The eAppraisal Frequently Asked Questions are divided into three categories for ease of navigation. Please select the category that best applies to you:
  • Employee
  • Supervisor
  • HR Liaison
  • Human Resources/Faculty Affairs Central Offices
  • FAQs for Employees
    How do I log in to the eAppraisal website?
    What are the eAppraisal steps?
    What is the purpose of the Progress Flag column of the Goals/Objectives Section of the eAppraisal My Performance Page?
    Will the self-appraisal comments show in the supervisor's appraisal of the employee?
    Why don't ratings from the self-appraisal show on the supervisor's appraisal of the employee?
    How will the supervisor see the performance journal of an employee?
    Will each step in the process send a notification via e-mail?
    Will I receive a confirmation when I select Save and Submit?
    What is the purpose of the Performance Journal section?
    What is the purpose of the Development Plan section?
    Can the employee edit the self-appraisal after the Save and Submit is selected?
    Will a person that is assigned as a third party reviewer get a notification message?
    Can I print the eAppraisal using Firefox?
    How long can you be in the eAppraisal system before it will time you out?
    Can a list of accomplishments be added to the eAppraisal?
    Why can't I see the correct supervisor on the eAppraisal form?
    What should I do if my supervisor does not give me my annual performance evaluation?
    Why did I get this message when I logged into my eAppraisal?
    What is the maximum number of characters allowed in the eAppraisal form? What about in the Performance Journal on the Halogen home page?

    FAQs for Supervisors
    How do I log in to the eAppraisal website?
    What are the eAppraisal steps?
    What is the purpose of the Progress Flag column of the Goals/Objectives Section of the eAppraisal My Performance Page?
    Will the self-appraisal comments show in the supervisor's appraisal of the employee?
    Why don't ratings from the self-appraisal show on the supervisor's appraisal of the employee?
    How will the supervisor see the performance journal of an employee?
    Will each step in the process send a notification via e-mail?
    Will I receive a confirmation when I select Save and Submit?
    What is the purpose of the Performance Journal section?
    What is the purpose of the Development Plan section?
    Who needs to be appraised?
    How can I complete a Probationary Period Appraisal?
    How can I complete a Special Appraisal?
    I have an employee that rated below standard and requires a Special Appraisal within the next 30 days. How do I complete a Special Appraisal?
    Will a person that is assigned as a third party reviewer get a notification message?
    Can I print the eAppraisal using Firefox?
    How long can you be in the eAppraisal system before it will time you out?
    Can a list of accomplishments be added to the eAppraisal?
    Do supervisors have to enter comments before or after meeting with the employee?
    Why can't I see the correct supervisor on the eAppraisal form?
    How can I add a document to the appraisal system for a direct report?
    As a supervisor, why can’t I see the tab for My Direct Reports on my welcome page, but I have a task to complete for my direct reports?
    How can you cancel a Third Party Review?
    Why did I get this message when I logged into my eAppraisal?

    FAQs for HR Liaisons
    How do I log in to the eAppraisal website?
    What are the eAppraisal steps?
    Who needs to be appraised?
    What does the magnifying glass next to the appraisal status in the participant center signify?
    Can I use any browser to access eAppraisal?
    How long can you be in the eAppraisal system before it will time you out (for both the back-end and the front-end)?
    Do HR Administrators have access to add participants from the User Center?
    How is the overall score calculated in Halogen?
    Why can't I see the correct supervisor on the eAppraisal form?
    I have an employee that rated below standard and requires a Special Appraisal within the next 30 days. How do I complete a Special Appraisal?
    I am an HR Representative and I need to see the personal pages (Performance Journal, Goals/Development Plans, Documents, etc.) for employees in my area of responsibility; where do I go to view them?
    What is the difference between Direct Representees and All Representees when using the Advanced Search Options?
    Why did I get this message when I logged into my eAppraisal?
    Update a Supervisor in the eAppraisal Participant Center for HR Rep

    FAQs for Human Resources/Faculty Affairs Central Offices
    Can a user that is given access as an Administrator update information in the User Center?
    Why did I get this message when I logged into my eAppraisal?

