Student Affairs Supervision
Best Practices for Performance Management
Supervisory Meetings
Student Affairs’ Guide to Supervisory Meetings is designed to assist supervisors and supervisees in building quality professional relationships, supported by regular and consistent communication that builds trust and encourages productive feedback. It is the expectation of Student Affairs that supervisors and supervisees meet a minimum of four (4) times per year.
Below, you will find tools and resources to help structure those conversations, support goal-setting, and address ongoing professional development within UGA Student Affairs.
Performance Evaluations
Beginning January 2025, in conjunction with the rollout of UGA Journeys, all staff will be evaluated based on UGA’s five (5) core competencies, in addition to their position-specific responsibilities. Each competency includes corresponding standards, which supervisors will assess using a 1–5 scale (or N/A, when not applicable). We encourage employees to align their annual performance and professional development goals with these competencies.
Performance evaluations will be submitted through UGA’s Professional Education Portal (PEP). To support consistency and transparency, supervisors should use the Performance Management Rubric when determining ratings.
Performance Management Toolkit
In addition to annual evaluations, supervisors are encouraged to use this toolkit to support continuous performance conversations, provide real-time feedback, and take corrective action when necessary. These tools are designed to help maintain accurate documentation and promote a consistent, transparent, and proactive approach to performance management across the division.
If a performance concern requires formal documentation or action, supervisors must consult their unit’s HR representative. HR reps will provide guidance and coordinate with the Office of the Vice President for Student Affairs (OVPSA) to ensure all documentation—including a current performance log—is complete and meets University HR (UHR) standards.
Core Templates
Disciplinary Letter Templates
Division of Student Affairs
Process for Filing an Appeal for Termination of Employment
UGA’s grievance policy requires two levels of appeals within the employment unit before the employee is permitted to file a grievance with the Office of Legal Affairs. For each appeal in the Division of Student Affairs, the employee must provide a clear explanation of their concerns, in writing, with all supporting documentation.
The first level appeal must be submitted in writing via email, with all supporting documents, within 5 business days of their termination to their indirect supervisor. The indirect supervisor may meet with the employee to discuss the appeal, but the indirect supervisor is not required to meet with the employee. The first level appeal may decide on the written materials alone. If the decision is made to uphold the termination, the first level appeal letter will indicate to whom the second level appeal must be written and the date by which the materials must be submitted.
The second level appeal must be submitted in writing via email, with all supporting documents, within 5 business days from the date of the first level appeal letter. The appeal must be sent to the department director or next level supervisor (Associate VP or Dean) if the department director was the first level appeal. Again, the recipient of the second level appeal may meet with the employee to discuss the appeal, but is not required to have a meeting. The second level appeal may decide on the written materials alone. If the decision is made to uphold the termination, the second level appeal decision letter will reference the grievance policy and encourage the employee to reach out to the Office of Legal Affairs if they wish to appeal the termination further.