Users who can access an appraisal will have the same workflow, regardless of their role. The difference comes with individual questions or elements of the appraisal; one question may require a role to respond, while response is optional or not allowed on other questions.

Viewing appraisals as a learner

To view appraisals, hover over Appraisals in the main navigation menu and select either Latest appraisal or All appraisals.



The tabs displayed will depend upon the logged in user:

  • My Appraisals: My appraisals are the current user's own appraisals regarding their work. This will appear for all users.

  • As Manager: This tab is displayed to users who have been assigned as another user's manager on their user profile and who have appraisals assigned to be completed from the manager's perspective.

  • As Manager's Manager: This tab is displayed to users who have been assigned as the manager on the user profile of a user who has also been setup as another user's manager and who have appraisals assigned to be completed from the manager's manager perspective.

  • As Appraiser: This tab is displayed to users who have been assigned as the appraiser on the user profile of a user who has an appraisal to be completed.

Select the appropriate tab to view the appraisals that have been assigned.

The overview for each appraisal includes:

  • Name: The name of the learner the appraisal is for.
  • Appraisal: The linked name of the appraisal you can click on to access the appraisal.
  • Start Date: The date the appraisal process begins.
  • End Date: The appraisal due date, as it is when the appraisal is expected to be completed by. If the appraisal has not been completed by the end date then it can still be done and will be shown as Overdue.
  • Status: The current status of the appraisal. 'Active' means that the appraisal is actively available for completion. 'Closed' means that the appraisal has been ended early by an administrator and does not require completion, but can be viewed.

Select the linked appraisal name to view it.



The stages of the appraisal are displayed. Note that only one stage will be available; the other stages will be made available automatically based on the start dates setup in the appraisal settings.

Each stage will have a completion date listed. You may receive notifications on your My Learning dashboard and via email when a new appraisal is available, if a stage due date is coming up, or if a stage is overdue.

To save a copy of the current appraisal, including responses to elements so far, select the Save PDF Snapshot button. A PDF copy of the appraisal will be saved and will be displayed under the name of the appraisal on the All Appraisals page. You can also download a copy by selecting the Download now button.

To print a copy of the appraisal, select the Print button. You will be prompted to select which stages will be printed. Check the checkbox next to Leave space on print-out to write comments to include additional space under each element on the page for writing in comments by hand.

Select the Print now button. The browser's printer dialog will appear. The options available for printing will depend upon the browser you are using. The example shown below is for Google Chrome.


Managers, manager's managers, and appraisers, are granted access to view and respond to appraisals for learners. One appraisal element may require responses from all roles while another only requires response from the learner and learner's manager.

In this case, a "Manager" refers to the user who is setup on the learner's user profile in the Manager field on the Primary position page. The "Manager's Manager" is the user in the learner's manager's Manager field. The "Appraiser" is the user setup on the learner's user profile in the Appraiser field on the Primary position page.

View appraisals for team members

Managers can access their team member's appraisals through the My Team tab on the main navigation menu.



Select the Appraisals link for a learner.



For each appraisal, the manager can view:

  • Name: The name of the learner the appraisal is for.
  • Appraisal: The linked name of the appraisal you can click on to access the appraisal.
  • Start Date: The date the appraisal process begins.
  • End Date: The appraisal due date, as it is when the appraisal is expected to be completed by. If the appraisal has not been completed by the end date then it can still be done and will be shown as Overdue.
  • Status: The current status of the appraisal. "Active" means the appraisal is actively available for completion. "Closed" means the appraisal has been ended early by an administrator and does not require completion, but can be viewed.

Selecting the linked appraisal name will open the appraisal for viewing and/or completion.

Complete an Appraisal

Once an appraisal is marked as completed it cannot be re-activated.


To begin working through an appraisal, go to Appraisals > All Appraisals on the main navigation menu.

To begin completing an appraisal, select the Start button in the current highlighted stage of the appraisal. Only one stage of an appraisal is available at any time; the next stage will become available after the previous one is completed.

If you have already selected an appraisal stage to view it, but have not completed it, the button text will say Continue.