    You can login to eAppraisal from any location that has internet access; you will need to use your Cane ID and password (same credentials used to log in to myUM) to access the eAppraisal system. Use the following link to log in:http://eappraisal.miami.edu/Halogen/welcome.html

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    1. Employee Writes Self-Appraisal
    a. Employee completes self-appraisal.
    b. Employee “Saves and Submits” the self-appraisal. After Save and Submit changes CANNOT be made to the self-appraisal.
    c. No notification sent to supervisor.
    2. Supervisor Writes Employee Appraisals and Meets with Employee to Discuss and Finalize Appraisal
    a. Supervisor completes the appraisal for the direct report(s). This step can be done before, during or after the self-appraisal is completed. The self-appraisal is NOT a prerequisite for this step.
    b. Supervisor "Saves" the appraisal. After "Save"changes CAN be made to the appraisal.
    c. Supervisor meets with employee, makes changes to the appraisal as needed, and concludes the meeting.
    d. Supervisor "Saves and Submits" the eAppraisal. After Save and Submit changes CANNOT be made to the appraisal.
    e. Notification (see Note 1) is sent to employee to complete next step: Employee Comment and Sign-Off.
    3. Employee Comment and Sign-Off
    a. Employee logs in to the appraisal, provides optional comments and signs off on the eAppraisal.
    b. Changes CANNOT be made to the appraisal during or after this step (other than the employee comment section and the electronic sign-off).
    4. Supervisor Sign-Off
    a. Supervisor logs in to the appraisal, provides optional comments and signs off on the eAppraisal.
    b. Changes CANNOT be made to the appraisal during or after this step (other than the comment section and the electronic sign-off).
    5. Process ends

    Note 1: Even though all notifications are scheduled to be sent at 2:00 a.m. the next day, each next step in the process is available immediately.

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    The Flag identifies the Goal status

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    Yes. The self comments will show in the self box above the supervisor's comments. They will also print when the supervisor's appraisal of the direct report is printed.

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    The ratings will not show if the employee did not complete, save, and submit the self-appraisal.

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    The supervisor can see the performance journal of a direct report only if the employee has checked Allow management to view this note.

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    Appraisal Steps Notification Sent Via Email?
    Employee writes self-appraisal No notification sent to supervisor
    Supervisor Writes Employee Appraisals and Meets with Employee to Discuss and Finalize Appraisal Notification sent to employee to complete the next step: Final Comments and Sign-Off
    Employee comment and sign-off Notification sent to supervisor to complete the next step: Sign-Off
    Supervisor sign-off This is the final step in the appraisal process
    Process ends None

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    Yes. The system will show the following message if you choose the Save and Submit button.

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    The Performance Journal section is:
  • A place for employees to make notes about their own performance throughout the year. They can then choose to make these notes available to their manager as well. Both employees and their manager will have a direct link to these performance journal notes once the time to complete an appraisal arrives. The advantage of this section is that it facilitates the appraisal process for employees and managers, given that it provides them with information for deciding scores in certain areas when completing an appraisal.
  • A place for managers, higher level managers in the chain of command, and HR Representatives to make notes about an employee. Once the time to complete an appraisal arrives, the manager will have a direct link to these notes and the ones recorded by the employee, but the employee will not be able to see the notes made by his manager. This is also advantageous since it facilitates the appraisal process by giving managers and HR Representatives documentation of employees' past performance.
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    The Development Plan section could be useful in the following way: If you have a weak area in your appraisal, there is a link on the appraisal form to add a Development Plan to address that issue. When your manager adds a Development Plan item to help you with the area in which your weakness lies, that Development Plan item will be copied into your personal pages. As a result, you are able to refer to the Development Plan items throughout the year and update their status as needed. This section is one way in which employees and managers could track the Development Plans assigned during the year.

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    No. Once the self-appraisal has a check next to it, it is no longer editable.

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    No. The person assigned as a third party reviewer will not get an email notification. The supervisor of the employee getting a third party review will get a normal notification sent to their email at 2 a.m. the day following the completed third party review request. The supervisor of the employee the third party reviewer was requested for will not be able to access the appraisal until the third party reviewer has submitted their review.

