Background – The Board of Regents of the University System of Georgia policy requires a written performance assessment (formerly referred to as “performance evaluation”) on an annual basis for benefits-eligible staff employees. Performance assessments are not required for non-benefits-eligible positions.

Purpose - The purpose of performance coaching and assessment is to encourage and facilitate an individual’s improvement. It incorporates a review of past performance as well as a discussion of future expectations.

Definitions

Assessment: Assessment is the process or act of appraisal and evaluation.

Coaching: Coaching is a process of supervisors enabling employees to learn and develop and thus improve performance.

Rater: The Rater is the employee’s immediate supervisor

Reviewer: The Reviewer is the Rater’s supervisor

Process - Coaching and assessment is an ongoing process and is best communicated daily, weekly, and at the time of specific observation. The process provides an opportunity for regular communication between supervisor and employee on the subjects of job requirements, work expectations, and professional development.

The position description is the primary source of job duties and responsibilities, on which the annual performance assessment is based. The annual performance assessment meeting must be face-to-face between the employee and the employee’s immediate supervisor. The written record of employee assessment is subject to request under the Georgia Open Records Act.

Performance Assessment Cycle - The performance coaching and assessment process begins at the time of hire or the beginning of the assessment cycle. The supervisor should discuss job responsibilities, objectives, and work standards. The supervisor should ask for employee input and participation in the process. The annual performance assessment should be completed by March 31 following the performance review period of the prior calendar year: January through December.

Performance Assessment Form - A Staff Performance Assessment form may be used to record the assessment of performance. A unit which does not wish to use the Staff Performance Assessment form may propose its own instrument for review if approved by Human Resources.

The assessment form is prepared by the immediate supervisor. Some units may ask a second supervisor who has knowledge of the employee’s performance to review the assessment prior to the immediate supervisor meeting with the employee. In units that use the “reviewer” method, the rater (immediate supervisor) must meet with the reviewer to discuss and agree upon the written assessment before it is discussed with the employee.

Copies of each employee’s performance evaluations should be maintained in departmental personnel files. Such files should be retained in the department according to Board of Regents record retention policies after the employee terminates UGA employment.

Performance Assessment Training and Support - Supervisors who evaluate personnel are highly encouraged to attend performance coaching and assessment training. Human Resources is available to provide advice and counsel when needed.