1. Nursing at Michigan Performance Evaluations
Online Qualtrics Nursing Framework Performance Evaluation Tools
Overview
Barb Wetula
Kathy Dunnuck
Laura Galunas
Rob Wonnacott
Target Audience: Nursing at Michigan | Author/Contact: K. Dunnuck | Last reviewed: February 2018

2. make it easier for RNs to find tools and do annual evaluations
New online format…
Goals:
make it easier for RNs to find tools and do annual evaluations
increase participation and completion

3. New Website (External) Nursing at Michigan Performance Evaluations

4. Easy-to-Use Qualtrics Survey Tools

5. Clinical Nursing Director/Supervisor
… same roles as before
4 roles in the process:
Unit AA
RN Due for Evaluation
Peers
Clinical Nursing Director/Supervisor

6. Advantages/Limitations…
Limitations with use of Qualtrics:
Not a true performance management system; no home center for overall managing of tools together or from year to year
Limitations on saving/continuing
Not integrated with MPathways
Advantages:
Already available within UofM, has IT support
No software/system/contract costs to nursing
Survey tools are highly customized for our needs
High acceptance ratings from pilot units

7. Unit AA
Role

8. The performance evaluation process begins with the Unit AA
Unit AA Role
The performance evaluation process begins with the Unit AA
Unit AA’s responsibility: send notice to RN due for evaluation

9. Unit AA Role cont.
AA visits website, opens link for pre-formatted Outlook template

10. Unit AA Role cont.
Address
Name
Date of Hire
AA enters RN info (name, address, date of hire) and sends

11. Unit AA Role: Send Email Notice to RN VIDEO DEMO duration: 35 sec

12. When does AA send the email? Example scenario:
Unit AA Role cont.
When does AA send the ? Example scenario:
AA will send February 1 if evaluation (seniority month) is in March.
AA may follow the Evaluation Log as a guide for timing.

13. Role of RN Due for Evaluation

14. RN Role
RN role begins upon receiving notice from unit AA

15. Email notice outlines 3 steps for RN:
RN Role cont.
notice outlines 3 steps for RN:

16. RN Role cont. 1. Obtain peer feedback
RN sends a request to at least 3 peers for feedback using the link for Peer Selection and Invitation Qualtrics tool in notice.
Link is also on the website.

17. RN Role cont.
RN opens link to Peer Selection and Invitation Qualtrics Tool and selects Framework
RN ONLY
NOTE: This survey tool should only take the RN a few minutes to complete. It must be completed in one sitting. You cannot leave the program and return later to complete.

18. RN Role cont. Login with Level 1 credentials RN selects first button
Second button allows additional functionality/view of the survey tool -- for peers to get into the survey without an RN invitation (for peers who may have lost their invite, weren’t sent one, or may have been verbally requested by the RN to provide peer feedback)
RN ONLY

19. RN Role cont. Main screen of survey is a worksheet/form
enter brief personal/ unit/clinical nursing director/supervisor info
and
select peers/ domain(s)
RN AND CND

20. RN Role cont. At top of form, RN enters name, uniqname, etc.
Continuing down the form, RN selects Clinical Nursing Director/ Supervisor dept/name/ .
If not listed in dropdown, RN types info, being sure address is correct.
RN ONLY
NOTE: address for clinical nursing director/ supervisor is required.

21. RN Role cont. For peer lookup, use MCommunity link.
Continuing down the form:
RN selects Framework level
RN enters info for at least 3 peers* (name, uniqname, domain/s to evaluate)
Form allows up to 5 peers.
For peer lookup, use MCommunity link.
*Peer who completes the Clinical Skills and Knowledge domain must be an RN
RN ONLY

22. RN Role cont. RN confirms all info on the form before continuing.
RN makes any changes now, then once confirmed, clicks right arrow to advance to final 2 screens.
RN ONLY

23. RN Role cont.
Summary screen appears. RN clicks button to send invitations via Qualtrics.
Qualtrics sends the following s:
RN confirmation
Peer requests
RN 7-day reminder
(This screen is a last chance before sending invites! If any info is incorrect, RN may click link at bottom to start over.)
RN ONLY

24. RN Role cont. RN Confirmation Email
RN receives auto- confirmation titled Confirmation: RN Peer Feedback Selection and Invitation Tool
lists selected peers, their addresses and requested domains
RN + CND

25. RN Role cont. Peer request email
Concurrently, all peers are each sent an individualized request (titled Please provide peer feedback for my annual performance evaluation)
contains:
custom survey link (different link for each peer)
which domain(s) to evaluate
When peer completes/submits their custom survey, a summary of peer responses will be auto- ed to:
peer completing the feedback survey
RN who requested the peer feedback
RN’s clinical nursing director/supervisor
RN + CND