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    Employees that have been hired, transferred, or promoted between March 31st and December 31st and are not within the probationary period. The appraisal period is from January to March 31st and it is for the previous calendar year.
    Probationary Period:
  • Non-Exempt Employees: 91 Days
  • Exempt Employees: 180 Days
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    Please click here for information regarding the Probationary Period Appraisal.

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    Please click here for information regarding the Special Appraisal.

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    A Special Appraisal can be done at any time a supervisor finds it necessary. However, a Special Appraisal should always follow an annual appraisal that has received an overall score of Needs Improvement or Unsatisfactory. A Special Appraisal must be done using the Halogen eAppraisal system. To request a Special Appraisal, please complete the Special Appraisal Request Form. An email notification will be forwarded to the supervisor when the Special Appraisal is ready. Special Appraisals do not contain a self-appraisal form. For more information on Special Appraisals or the eAppraisal system, click here.

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    It signifies that the eAppraisal was saved at some point.

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    The self-appraisal is not a prerequisite for the supervisor to conduct an appraisal, therefore, there is no notification sent to the supervisor when it is completed.

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    Yes. Click here for instructions.

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    No. Only Internet Explorer 7.0, 8.0, 9.0 and Safari (for Mac users) can be used to access eAppraisal. Firefox and other browsers are not supported for eAppraisal.

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    On the Administrator Center (back-end), the session will time out after 25 minutes of inactivity. On the front-end, the session, by default, is kept live for 3 hours. At the 3 hour mark, the system will log off without notification and any unsaved data will be lost.

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    The maximum login time allowed for one session (one login) is three hours. Once the three-hour mark has been reached, the system will not provide any notification, but will simply disconnect from the server even if a user is currently using the system. The system will save any information that was stored when the last Save was made before the session ended due to time-out. A good rule of thumb is to save and log off the system if you plan to be away for an extended period of time. The next login will start another three-hour period countdown.

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    The form text fields have a maximum of 2000 characters. However, a supervisor can upload a document (in any format – Word, PDF, Excel, etc.) to the employee’s appraisal. In addition, a list of accomplishments can be added to the Development Plan (see Note 1) or the employee can add it to the Performance Journal (see Note 2) and allow the supervisor to see the notations.
    Note 1: Add multiple Development Plans in order to overcome the 2000 characters limitation.
    Note 2: Add multiple Performance Journals in order to overcome the 2000 characters limitation.

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    A supervisor can enter comments at any time.

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    HR Administrators do not have access to everyone in the User Center. They only have access to participants in the processes they are authorized to view.

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    1. The scores in the Core Competencies Section are added up and divided by eleven. In the example below, the scores on the Core Competencies add up to 40 and 40/11 = 3.64
    2. The Supervisory/Managerial Competencies scores are also added up and divided by the number of applicable competencies (only the competencies that have a score are counted; an N/A will not be counted). In the example below, there are two competencies with a total score of 8 and 8/2 = 4.0
    3. The average scores on the two sections are then added and divided by two to calculate the overall score. In the example below, 3.64 + 4.0 = 7.64 and 7.64/2 = 3.82.

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    If the supervisor was updated after the appraisal form was opened, the supervisor change will not be reflected on the form.

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    Supervisors are required to conduct a performance evaluation for each employee at least once annually. The evaluation period is generally from January to March. Compliance will be monitored by Human Resources and department heads. If you do not receive your performance evaluation, discuss this with your supervisor or contact the appropriate Central Office.

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    Supervisors have the option of adding a document to the eAppraisal system. Any document that would normally be attached to a paper-based appraisal can be added to the appraisal system. The document will be available to both the manager and the employee (if that option is selected) at any time.
    Click here for instructions on how to add a document to the appraisal system for a direct report.

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    In the Welcome screen you should see a tab named My Employees . When you click on it, you will see all employees you have access to and their personal pages.

