Policy Statement 

This policy follows the University System of Georgia (USG) Business Procedures Manual except where identified in the section labelled UGA Procedures below. All employees should adhere to the full Business Procedures Manual in addition to the UGA Procedures. 

Refer to USG's Performance Evaluation Policy: www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Performance_Evaluation_Employee_Relations.pdf 

 

UGA Procedures 

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. 

 
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.  Management has the option of creating a Performance Improvement Plan for the employee.  The annual performance assessment should be completed by March 31 following the performance review period of the prior calendar year: January through December. 

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 

Record Retention 

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. 

/www.usg.edu/records_management/schedules/all_schedules 

 

Related information  

Staff Performance Assessment form 

Sample Performance Improvement Plan 

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: University Human Resources, Workforce Engagement  

Policy Contact: Senior Director, Workforce Engagement   

Contact Information: HRWeb@uga.edu or (706) 542-2222