Data Standards

Data Standards

End of Probation Performance Review

Description: For most classified employees, the probationary period is 6 months. However, in some instances the probationary period can range from 3 to 12 months. The performance review is a driving factor in determining if an employee moves to permanent status. Also, an employee must receive a rating of at least satisfactory in order to receive an automatic step increase. If the review is not entered timely, it will be necessary to request a retroactive pay increase. The probationary period may be ended or extended based on the performance review results. If the employee’s probation is extended, it will be necessary to enter the performance review which extends the probation on the Employee Review 1 panel and adjust the probation end date on the Job Data 4 panel. Please refer to Administer Workforce CBT for more detailed information.

End of Probation Performance Review requires data entry in both Employee Review and Job Data panels. Last column refers to data interfaced with SHARP by the Regents institutions.

Menu Path: Go, Administer Workforce, Plan Salaries, Use, Employee Review

Employee ID and Employee Record #- Online agencies must enter in search box; Regents must send in interface file. Incorrect data entry updates the wrong employee.

Employee Review 1 Panel

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Review Date:	Do not add a row if employee’s first review Add a row (F7) if employee has previous reviews Enter date review was completed	Extra row if new row added and it’s employees first review Incorrect review date	Yes	Yes
Review Type:	Select "Class Pb"	Incorrect review type	Yes	No
From/To Date:	Probationary reviews must be completed prior to end of probationary period (See NOTE below) Enter beginning and ending dates of review period Use same day for "From" and "To" (ex. 4/9/1998 to 10/9/1999)	If review is not completed by the end of probationary period, employee receives permanent status.		Yes
Next Review Date:	Enter date of next performance review		Yes	Yes
Rating Scale:	Defaults as SOK			No
Review Rating:	Select valid value from drop down list		Yes	Yes
Eval Type:	Leave blank			No
Review ID:	Enter reviewer’s Employee ID		Yes	Yes
Comments:	Enter the number of feedback sessions and any additional comments		No	Yes

Menu Path: Go, Administer Workforce, Administer Workforce (U.S.), Use, Job Data

Job Data 1 Panel

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Effective Date:	Insert new row Enter end probation effective date	Incorrect date defaults to Job Summary and other panels	Yes	Yes
Action/Reason:	Select "Data Chg" for Action Select "EPD" as Reason Code	Employment status will not change from probationary to permanent	Yes	Yes

Data Fields

Comments

Impact of Error

Agency Required?

Regents Interface?

Effective Date:

Insert new row
Enter end probation effective date

Incorrect date defaults to Job Summary and other panels

Yes

Action/Reason:

Select "Data Chg" for Action
Select "EPD" as Reason Code

Employment status will not change from probationary to permanent

Yes

Verify that employment status changed from "B" to "P" on Job Data 4 panel.

Regents must also send the following information in an interface file:

Effective Date, Effective Date Sequence, Action, Action Date, Action Reason, Annual Benefit Base Rate, Compensation Frequency, Compensation Rate, Position Number, Step, Employment Status, Tax Location Code

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Page last modified on: June 29, 2012