Rethinking our approach to staff evaluations

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 Cancel Documents UF Engaged Reporting

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.

Goals To facilitate more frequent conversations in 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

Let’s look at the Quarterly Check-In process

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

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

What about Probationary staff? Jennifer

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

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.

In some cases a Special Performance Improvement Plan is needed Kevin

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.

S.PIP - Supervisors View

S.PIP - Employees View Academic Assistant II

System Features HR Liaisons/HR Department Administrators Brook

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

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

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

HRL/HR Dept Admin - View Documents 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 Document Status: Evaluation in Progress Completed Canceled Approval Link: myBeta

Transferring Documents

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

Transfer Documents Process 1 Select Document(s) to Transfer

Transfer Documents Process 2 Click Select a Manager

Transfer Documents Process 3 Select a Manager

Transfer Documents Process 4 Confirm Transfer

Canceling Documents

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

Cancel Documents Navigation Select Document(s) to Cancel Confirm Cancellation Click OK to Confirm Navigation Human Resources  Workforce Development  Performance Management  Administrative Tasks  Cancel Document

Cancel - Process 1 Select Document(s) to Cancel

Cancel - Process 2 Confirm Cancellation 3 Click OK

UF Engaged Reporting Amber

Reporting for UF Engaged Navigation: Main Menu  Enterprise Analytics  Access Enterprise Analytics UF Engaged - Reports To UF Engaged – Docs View These reports will be available when Enterprise Analytics goes live. To prepare you for go-live we will be sending you a list of month 1

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

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

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

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

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

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

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

Thank You!