Performance evaluation period begins July 1: Here’s what you need to know

Annual performance reviews are always important, but even more so with the changes to work locations, processes and responsibilities brought on by UAB’s ongoing pandemic response. As all faculty, staff and student workers are returning to campus by Aug. 16 this is the time for supervisors to recognize employee accomplishments during the past year and engage in respectful, caring discussions with each of their team members about job responsibilities, goals and development opportunities in the rest of 2021 and beyond.

1. A conversation focused on growth

Performance management is an ongoing process in which supervisors and staff work together to set goals, assess progress and give and receive ongoing coaching and feedback. In 2020, Human Resources introduced the Individual Development Plan, a process to help employees and their supervisors identify development goals, success metrics and specific activities and resources required to meet those metrics. All units are encouraged to use the Individual Development Plan process this year.

See a sample Individual Development Plan here and download the form and learn more about the process on the updated Performance Management site, which includes detailed answers to common questions on performance evaluation procedures and important information on using the updated performance management app developed by Human Resources.

2. Complete by Sept. 30

Eligible full-time and part-time regular-status employees in workgroups A and F are expected to complete performance evaluations by Sept. 30. (If you don’t know your workgroup, use the UAB Employee Workforce App to find out.)

3. Use the performance management app

Supervisors and employees in workgroup A will the performance management app for performance evaluations, which includes online forms for employee self-assessment and manager review. The app opens for use July 1. 

4. Staff follow this six-step process

The annual performance evaluation process should proceed like this:

• Employee completes the self-evaluation through the performance management app
• Manager reviews the self-evaluation
• Employee and manager meet for performance discussion
• Manager completes, signs and sends annual evaluation to employee
• Employee signs evaluation form
• Manager uploads evaluation form

5. Faculty follow a separate process

Faculty follow a separate, parallel process. Chairs and other faculty leadership are required to provide written performance assessments. Faculty evaluations must be uploaded into the performance management app. Detailed expectations, processes and other standards for faculty evaluations continue to be managed and maintained by the Office of the Provost and at the school level.

6. This is an opportunity to model UAB’s Shared Values

Conversations about performance are an opportunity to live out UAB’s Shared Values — including respect, collaboration and accountability. Every performance conversation should leave both parties feeling heard and valued.

7. How to navigate computer access

The performance management app is a completely online process. Employees who do not have computer access should talk to their supervisor to discuss alternative ways to complete the performance evaluation.

8. How to prepare for the performance management conversation

Organizational Learning & Development facilitates the following courses.

For employees, Making the Most of Your Performance Review offers a safe space to learn about best practices and expectations in an interactive session. Sessions will be held 9-10 a.m. July 20 and Aug. 24. Register here.

For supervisors, Performance Management for Managers offers an overview of the UAB performance evaluation system and best practices. Sessions will be held 9-10 a.m. July 21 and Aug. 26. Register here.

9. Follow these tips for an effective and productive performance conversation.

Human Resources has recommendations for ways in which employees and supervisors can make the most of the performance evaluation process.

Employees

• Take the initiative to make things better. Every conversation you have with your supervisor is an opportunity to discuss what’s working well and what needs improvement.
• Ask your supervisor for regular time to discuss changes in needs and your performance toward annual goals or targets.
• Understand your supervisor’s priorities; if you aren’t sure, ask.
• If you don’t feel qualified to take on a task, discuss it with your supervisor. Perhaps you need training — extensive, free resources are available in UAB’s LinkedIn Learning platform.
• Share your individual development plan and seek feedback. Learn more about individual development plans here.
• Discuss books and articles on your specialty, and participate in continuing education.
• Explore UAB’s Educational Assistance Program to enroll in undergraduate or graduate courses, in person or online.
• Read the UAB Reporter and other UAB news and information to keep up with the institution’s goals and initiatives and understand how your job fits in.
• Find a mentor to help you take advantage of workplace opportunities and address challenges. And consider being a mentor to others.

Supervisors

• Start by reviewing the employee’s self-assessment
  • Have the employee review the year from their perspective
    • What went well during the year?
    • What new roles did people take on? Will they continue?
    • What were the challenges?
    • How can the manager provide support?

• Discuss how things changed and how the employee adapted
  • Revisit projects, deadlines and priorities
    • How did work change?
    • How did goals and priorities change?
  • Reassess priorities, success metrics and quality level 

• Communicate with respect and care
  • Listen for understanding
  • Ask for feedback and provide feedback: focus on the behavior, not the person
  • Ask open-ended questions to further understanding and dialogue
  • Keep in mind the intangibles: emotional, cognitive and physical fatigue
  • Plan for follow up and schedule regular check-ins

• Focus forward: Goals and development
  • Define performance goals: consider disruptions as a potential for new opportunities
  • Capture how strengths and talents can be used in new ways
  • Utilize the optional Individual Development Plan. This is a tool to encourage ongoing professional development. (For schools and units already using an individual development plan, continue using your form.)
  • Take advantage of Organizational Learning and Development resources to assist you.

10. Learn more

Read the Essential Details for Managers and Essential Details for Self-Evaluations documents from Human Resources.