FAQ: EPAR

I'm a supervisor and I don't have access to the Supervisor Setup
The EPAR application uses data from various Payroll Personnel System (PPS) tables.  In order to determine if someone is a supervisor it looks at the supervisor flag "Y", "N".  This flag is derived by the "employee relations or EREL code".  First, have your departmental HR representative check to confirm your PPS information is correct and if it's not correct, make the necessary changes.  What information should be checked?

  • If you are in an academic appointment (faculty supervisor) - The EREL code must be changed to A-Mgr, not confidential (Associate Dean, Chair, etc.) or C-Supervisor, not confidential (faculty member who supervises staff).  Making this change does not in any way impact the EUC code (A3) or the code that identifies him/her as senate faculty.
  • If you are in an administrative appointment - The EREL code needs to be one of A, B, C or D.  A and B are for manager appointments and C and D are for supervisor appointments.

Once the coding is changed in PPS, the following day the PPS Data Warehouse will pick up the new employee relations code and re-derive the supervisor flag with a "Y".  This change will then allow them to access the EPAR Supervisor Set Up. 

How to Change the Supervisor for the Entire Setup
There are some situations where you would need to re-assign an EPAR setup to a supervisor other than yourself. A typical situation might be when Supervisor A started the process and in the middle of the process is leaving that position. In this instance, it would be appropriate to transfer these employees to new Supervisor B. To do this you will need to search for the new supervisor and select them. Next, select the Change Supervisor button, the new supervisor will be listed under the button.  You must then select "Transfer Setup To" link to complete this transaction.

If you are a MSO or CAO creating employee setups for other supervisors, you should set yourself as a reviewer and/or approver before selecting "Transfer Setup To" link to transfer the entire setup. 

How to set-up different groups of employees to assign different Reviewer/Approver(s)
There may be the need to assign different reviewers and approvers for the employees you supervise. As an example, let’s suppose that you supervise a few employees who frequently work with a faculty member you wish to identify as one of their approvers, while other employees under your supervision work with a different faculty member. You are able to set up separate Supervisor setup “pages” enabling each group’s records to be reviewed and approved by the appropriate individuals according to the situation. For more detailed instructions, see “How to Complete the Supervisor Setup” in the user guide.

 

How do I set up employees with split/more than one position?
Recognizing that some employees hold split positions that report to different supervisors, each of the supervisors can add this same employee to their supervisor setups.

How to view Historical Records
A supervisor writing an EPAR for an employee who is new to you, or a supervisor who supervises many employees may want to review past records. You can access historical records for any employee you have setup for the current year. Historical records for a given employee will display even if you were not the supervisor to complete previous evaluations. To view historical records make sure you are on the EPAR Management tab, and then select the Historical tab. 

Does the application Time Out?
For security purposes, if the application is left open and unused for 60 minutes, you will automatically be logged out. It is best to “save” your work regularly.

Are there character limitations for various data fields? 
 

SOA form

EPAR form

Overall Comment & Rating & Signatures:

Part I:

Part I:

Overall Rating:   4000

Description:  2000

Description:  2000

Employee comment:  4000

Supporting Comments: 4000

Supporting Comments: 4000

Approver 1 comment:  2000

Part II:

Part II:

Approver 2 comment:  2000

Future goals:  2000

Future goals:  2000

Approver 3 comment:  2000

Action Steps:  4000

Action Steps:  4000

 

Can I copy and paste from other applications into the EPAR application?
Copy and paste capabilities work with this application.

If I need additional help who do I contact?
Contact epasupport@ucdavis.edu