SUPERVISION GUIDE - ANNUAL REVIEW

• Suggested video resource: Performance Review Foundations
  *Please note that the videos referenced in this document are only intended as a resource and every supervisor should have a discussion with their own supervisor before implementing any new major human resources initiative in their department.
  
  
• Before the annual review, the supervisor will send the supervisee a performance self-assessment that includes the competencies, tasks and responsibilities which will be on the annual performance evaluation. The supervisee should be given at least two (2) weeks to complete the self-assessment and should return to the supervisor no less than two (2) business days prior to the actual annual review.
  
  
• Before the meeting, the supervisor will review the performance self-assessment submitted by the supervisee. This will help the supervisor focus time and thought on any gaps between the supervisor’s assessment and the supervisee’s self-assessment.
  
  
• Beginning January 2025, all employees will be evaluated in UGA’s Professional Education Portal (PEP). Student Affairs has elected a 2-step evaluation release process. Steps for this process are listed below:

1. Supervisor completes the evaluation in PEP and chooses “save for later”
2. Supervisor saves as a pdf and provides it to indirect manager (either email or print out copy)
3. Supervisor obtains approval from indirect manager (or discusses potential changes)
4. Supervisor makes any necessary changes after discussion with indirect manager
5. Supervisor submits the evaluation to the indirect manager in PEP
   Note: This locks the content – content cannot be changed unless you submit a ticket to UHR. Be sure the evaluation is complete and correct before hitting “submit”
6. Indirect manager reviews to be sure all necessary changes were made and “releases” the evaluation
7. Supervisor releases the evaluation right before (or after) meeting with the employee.
   Note: as soon as the supervisor releases the evaluation, the employee will be able to review it. This is why indirect manager signs off first in PEP. The supervisor will be the one who knows the actual date when they will share the evaluation with the employee.

• During the evaluation meeting, the supervisor and the supervisee will engage in the university’s annual review process. This meeting should be reflective of the conversations that have taken place during meetings throughout the year. The supervisor will utilize the completed annual evaluation as well as the supervisee’s performance self-assessment.

   

• At the completion of the meeting, both the supervisor and the supervisee will initial the Record of Supervisory Meetings to indicate their mutual agreement that the meeting occurred.