26. RN Role cont. RN 7-day Reminder Email
RN will receive a reminder 7 days later that it’s time to start their self-evaluation (if they haven’t already)
Includes link to self-evaluation survey
RN + CND

27. RN Role Step 1: Obtain Peer Feedback VIDEO duration: 3 min 32 sec
RN + CND

28. RN Role cont. 2. Complete self-evaluation
After receiving peer feedback, and within 3 weeks of receiving AA notice, RN completes self-evaluation survey tool.
RN + CND
Self-evaluation survey link:
In the 7-day reminder
On the website

29. RN Role cont. Self-evaluation survey cont. Level 1 login required
RN selects Employee button
NOTE: there are 3 views built behind-the-scenes within the survey tool:
Employee view
Clinical Nursing Director/Supervisor retake view (via )
Leadership-initiated view (access from website, for use by Clinical Nursing Director/ Supervisor when RN does not provide self-data)
RN + CND

30. RN Role cont. Personal KEY LINK instructions RN enters personal info
RN selects or types Clinical Nursing Director/ Supervisor info; advances to next screen
Clicks “Send key link to address” button
Occasionally there may be a delay with the key link during high use periods
RN + CND
TIP: RN should have inbox open

31. https://nursing.mivideo.it.umich.edu/media/t/1_7nmb6366
RN Role Step 2: Self-evaluation – Get a KEY LINK VIDEO duration: 1 min 30 sec
RN + CND

32. RN Role cont. Opening the KEY LINK Email
RN goes to inbox, finds/opens titled Personal KEY LINK ENCLOSED – Nursing Performance Evaluation
RN clicks on their personal key link
Save/continue instructions are noted within the .
RN ONLY

33. RN Role cont. Personalized Self- Evaluation survey
Personal info screen is pre-filled
NOTE: THE BROWSER’S BACK BUTTON IS NOT AVAILABLE WITHIN QUALTRICS SURVEYS – must use navigation arrows at bottom of survey
RN ONLY

34. RN Role cont. Taking the Self-Evaluation Survey
RN selects Level (A, C, D or E) then fills in clickable ratings and writes short essay responses as prompted throughout the survey screens.
Content is unchanged from old paper process.
UMHHC Performance Expectations for All Employees
UMHHC Job Specific Performance Expectations (Qualtrics program loads appropriate description for Level A, C, D or E)
BOTH

35. RN Role cont. Taking the Self-Evaluation Survey, cont.
Short essay responses:
Previous Year’s Learning and Self-Development Plan Assessment
Competency/Mandatory Requirement Summary with instructions on how- to obtain and upload MLearning transcript
Annual Plan - with room for up to 3 growth areas (1 area is required)
Required Feedback
Optional final Employee Comments
Note: directions for requesting IN-PROGRESS LINK at bottom of each screen
BOTH

36. RN Role cont. Request IN-PROGRESS LINK screen
RN clicks box to request; submits in next screen
- OR -
RN skips this screen using right navigation arrow.
NOTE: if employee has already used an in-progress link the box will be pre-checked and they’ll simply need to uncheck it.
RN ONLY

37. RN Role cont. IN-PROGRESS LINK Email Sent to RN’s inbox.
Reminder: if RN chooses to use IN-PROGRESS LINK feature, they should be sure to:
PLAN AHEAD if switching computers/locations AGAIN request another in-progress link
CHECK DATES/ TIMES within IN-PROGRESS LINK – if RN adds some responses using this key link then switches; computers/ locations again, MUST get another key link or latest info won’t be there
KNOW THAT THEIR KEY LINK WILL BECOME BLANK
RN ONLY

38. RN Role cont. Response Summary Screen
RN should review all responses here before proceeding to submit screen.
RN can use left navigation arrow to navigate back through screens to change their responses or answer anything they missed
Submit Evaluation Screen
RN will be prompted to provide e-signature and submit.
Notifications
RN will receive summary of responses. RN should save this for their records.
Concurrently, clinical nursing director/supervisor will receive notification and “retake link”.
BOTH

39. https://nursing.mivideo.it.umich.edu/media/t/1_8xai0s43
RN Role Step 2: Self-evaluation – Take the survey VIDEO duration: 3 min 9 sec
RN + CND

40. RN Role cont.
3. Attend 1:1 meeting with clinical nursing director/supervisor
Date set by unit.
To prepare for this meeting – the clinical nursing director/supervisor completes his/her portion of the self-evaluation tool, and also receives/saves/prints peer feedback.
BOTH

41. RN Role cont. REVIEW – More about the emailed survey links
Instructions are at beginning of survey and at bottom of subsequent screens.
Two types of links used:
Personalized KEY LINK (required for starting the survey – this link is what makes the survey personalized)
IN-PROGRESS LINK (optional – for continuing later at a different computer or location)
RN + CND
The KEY LINK and IN-PROGRESS LINK are available in the leadership-initiated view too!