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    Follow these steps to search using the Advanced Search Options (#6 explains the difference between Direct Representees and All Representees):
    1. Click the Advanced button.
  • The Advanced search panel displays. To hide the advanced search panel, click the Advanced button a second time.
  • NOTE: Advanced filter settings are taken into account when filtering the employee list regardless of whether the panel is visible or hidden.
  • 2. To filter by User Center fields, select from the Show all employees with drop-down list. By default no selection is made and is set to “-None-”.
  • The preconfigured list includes employee User Center fields that may be searched on.
  • Once a selection has been made, the adjacent drop-down list becomes active.
  • 3. If required, select a value from the second Show all employees with drop-down list. By default no selection is made and the field appears blank.
  • NOTE: When more than one search option is used, all active filters are used in your search query, including any “First” and “Last Name” entries.
  • 4. To filter by group membership, select from the Show all employees in group drop-down list. By default no group selection is made and is set to “-Select-”.
  • The groups are listed in alphabetical order, and any “child” groups will appear with a dash at the beginning of their group name.
  • 5. If you are a Manager, select the Direct Reports or All Reports radio button.
  • The Direct Reports radio button is selected by default.
  • NOTE: When All Reports is selected the search includes sub direct reports down the managerial hierarchy.
  • OR
    6. If you are an HR Rep, select the Direct Representees or All Representees radio button.
  • The Direct Representees radio button is selected by default.
  • NOTE: When All Representees is selected the search includes sub representees down the managerial hierarchy.
  • 7. Click the Find button. Any employees that match your filter criteria displays in the results list.
    8. To clear the search results, click the Reset button. The complete default list of your direct reports/representees displays with no filtering. When more than one page exists, you will be returned to the first page of the list.

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    This means that you are not set as the supervisor for the employee in the Assignment tab in the User Center. Making that correction and clicking on the refresh button on your welcome page will correct this issue.

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    Yes, an Administrator in Halogen (eAppraisal) has access to update user information in the User Center, including adding, activating, and deactivating users.

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    When an appraisal is pending a third party review, the supervisor is unable to edit the appraisal until the review is completed (by the third party reviewer) or the supervisor cancels the review. Below are the steps for cancelling a third party review. Note that only the supervisor can perform this action.

    1. Log in to eAppraisal using your CaneID

    2. From your list of steps, click on the link for Complete appraisals for your direct reports

    3. From the action page, click on the green button with the white arrow underneath the Appraisal column for the employee you wish to cancel a pending third party review

    4. The appraisal form opens; click on Cancel Review

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    The auto-save feature in eAppraisal occurs when there is a disconnect between the web browser and the server. Some possible events that may result in an Auto-Save occurrence:

    1. Loss of connectivity with the Internet
    2. Workstation reboot
    3. Loss of power to workstation
    4. Closing a browser while it is ‘not responding’ or frozen
    5. Closing a browser window without properly saving and exiting eAppraisal
    6. Closing a browser window without properly saving and exiting eAppraisal through task manager

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    Once the maximum characters of 30,000 or 3,000 is reached the following message, as appropriate, will pop up in blue:

    30,000 maximum characters allowed: on the eAppraisal form, Competency comment sections, Supervisor Comments, Employee Comments and Job Description comments.
    3,000 maximum characters allowed: on the eAppraisal form, Past Goals and New Goals sections, and Development Plan sections.
    In the Performance Journal the maximum allowable characters is 3,000 per item.

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    Update a Supervisor in the eAppraisal Participant Center for HR Rep

    1. Login to eAppraisal at http://eappraisal.miami.edu/halogen/welcome

    2. On your Home Page, click on the Administrative Center Wheel:

    3. Select Administration Center, then HR Admin. Ensure The Talent Management Suite tab is selected. Find the appraisal process and click on Process Details.

    4. Select Participant Center from the Nav bar on your left. To view current Manager, click on the check in the Manager column on the right. If the Manager needs to be changed, go to step 5.

    5. In the popup box, select a supervisor by typing in name, clicking on Search, highlighting the name and clicking on Set as Manager, then check OK. Go back to step 4 to verify if the Manager is now set correctly.


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