The pages of this stage will appear on the left-hand side as a menu. The elements that need to be completed appear on the right-side. Elements are the questions or pieces of information that are displayed in the appraisal.

Element types include:

  • Question: Questions are elements that require a response from the user. This could include selecting a multiple choice value, using a slider on a numeric scale, uploading a file, or typing a text response.

  • Review question: Review questions allow you to pull data from another area of Totara Learn as part of the appraisal. This includes goals, as well as elements of a learning plan, such as courses, competencies, objectives, and other evidence. Some review questions will allow you to enter the rating or status for the item, such as a competency or goal, just as it would be marked on a learning plan.

  • Non-question element: Non-question elements are used to display information in the appraisal such as a fixed image, text, or information from the user's profile. These elements are used to convey information, such as the learner's name or position and do not require a response.

Select the Next button to move to the next page of the stage. If no elements required a response, then selecting the Next button will mark the page as complete. A stage is complete when all required questions are answered and a tick is displayed in the check box next to the page name.

Question elements

Question elements will display the question, followed by a way to select an answer. This could take the form of a dropdown, radio buttons, check boxes, sliders, or text boxes, depending upon the type of question.

If your role has permission to answer a question, you will see a Your answer label with a method for selecting the answer next to it. If answering a question is required for your role, then a red asterisk will appear next to Your answer. You will not be able to move on to the next page until the required fields on the current page are completed.

Your answer may be visible to users in other roles. The list of roles will be displayed under the Your answer label. The answer provided by users in other roles may be visible to you. Answers that you have permission to view will be displayed below your answer.

Review questions

Review questions allow you to select components of the learning plan to pull into the appraisal and review. This process will be the same for any components that may need reviewed; not all components will be included on every appraisal.

Reviewing courses from a learning plan

  1. Select the Choose courses to review button.
     
  2. Select the Learning Plan that you want to choose a course from using the drop down. You can also search for a particular course using the Search tab.
     
  3. Choose the items that you wish to add to the appraisal. Any selected items will appear in the Items to add column on the right side. To remove an item, hover over it with the mouse and select the X (delete icon) that appears.
     
  4. Select the Add button when you are ready.
     
  5. After selecting the course, enter your response to the question.

Reviewing competencies from a learning plan

  1. Select the Choose competencies to review button.
     
  2. Select the competency that you wish to include in the review by clicking on it. Multiple competencies can be selected and competencies from multiple learning plans can be selected.
     
  3. Select the Add button.
     
  4. Each competency will be displayed with a separate response area. Enter your answer for each competency. To remove a competency from the appraisal, select the X (delete icon) to the right of the answer text box.

Reviewing objectives from a learning plan

  1. To add learning plan objectives for review, select the Choose objectives to review button.
     
  2. Select the objective that you wish to include in the review by clicking on it. Multiple objectives can be selected and objectives from multiple learning plans can be selected.
     
  3. Select the Add button.
     
  4. Enter review responses for the objectives selected in the text box provided.


Reviewing goals

You can enter responses for any existing goals as well as click the Choose goals to review button to add additional goals to the appraisal.

  1. Select the goal framework from the drop down menu, and then choose the goals that you wish to add for review. You can also search for a goal on the Search tab. Any goals that have already been selected will be greyed out. Selected items will appear in the Items to add column.
     
  2. Select the Add button to continue.
     
  3. Enter your answers for the goals selected. Each goal will have a separate response area.

At any point, you may save your progress by scrolling to the top of the page and selecting the Save progress button.

On the last page of the appraisal stage, select the Compete stage button. The stage will be marked complete with a tick in the checkbox next to You must complete this stage.

When the appraisal stage has been completed by all user roles, a green tick mark will appear for the stage. The next stage will open up for user access.



When all appraisal stages have been completed by all user roles, the appraisal status will be updated to "Completed", including the date on which it was completed. A completed appraisal is still available for users to view and print using the buttons at the top right-hand side of the screen.



When viewing appraisals overview pages and reports, the appraisal status will be updated from "Active" to "Completed".