42. RN Role cont.
REMINDER: the self-evaluation survey has two ways to save progress/continue later!
Easiest/quickest way:
Simply close your browser (Internet Explorer, Chrome, etc.) using the “X” at top of your screen and return later
Switching computers/locations?
Use the IN-PROGRESS LINK feature. Follow instructions within the survey.
RN + CND

43. https://nursing.mivideo.it.umich.edu/media/t/1_mi5k7yrx
RN Role: Self-evaluation – IN-PROGRESS LINK VIDEO duration: 1 min 28 sec
RN + CND

44. Peer Role

45. Peer Role
Peers Provide Feedback (via w/Qualtrics link) within 7 Days of RN Request
PEER + CND

46. Peer Role cont. Peer Receives Email Notification from RN –
“Please provide peer feedback for my annual performance evaluation”
Peer clicks on personalized link to open survey; survey is pre-filled by RN via Qualtrics.
indicates which domain(s) peer has been requested to evaluate.
Average completion time: minutes
Peer to complete within 7 days of receiving request.
contains “sneak peek” links to the domain questions.
NOTE: The peer feedback survey tool (unlike the self-evaluation) must be completed in one sitting. You cannot leave the program and return later to complete.
PEER + CND
Reminder: peer who completes the Clinical Skills and Knowledge domain must be an RN

47. Peer Role cont. Peer Feedback Survey Tool First 2 screens:
instructions
pre-filled RN information
Peer to review both screens and proceed by clicking forward navigation button
PEER ONLY
NOTE: the browser’s back button is not available within Qualtrics surveys – must use navigation arrows at bottom of survey.

48. Peer Role cont. Peer Feedback Survey Tool
Two survey response screens for peer to complete, include:
Clickable ratings peer to indicate the level behaviors that most accurately describe the RN
Short paragraph response (for each domain requested) Prompt: Please describe a time when you saw me at my very best. What qualities did I display in this domain?
Final short paragraph response Prompt: Please provide your input regarding opportunities for my personal and/or professional growth.
NOTE: all responses are required
PEER ONLY

49. Peer Role cont. Peer Feedback Survey Tool Final screen:
Peer’s information Peer to select role, enter name/uniqname and signature (for signature, use mouse if working on a desktop or finger if on a mobile device)
Submit
PEER ONLY

50. Peer Role cont. Peer Feedback Survey Tool
notifications with summary of responses will be auto- ed via Qualtrics to:
Peer RN
Clinical nursing director/ supervisor (save, print following Print from Browser instructions)
PEER + CND

51. https://nursing.mivideo.it.umich.edu/media/t/1_yti8wgts
Peer Role: Provide Feedback using Invitation VIDEO duration: 2 min 7 sec
RN + CND

52. Peer Role cont.
Using the peer feedback survey without an invitation
(for peers who may have lost their invite, weren’t sent one, or may have been verbally requested by the RN to provide peer feedback)
Use link from website’s Peer Feedback section
NOTE: The peer feedback survey tool (unlike the self-evaluation) must be completed in one sitting. You cannot leave the program and return later to complete.
PEER + CND
Reminder: peer who completes the Clinical Skills and Knowledge domain must be an RN

53. Peer Role cont. Login with Level 1 credentials Select second button
RN ONLY

54. Peer Role cont. Directions screen (has sneak peek links)
Nurse information screen – peer must enter information about the RN
Peer to select the domains requested to evaluate – Qualtrics survey will load only the selected domains
From here, taking the survey is the same as for peers who received invitation (see above)
RN ONLY

55. https://nursing.mivideo.it.umich.edu/media/t/1_qo2j49ir
Peer Role: Provide Feedback - without Invitation VIDEO duration: 2 min 23 sec
RN + CND

56. Clinical Nursing Director/ Supervisor Role
CND

57. Clinical Nursing Director/Supervisor Role
Receive/save Peer Feedback ( s)
Receive RN’s Self-Evaluation retake link ( ), enter your responses
Complete the Performance Evaluation Process
Print (all s) from browser with blue-folder compliant footers
Conduct 1:1 evaluation meeting with RN

58. Clinical Nursing Director/ Supervisor Role cont.
notifications that Clinical Nursing Director/Supervisor receives via Qualtrics
Peer Feedback s
Simply save/print with blue-folder compliant footers for 1:1 RN evaluation meeting.
RN Annual Evaluation (“retake link”)
Click retake link to input clinical nursing director/supervisor ratings and short essay responses.
May also include link to Mlearning transcript (if uploaded by RN) – click to print/save for 1:1 RN evaluation meeting.

