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Notice: Due to a delay in the resolution of a few technical issues affecting the OASys Performance Management module functionality, namely supervisor’s visibility into the progress of their departmental appraisals, HR will accept both online and paper/PDF evaluations for this cycle. In addition, the deadline for completion of FY22 evaluations has been extended from August 30 to October 1, 2022. 

 

Supervisors who complete paper/PDF evaluations are encouraged to make use of the online Performance Management module to record the FY22 evaluations electronically by the end of the calendar year. The FY23 performance programs will open soon and if the previous year’s appraisal has been completed in the online module, the future year goals will transfer into the FY23 plans. Training offerings on the performance module have been expanded and are being held in person and via Zoom. Registration can be completed via Osprey Ascend. Self-led quick guides and video tutorials are also available below.  PDF Appraisal Form

 

 

Performance Appraisals

Purpose Statement

The purpose of the performance appraisal process is to allow each support (USPS) and administrative (A&P) employee, and their supervisor, to reflect on the employee's achievement of job activities and demonstration of core work competencies for the period under review, as well as help the employee prepare for successful performance and career development going forward. In order to carry out this process, performance appraisals are completed annually for each support and administrative employee. This performance management module is the official tool for supervisors to document their employee's past performance and future expectations in consultation with the employee. The performance appraisal also serves as the official record supporting personnel decisions such as salary increases, promotions, probation, or termination. 

Frequency and Timing

The appraisal period for both Administrative (A&P) and Support (USPS) employees is July 1st – June 30th. All annual A&P/Support appraisals are due to Human Resources by August 30th of each year.  

 

Support (USPS) Probationary Appraisals
Supervisors will complete a probationary performance appraisal at six (6) months of employment for support employees and then evaluate support staff on an annual basis, where the appraisal period is July 1 – June 30, with the appraisals due to Human Resources by August 30. Depending on the month of hire, some support staff will have more than twelve (12) months between their six (6) month and their annual appraisal while others will have less than six (6) months before their annual appraisal. Please reference the Support Staff Appraisal Table below.

 

Support Staff Performance Appraisal Table
 
Hire Month
Last
Annual Appraisal
Completed
Current 
Annual Appraisal
Due
Months Between
Last Appraisal Completed 
& Annual Appraisal Due
 Next
Annual Appraisal
Due
March      Mar 2022 6/30/2023 15 6/30/2024
April      Apr 2022 6/30/2023 14 6/30/2024 
May May 2022 6/30/2023 13 6/30/2024
June Jun 2022 6/30/2023 12 6/30/2024
July Jul 2022 6/30/2023 11 6/30/2024
August Aug 2022 6/30/2023 10 6/30/2024
September Sep 2022 6/30/2023 9 6/30/2024
October Oct 2022 6/30/2023 8 6/30/2024
November Nov 2022 6/30/2023 7 6/30/2024
December Dec 2022 6/30/2023 6 6/30/2024
January Jan 2023 6/30/2023 5 6/30/2024
February Feb 2023 6/30/2023 4 6/30/2024
March Mar 2023 6/30/2023 15 6/30/2024

 

Performance Appraisal Procedure

All performance management processes including the annual/probationary appraisals will be conducted and documented within the OASys performance management module. Resources for accessing and using the performance management module can be found below and on the OASys resources webpage.

 

Administrative & Professional (A&P)

Below are the steps associated with A&P annual performance programs.

  1. The A&P employee creates the performance plan, which includes reviewing evaluative criteria, reviewing listed job duties/position details, and establishing current fiscal year goals and professional development activities. The employee should also review their profile to ensure their information (e.g., department, supervisor, position description) is accurate and up-to-date.
  2. The supervisor reviews and acknowledges the performance plan. The supervisor may also return the plan to the supervisor if discussed updates need to be made.
  3. The supervisor and employee meet mid-year to discuss performance and adjust performance plan as needed.
  4. Optional: Employee completes a self-evaluation using established evaluative criteria.
  5. Supervisor evaluates the employee based on established evaluative criteria located within the performance management module. Supervisor’s may also add future goals and professional development activities to be completed in the next appraisal cycle.
  6. Supervisor and employee meet to discuss the evaluation. Based on feedback from the employee, the supervisor can return the evaluation and make changes.
  7. Employee acknowledges the final evaluation.
  8. Second Level supervisor acknowledges the evaluation.
  9. HR receives and reviews evaluation.

Support Staff (USPS)

Annual Performance Programs

Below are the steps associated with Support annual performance programs.

  1. The support staff’s supervisor creates the performance plan, which includes reviewing evaluative criteria, reviewing listed job duties/position details, and establishing current fiscal year goals and professional development activities. The employee should also review their profile to ensure their information (e.g., department, supervisor, position description) is accurate and up-to-date.
  2. The employee reviews and acknowledges the performance plan. The employee may also return the plan to the supervisor if discussed updates need to be made.
  3. The supervisor and employee meet mid-year to discuss performance and adjust performance plan as needed.
  4. Optional: Employee completes a self-evaluation using established evaluative criteria.
  5. Supervisor evaluates the employee based on established evaluative criteria located within the performance management module. Supervisor’s may also add future goals and professional development activities to be completed in the next appraisal cycle.
  6. Supervisor and employee meet to discuss the evaluation. Based on feedback from the employee, the supervisor can return the evaluation and make changes.
  7. Employee acknowledges the final evaluation.
  8. Second Level supervisor acknowledges the evaluation.
  9. HR receives and reviews evaluation.

Probationary Performance Programs

Below are the steps associated with the Support probationary programs.

 

  1. The support staff’s supervisor creates the performance plan, which includes reviewing evaluative criteria, reviewing listed job duties/position details, and establishing current fiscal year goals and professional development activities. The employee should also review their profile to ensure their information (e.g., department, supervisor, position description) is accurate and up-to-date.
  2. The employee reviews and acknowledges the performance plan. The employee may also return the plan to the supervisor if discussed updates need to be made.
  3. Supervisor evaluates the employee based on established evaluative criteria located within the performance management module. Supervisor’s may also add future goals and professional development activities to be completed in the next appraisal cycle.
  4. Supervisor and employee meet to discuss the evaluation. Based on feedback from the employee, the supervisor can return the evaluation and make changes.
  5. Employee acknowledges the final evaluation.
  6. Second Level supervisor acknowledges the evaluation.
  7. HR receives and reviews evaluation.

 

 

For questions about performance appraisals, please contact the Office of Human Resources at (904) 620-2903 or hr@unf.edu. 

 

Performance Improvement Plans (PIPs)

The performance appraisal should not serve as first notice to the employee of a performance issue. Supervisors should provide feedback throughout the course of the appraisal period, to ensure that expectations are communicated, and employees are given the opportunity to correct performance issues. Performance Improvement Plans are designed to assist employees in meeting the requirements of their job responsibilities at the expected level of performance. If an employee receives an overall rating of “Below Expectations” or “Unsatisfactory” on their annual Performance Appraisal, a Performance Improvement Plan must be completed.

 

Supervisors are expected to contact Human Resources’ Employee and Labor Relations unit to discuss the criteria and format for Performance Improvement Plans prior to administering. At a minimum, PIPs should describe specific performance issues, steps already taken to remediate the issues, a level of performance that would demonstrate acceptable improvement, a time frame for correction, and the consequences for not improving performance.

For questions about Performance Improvement Plans, please contact Daniel Nicolas, Associate Director Employee and Labor Relations, in the Office of Human Resources at (904) 620-2981.

Performance Management Module Resources