Staff Performance

Management

At the University of Florida http://hr.ufl.edu/emp_relations/performance

Today’s Agenda

1. Performance Management Concepts

2. UF Process

3. UF Forms

4. Tips for Supervisors

Performance Management

Concepts

Performance Management

Overall Objective

• To achieve optimal results from UF

employees by establishing and

communicating integrated

performance measures and goals.

Performance Management

Is meant to: • Ensure employees understand the

measurements and standards for which they’re

being evaluated

• Promote a sense of fairness

• Help employees identify and develop skills and

behaviors needed to be successful

• Provide an opportunity for two way

communication

Performance Management

• Job performance

• Work-related behavior

Performance Management

Feedback comes in two flavors:

• Reinforcement

• Redirection

Performance Management

Helpful feedback is:

• Focused on acts, not attitude

• Inquiring

• Timely

• Directed toward the future

• Goal oriented

• Supportive

• Continual

Performance Management

Documentation should be:

• Accurate

• Behavior Focused

• Consistent

The UF Performance

Management Process

http://hr.ufl.edu/emp_relations/performance

Types of Appraisals

• Annual

• Probationary

• Special

UF Annual Appraisal Period

• Appraisals completed in March

Evaluation period:

– March 1, 2012 - February 28, 2013

• Appraisal presented to employee

and returned to Library HR by:

– Monday, March 25, 2013

Appraisal Period Impacts

• Leaves of Absence

• Probationary Periods

• Special Appraisal

Leaves of Absence

• Rating periods for employees on

leaves of absence are not adjusted

Probationary Appraisals

• 6 months

• If ends before December 31 complete an

annual appraisal in March – for period

between end of probationary and

February 28

• If ends after December 31 but before

annual - skip annual

Questions?

Special Appraisals

• Covers evaluation for period of 60

days to 6 months

• Notes changes in performance

• Contact Library HR if you believe a

special appraisal is warranted

Questions?

UF Default Ratings

• No completed probationary

appraisal?

– ―Achieves‖ by default

• No annual appraisal?

– The previous rating continues

Formats for UF Appraisals

• Narrative (letter) and UF Appraisal

Form used for:

– Exempt TEAMS

• UF Appraisal Form used for:

– All nonexempt TEAMS

– Both exempt and nonexempt USPS

Let’s Look at the Forms

http://hr.ufl.edu/emp_relations/performance

Teams Exempt

• Available as an online writable

Word document

• Top section provided by LibHR

• Provide an overall rating

• Encourage employee self

assessment

• Narrative evaluation attached

• Goals to be set for coming year

Teams Exempt

• Employee Acknowledgement

• Written comments/rebuttal within 10

days of receipt of appraisal

• Section on outside activities

• 2nd level sup review & sign prior to

employee

• Review position description

• Sign & submit

Teams Exempt

Overall Ratings – no score

• Exceeds

• Above Average

• Achieves

• Minimally Achieves

• Below Performance Standards

All USPS and Non-Exempt TEAMS

• Available as an online writable

Word document

• Top section provided by LibHR

• Identify Appraisal Type

• Encourage employee self

assessment – categories provided -

include goals

Performance Categories

• Work Performance

• Attendance/Reliability

• Customer Service

• Initiative/Productivity

• Teamwork & Interpersonal Skills

Each category receives a rating

Overall Rating

• Exceeds (24-25)

• Above Average (20-23)

• Achieves (15-19)

• Minimally Achieves (10-14)*

• Below (5-9)*

*Contact Library HR before assigning an overall rating of

―Below‖ or ―Minimally Achieves‖

Supervisor’s Assessment

• Provides comments on performance

categories

• Provides ratings for each category -

whole numbers only – ratings guide

• Writes goals

• Adds for Total Score

• Determines Overall Rating

Supervisor’s Assessment

• Supervisors, when leaving a work

unit, are strongly encouraged to

complete a preliminary appraisal

before exiting

– To be retained and considered by

incoming replacement supervisor

Remarks/Signature Block

• Room for employee remarks

• Signatures needed by:

– Employee

– Immediate supervisor

– 2nd level supervisor

• Additional space for more

comments from the supervisor (if

needed)

To Close

• Original to employee

• Copy to Library HR

• Library HR sends copy to Employee

Relations

– Overall rating entered into PeopleSoft

Tips for Supervisors

Before the Session

• Talk with your employees about

– The UF Appraisal Form

– Appraisal time frame

– Five evaluative performance

categories

– Five ratings (if appropriate)

– Self-evaluation and supervisor

evaluation

Before the Session

• Remember: Nothing that is

discussed on form or in the letter

should be a surprise

• These should formalize your

ongoing feedback to employees

Before The Session

• Provide employee with Self-

Assessment page to be completed

– Ask the employee to return it to you

before the appraisal session or to

bring it to the session—your choice

The Appraisal Session

• Choose a convenient time

• Choose an appropriate location

– Provides privacy

– Is away from immediate work area

– No interuptions

The Appraisal Session

• Inform employee of the purpose

• Plan your meeting

• Begin and end with a positive

• Emphasize growth and

development

• Encourage open discussion

• Avoid joking

Common Rating Errors

• Carry-over

• Incentive

• Central tendency

• Halo/pitchfork effects

• Guilt by association

• Compatibility

Inflated Appraisals

• Can affect

– Appraised employee

– Other employees

– The organization

Quiz

What is a reason we do performance

evaluations?

Fill in the blank –

Helpful feedback is ………………….

Questions?

HR Offices

• Main Office – 392-2477

• E&G and Auxiliaries - 392-6615

• Health Science Center - 392-3786

• Physical Plant Division - 392-2333

• IFAS - 392-4777

Thanks for attending!

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