59. Clinical Nursing Director/ Supervisor Role cont.
The clinical nursing director/supervisor “retake link” contains:
the ratings that were entered by the RN/employee
Identical rating tools repeated for use by the clinical nursing director/supervisor to enter their responses

60. Clinical Nursing Director/ Supervisor Role cont.
The retake link also contains:
the short essay responses that the RN submitted
identical essay boxes repeated for use by the clinical nursing director/ supervisor to enter their responses

61. Clinical Nursing Director/ Supervisor Role cont.
There are also file upload areas (optional) for the clinical nursing director/supervisor to add supplementary files for additional comments, charts, graphs, images, etc.
The retake view allows for saving and continuing later (instructions repeated throughout):
If returning to same computer, simply close and return later
If switching to a DIFFERENT computer/ location/browser, use IN-PROGRESS LINK

62. Clinical Nursing Director/ Supervisor Role cont.
Overall Performance Rating Screen
The clinical nursing director/ supervisor view loads the same survey questions as the employee view, AND additionally (as with the old paper forms) an overall performance rating.
By default, “M” is selected.
If this is changed to “N” or “A”, the survey interactively expands with additional responses that are required -- including a short essay for Action Plan.

63. Clinical Nursing Director/ Supervisor Role cont.
Request IN-PROGRESS LINK screen
This screen will appear at the end of the survey. If desired, clinical nursing director/supervisor clicks box to request, and submits in following screen.
- OR -
Clinical nursing director/supervisor skips this screen using right navigation arrow.
NOTE: if clinical nursing director/ supervisor has already used an in-progress link the box will be pre-checked and they’ll simply need to uncheck it.

64. Clinical Nursing Director/ Supervisor Role cont.
Response Summary Screen
Clinical nursing director/supervisor should review all responses here before proceeding to submit screen. The summary includes employee responses too!
The left navigation arrows can be used to navigate back through screens to change responses or answer anything that was missed.
Submit Evaluation Screen
Clinical nursing director/ supervisor will be prompted to provide e-signature and submit. The employee’s e-signature is also displayed.

65. Clinical Nursing Director/ Supervisor Role cont.
COMPLETED Notification
Clinical nursing director/ supervisor will receive an summary of all responses – including employee responses.
When properly printed and signed, functions as the final evaluation
Title of includes employee’s first and last name for easy reference
Clinical nursing director/ supervisor should print the summary – following directions (directions appear within )
The properly printed summary will include blue-folder compliant footers listing employee identifiers piped-in from Qualtrics.

66. https://nursing.mivideo.it.umich.edu/media/t/1_i5egzz0j
Clinical Nursing Director/Supervisor OVERVIEW VIDEO duration: 3 min 9 sec
RN + CND

67. Self-evaluation – IN-PROGRESS LINK VIDEO duration: 1 min 28 sec
RN + CND

68. Clinical Nursing Director/ Supervisor Role cont.
How to print the notification: VIEW IN BROWSER
Open the in its own Outlook window
In the Move tab in Outlook, select the Actions button
Select the View in browser option; this message should open in Internet Explorer (see next page)

69. Clinical Nursing Director/ Supervisor Role cont.
How to print the notification: VIEW IN BROWSER cont.
Print.

70. Clinical Nursing Director/ Supervisor Role cont.
How to print the notification: VIEW IN BROWSER cont.
The printed pages will have blue-folder compliant footers and a scale legend on every page.
The last printed page will have signature lines for both employee and clinical nursing director/ supervisor to sign and date at the 1:1 meeting.
Almost done, just a couple more details…

71. Clinical Nursing Director/ Supervisor Role cont.
How to print the notification: VIEW IN BROWSER cont.
Next, return to the and scroll through it. Click links embedded in the message to print any supplementary files that were uploaded (example: Mlearning transcript).
As well, print any peer feedback s received for this employee (follow the same printing instructions for blue- folder compliant footers).

72. Clinical Nursing Director/ Supervisor Role cont.
Complete the Performance Evaluation Process
Print (all s) from browser with blue-folder compliant footers
Conduct 1:1 evaluation meeting with RN

73. https://nursing.mivideo.it.umich.edu/media/t/1_3hyjmom5
Self-evaluation – Print s with Blue-Folder Footers VIDEO duration: 1 min 9 sec
RN + CND

74. Clinical Nursing Director/Supervisor Role cont.
The self-evaluation survey has two ways to save progress/continue later!
Easiest/quickest way:
Simply close your browser (Internet Explorer, Chrome, etc.) using the “X” at top of your screen and return later
Switching computers/locations?
Use the IN-PROGRESS LINK feature. Follow instructions within the survey.
RN + CND

75. Self-evaluation – IN-PROGRESS LINK VIDEO duration: 1 min 28 sec
Available in the Clinical Nursing Director/Supervisor view too!
RN + CND

76. CND
For more information, contact