
- Run a calibration session
- Publish a calibration view
- Managers experience
- What if I made a mistake and I have already published the calibration view?
- Calculating the ratings
Calibration views are an easy way to share performance review data with the right people. They contain performance reviews, self-reflections, goals, and peer feedback data associated with a set of selected employees.
A calibration view could be used to share the right information with all calibration committee members so they can review all the relevant information about the employees who will be calibrated prior to a calibration session.
Create a calibration view
The calibration view can be created by an account admin or HRBP*. Once created, they can share it with the people who need to see it. Follow these steps to create a calibration view:
Go to the Reviews dropdown>Performance review cycles (under admin)>Create calibration view
You can select a single review cycle or multiple for your calibration. A few notes on multiple-cycle calibrations:
- Calibrating across multiple cycles is only possible when all cycles have the exact same assessment group question. Note: it is only possible to compare the assessment group rating question across multiple cycles, even if other rating questions are identical.
- Calibration views that include multiple cycles cannot be exported.
There are also filters to scope the results to a subset of employees within one or more review cycles. For example, you could create a calibration view for engineers at levels 1 and 2 and another for all engineering directors.
In addition to searching by email, first and last name, you can filter results by the following attributes when adding employees to a calibration view:
- Performance review cycle
- Job Title
- Business unit
- Employment type
*HRBPs cannot view calibration views created by others (unless shared), where the view includes performance reviews outside of their scope, i.e if it includes performance reviews from departments other than the ones they’re assigned to. Also see FAQ's below
Edit a calibration view
You can easily edit the applied filters by selecting Edit view and saving any changes applied.
Once a calibration view has been created, you can only restrict the view further (unless you click to Edit view)
If you do need to expand the inclusion of information of the view, you will need to create a new Calibration view and add the additional information. You can then save this new view and share these out with the employees included in the calibration session.
Share a calibration view
A calibration view can be shared at any time by an account admin or HRBP.
Select Share view to share the view with a group of employees who will need access to the performance review information of the employee group.
Each of the calibrators will receive an email and in-app notification to access the calibration view. It is important to note that calibrators will have read-only access to this information and will not be allowed to change any performance data. Access to calibration views is only revoked when the calibration view is deleted or individuals are manually removed from the list of recipients found in Share view.
Run a calibration session using calibration view
Once you have set the calibration view up and shared with the relevant stakeholders involved in the calibration session, it is now time to conduct the calibration.
Within the calibration view you can add into the view any of the manager review questions that were asked for each employee via the “manage columns” option. This enables you to view all needed context while calibrating each individual.
If you’d like to access the manager review directly from the calibration view or the employee profile please click on the menu icon next to the employee name. The employee profile will open up in the right hand panel and includes all feedback, self reflections, goals, past performance ratings, notes taken by the individual logged in and demographic information about the employee. This ensures a thorough, objective and data driven conversation can be had about each employee.
During the calibration conversation if it is decided that a rating should be changed for an employee, you can change this by selecting the drop down option for each assessment group rating or rating scale question. As you update the assessment group rating values you will see the statistics at the top of the page update to reflect the new rating distribution.
When you change the rating of an employee you will see what the new rating is and also the text below will indicate what the manager recommended rating was so you can keep track of the changes that are made and by how much. This will only appear for the assessment group rating.
When calibrating each employee, it is important to capture any relevant context or justification as to why a rating has or has not changed. This is particularly important if you do not include the direct manager in the calibration session or if they are absent. It also helps for auditing purposes.
In order to do so, please click on the menu icon next to the employees name and select “calibration notes”. You will see a panel pop up to the right hand side to capture any notes.
Once you have typed your note and selected “save” you will see a small blue icon appear to the right of the employee’s name. This icon is not interact-able and it is designed to flag that a note has been captured about this employee.
Please note: All notes that have been captured this way WILL be shared with respective managers and indirect managers (e.g. the manager’s manager) when “Publish” has been selected. This is important to keep in mind when typing out the notes and to avoid any additional work to remove comments you do not want passed on to the managers. If you would like to take any notes that are private to yourself, please use the private note taking feature which you can access by clicking on the menu icon next to each employee's name, selecting “Employee profile” and selecting the “Notes” option as seen below.
Once you have completed the calibration session and you are ready to share the results with the respective managers, you should click the green “Publish” button at the top right hand side of the screen.
Clicking publish will pop up with text confirming what will happen and if you are happy to proceed. What will happen when the publish button is clicked is:
- Any changes to the assessment group rating will now appear on the manager review (please note: any rating scale changes outside of the assessment group will update live on the manager review)
- The calibration notes will be shared with the respective managers
- You will no longer be able to edit the base filters which were applied when creating the calibration view
- You can still apply the filters within the calibration view to restrict further
- You can still add or remove employees from access to the calibration view
- You can no longer edit the ratings for the assessment group rating or other questions from this calibration view
- You will no longer be able to edit the calibration notes
You can also select if you would like a notification to be sent to the managers indicating the changes made (See Notifications section below)
Please note; indirect managers will not be notified if this box is checked, but they will be able to view the notes within the platform.
