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Create and share calibration views


What can I learn from this page?

How to create and share calibration views

Who is this guide for?

Performance Admin, HRBP

 

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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

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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
  • Department
  • Manager
  • Job Title
  • Level
  • Location
  • Division
  • Business unit
  • Employment type
  • Gender

*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.  

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. 

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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.

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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.

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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.

 

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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.

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Notes

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. 

 

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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. 

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Publish

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.

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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.

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Notifications

If the administrator or HRBP selects the option to notify managers of changes made when they select the “Publish” button;

  1. 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
  2. The manager will receive a notification for each of their employees who have had a change made within the calibration session (as above)
  3. 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:

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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.

 

Managers experience

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.

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    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.

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  • 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”

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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)

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  • 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]

 

#Performance #PerformanceReviews #CalibrationViews #ResultsInterpretation



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