Rethinking Our Approach to Staff Evaluations

1. Rethinking our approach to staff evaluations

2. TODAY’S AGENDA • Goals • Quarterly Check-ins • Probationary Check-ins • Special Performance Improvement Plan (PIP) • System Features for HR Liaisons • View Documents • Demo • Transfer Documents • Demo • Cancel Documents • Demo • UF Engaged Reporting

3. Your Role as HR Liaisons As the HR Liaison with UFHR for your College/Unit, you play an essential role to the success of employees at UF. Your partnership as HR leaders is key to moving HR initiatives forward and disseminating information to our vast employee population. Your collaboration, communication, and feedback are valued, and we thank you for your participation as we continue to elevate the role of HR at UF together.

4. Goals • To facilitate more frequent conversationsin a less concentrated time • To encourage leaders to be more intentional and deliberate about the kind of feedback they are giving • To provide an organized framework based on employees’ anniversary dates • To reduce paperwork, freeing up more time to focus on work

5. Let’s look at the Quarterly Check-In process

6. Quarterly Check-in Life Cycle Landon’s Key Dates • Hire Date – 09/01/08 • Transfer to New Position Date – 02/15/13 Email Notifications 10/15/19 Complete Quarter Check-in 11/15/19 Complete Self -Assessment 11/01/19 Quarter Begins 08/15/19 Quarter Ends 11/14/19 Quarterly Check-in Meeting Performance Notes

7. Landon’s Check-In Schedule Check-In Calendar found on the UF Engaged Website.

8. What about Probationary staff?

9. Sarah is a New UF TEAMS employee Mid-Point 6-Month • Sarah’s Key Dates • Hired 03/12/2019 • Mid-Point Check-In 06/12/2019 • 6-Month Probation Check-In 09/12/2019

10. Probation Extension Process • Supervisors will contact and discuss the need for a Probation Extension with their HR Liaison • HR Liaisons will contact their Employee Relations Satellite Office for review/approval • HR Liaisons will work with department leaders to initiate the process • Leaders will select the ‘extension’ option through myUFL during the Six-Month Probation Check-in.  • Extensions may be requested but cannot be initiated until (30) days prior to the probationary due date. • Extensions will be approved in 3-month intervals only • Leaders will be able to select the ‘extension’ option thirty (30) days prior to the probationary due date • ER will approve or deny the request via myUFL, which will be routed to, and viewed by, the leader.  • Employee Relations will be in contact with departmental HR Liaisons throughout this step. • The Leader will have a conversation with the employee explaining the extension and the areas of concerns necessary for satisfaction of the probationary period. • A Probationary Dismissal can be requested at any time during the probationary period.

12. In some cases a Special Performance Improvement Plan is needed

13. Special Performance Improvement Plan (S.PIP) • Supervisors will contact and discuss the need for a S.PIP with their HR Liaison • HR Liaisons will contact their Employee Relations Satellite Office for guidance/next-steps • HR Liaisons will work with department leaders to initiate the process • Justification for the action will be gathered • HR Liaisons will work with ER • Review justification and confirm that a S. PIP is warranted • Draft document circulated between Supervisor, HR Liaison, and Employee Relations • ER will create the S. PIP and send to the appropriate Leader through myUFL. • The document will expire 5 calendars days after the creation date • Leaders will fill in the content for the four (4) objectives listed • The Leader will have an extensive conversation with the employee explaining the Special Performance Improvement Plan and the areas of concerns notated on the document.

14. S.PIP - Supervisors View

15. S.PIP - Employees View Academic Assistant II

16. System Features HR Liaisons/HR Department Administrators

17. Know & Understand - Manager View of Performance Documents Navigation Human Resources  Manager Self Service  UF Engaged  Performance Documents Options • Current Documents: In-Progress Check-ins • Historical Documents: Completed or Cancelled Check-ins • View-Only Documents: Check-ins for Direct and Indirect Reports

18. Security Role UF_HR_UFENGAGED_LIAISON Role can be requested beginning September 30, 2019

19. HRL/HR Dept Administrator - Tasks for Performance Documents Navigation Human Resources  Workforce Development  Performance Management  Performance Documents  (Administrative Tasks) Tasks • View Documents • Transfer Documents • Cancel Documents

20. HRL/HR Dept Admin - View Documents Document Status: • Evaluation in Progress • Completed • Canceled • Approval Link: myBeta Document Types: • Mid-Point Probation Check-in • Six Month Probation Check-in • Extend 9MO Probation Check-in • Extend 12MO Probation Check-in • Quarterly Check-in • Special Perf Improvement Plan

21. Transferring Documents

22. Transfer Documents • Why would you transfer documents? Examples Include: • Supervisor on Leave • Incorrect Supervisor • Re-Assignment Within the Same Position • New Supervisor Assigned

23. Transfer Documents Process 1 Select Document(s) to Transfer

24. Transfer Documents Process 2 Click Select a Manager

25. Transfer Documents Process 3 Select a Manager

26. Transfer Documents Process 4 Confirm Transfer

27. Canceling Documents

28. Cancel Documents • Why? • Check-in was created for an employee that is later terminated • Reassignment to a new Position

29. Cancel Documents

30. Cancel - Process 1 Select Document(s) to Cancel

31. Cancel - Process 2 Confirm Cancellation 3 Click OK

32. UF Engaged Reporting

33. Reporting for UF Engaged Navigation: Main Menu  Enterprise Analytics  Access Enterprise Analytics UF Engaged - Reports To UF Engaged – Docs View

34. UF Engaged – Reports To 1. Enter UF Engaged in the Search field & Select UF Engaged – Reports To

35. UF Engaged – Reports To report 2. Enter any of the Optional Prompts (Department, Supervisor ID, Employee ID) 3. Select Finish

36. UF Engaged – Reports To report • Use the FILTER options to quickly sort and view the data • Use the RUN option to download the data in the format of choice

37. UF Engaged – Docs View 1. Enter UF Engaged in the Search field & Select UF Engaged – Docs View

38. UF Engaged – Docs View report 2. Enter any of the Optional Prompts (Department, Review Type, Review Status, Supervisor ID, Employee ID) 3. Select Finish

39. UF Engaged - Docs View • Use the FILTER options to quickly sort and view the data • Use the RUN option to download the data in the format of choice

40. We are here to help! • UF Engaged Website Resources & Helpful Information • Email: UFEngaged@hr.ufl.edu Questions?

41. Thank You!