If the administrator or HRBP selects the option to notify managers of changes made when they select the “Publish” button;
- All managers of all employees included in the calibration session will be notified if
- A change has been made to the assessment group rating
- OR a note has been captured
- The manager will receive a notification for each of their employees who have had a change made within the calibration session (as above)
- The manager will be notified via email, in app, Slack and MS teams (if these integrations are set up).
Here is an example of the slack notification:
Important to note: If you are running multiple calibration sessions for a performance cycle and do not want your managers to preemptively have the performance conversation with their direct reports (when the first calibration session has been published) then it is recommended that:
- You do not enable notifications when publishing calibrations (aside from the final calibration session)
- You accompany the performance and calibration process with internal communications and timelines that suit your needs. For example: explicitly state that managers should not have their final review conversations with their direct reports until after a certain date. This date would be when the final ratings are ready to be checked in the platform.
A manager can now view the changes made to their employees performance review during the calibration session. They can access this information in two ways:
- Clicking on the link within their notification. This will take them to their manager review dashboard where the notes panel will auto pop up for the employee they have linked through from, highlighting in blue the row of the employee.
Managers will also be able to see what they had originally recommended as the assessment rating and what the final outcome from the calibration session was. Changes are now reflected within the manager review.
- Logging into the platform and navigating. Managers can access this page via reviews > performance reviews > click on the performance cycle > where you will land on the manager review dashboard. They will see the assessment group outcomes and in order to view the notes taken against each employee they will need to click on the three dots to the right of the assessment group and select “Calibration notes”
What if I made a mistake and I have already published the calibration view?
Not to worry! You can still edit the assessment group rating through a couple of options:
- Directly change the manager review of the employee via the calibration view (please note: if changes are made directly to the manager review the platform will count this as the manager recommended rating not the calibrated rating, even if the admin made the change)
- Create another calibration view - changes that are made in this new calibration view will override the previous one when Publish is selected (also useful for employees who go through more than one calibration session).
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!
- 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
- Performance Cycle with the 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]
Q. Do HRBPs only see other calibration views if they have access to 100% of the population included in them?
A. Yes. HRBPs cannot view calibration views created by others (unless shared), where the view includes performance reviews outside of their scope, i.e if it includes performance reviews from departments other than the ones they’re assigned to.
Q. If an HRBP creates a calibration view and in the future they no longer have access to departments included in that view, will they lose access to it?
An HRBP has a department removed from their permissions
HRBP Josh is currently assigned to Dept A and Dept B
A calibration view is created for both Dept A and Dept B
Josh has his HRBP permissions updated to Dept A only
This means he no longer has access to the calibration view that includes Dept A and Dept B
A calibration view is updated by another HRBP
HRBP Josh is creates a view for Dept A and Dept B
Another HRBP with access to Dept A, B and C edits the view and changes the scope to include Dept C (along with A and B)
This means Josh no longer has access to that view as it includes a department outside of his scope.
Q. If an HRBP gains access to departments they didn’t have access to before, will they also gain visibility to any calibration views already in existence that include those departments?
An HRBP has a department added to their permissions
HRBP Josh is currently assigned to Dept A
Another HRBP with access to Dept A and Dept B creates a calibration view based on both Dept A and Dept B (which Josh cannot currently view because it's outside of his scope)
Josh has his HRBP permissions updated to include Dept B (along with A)
This means he now has access to the calibration view that includes Dept A and Dept B
Q. If an employee transfers to a different department, will the calibration views based on their original and new departments automatically reflect that change?
A. No. Regardless of the status of the cycle i.e live or closed, and regardless of the status of the calibration view i.e unpublished or published, the view will not update to reflect the department change.
In the case of an unpublished view, it can be edited and upon editing the change would be reflected.
An Employee transfers to a different department
HRBP Josh has access to Dept A and HRBP Sonny has access to Dept B
They each have their own calibration views created for their populations already
Employee John Smith is currently in Dept A, so HRBP Josh has access to his review in his calibration view, whereas HRBP Sonny does not as he's not within her scope
Employee John Smith transfers to Dept B mid review
Employee John Smith will not be automatically removed from the calibration view scoped to Dept A
Employee John Smith will not be automatically added to the calibration view scoped to Dept B
In order for that change to be reflected (so that HRBP Josh loses access to John and HRBP Sonny gains access to John), the calibration views would either need to be edited (possible for unpublished views only), and upon editing the change would be reflected, OR new views would need to be created from scratch
Q. What does the Audit Log record in terms of Assessment Group rating changes?
A. Regardless of who creates the view or changes the rating, the audit log only records the final change at the point of publishing, with the name of the person who published the calibration view as the person who actioned the rating change.
Multiple changes made to the rating in the same calibration view
Only the final change is recorded in the audit log (even if there were multiple changes made in between), with the name of the person who published the calibration view as the person who actioned the rating change (regardless of who actually made the change, as above)
A Performance Review is included in more than 1 calibration view
The final change upon publishing from EACH calibration view will be included in the audit log.
E.g. If there were 3 calibration views where the same Performance Review was included and rating changes take place in each of those calibration views, then after publishing all 3, there would be 3 entries in the audit log, each tracking the final change.
The latest change would be reflected in the Performance Review, i.e the one published last.
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