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We want to hear from you! Email UFEngaged@hr.ufl.edu.
Here are some questions we’ve received since the announcement of UF Engaged.
- Will exempt and non-exempt TEAMS employees use the same process and template for their Check-ins?
- Yes, both exempt and non-exempt TEAMS employees will receive Quarterly Check-ins in the same template format.
- Will USPS participate in UF Engaged?
- USPS employees are covered by a collective bargaining agreement between UF and AFSCME. Negotiations to include USPS employees in UF Engaged are underway with AFSCME; however, agreement has not been reached as of yet.
- Will faculty evaluations be affected by UF Engaged?
- UF Engaged will address the TEAMS evaluation process; it will not encompass faculty evaluations. Faculty evaluations will continue as normal.
- Is there a report we can run to determine anniversary dates for employees in a specific department in order to send reminders?
- There will be a number of administrative tools available to remind department administrators, employees, and supervisors of upcoming check-ins and anniversary dates.
Ratings and Pay Implications
- Will there be numerical ratings?
- UF Engaged will not have numerical ratings.
- How does the system tie in eligibility for salary increases? How will merit be determined if ratings are not tied into this system?
- Performance and merit are related; therefore, structure and/or guidance will be provided to departments to offer processes to determine the most effective way to implement merit and/or salary increases. UFHR Classification and Compensation is developing guidance on how to allocate future merit increases.
- Can the system be used for a Special Pay Increase (SPI)?
- Leaders can use the content as justification for an SPI, but the SPI Process will not be directly integrated.
- Will the department be able to tweak the verbiage on the Quarterly Check-ins?
- No, neither the department nor the user will be able to adjust the verbiage on the Quarterly Check-in template within the system. The Quarterly Check-ins comprise three key elements, which are extremely broad in nature. Leaders will have the discretion to focus their comments on the Check-in to any topics, specific or broad in nature, that need to be noted.
- Will there be a system in place that tracks the completion of the Quarterly Check-ins?
- Administrators at the college/department level will have security roles that will enable them to track and generate reports with this information. The information may be shared with college/department leadership in order to encourage engagement throughout the unit.
- What happens if Check-ins are not completed on time?
- Each Quarterly Check-in document will be available to the leader 30 days prior to the due date, at which time the leader may begin creating the document that will document the Check-in discussion. If leaders do not complete quarterly Check-ins in myUFL by the due date indicated, the Check-in will expire, and the next quarter will begin.
- In addition to the quarterly check-ins will there be the ability to increase the frequency of check-ins that can be initiated by either managers or staff? For example, new employees in need of more frequent feedback as they acclimatize to a new work environment or underperforming employees who may require more frequent check-ins.
- In addition to the quarterly check-ins, one key goal of UF Engaged is to encourage ongoing communication between the supervisor and employee on a more frequent basis. For some employees, that may be daily or weekly depending on the employee’s role.
From the Leadership Perspective
- Is UF Engaged mandatory? What if leaders do not choose to implement this new process?
- UF Engaged will be the official method of documenting TEAMS employee performance at the University of Florida. Our expectation is that this system will be used by everyone. Even those areas that have created supplemental employee review processes, can incorporate UF Engaged into any system currently being used, leading to increased employee-leader interaction with productive information exchange.
Part of managing employees is to assess performance on a continual basis. UF Engaged will promote and guide managers across campus to have frequent conversations with their direct reports.
- What happens when employees have multiple supervisors?
- Few staff that are supervised by more than one person. Obtaining input from both parties is still the recommended process going forward. Ultimately, the supervisor indicated as the leader responsible for the employee in the myUFL system will be the individual completing the Quarterly Check-ins.
- Will there be a dual approval process for Check-ins? Will a second level-leader be able to review/sign off on the Check-ins?
- The system has the functionality to implement a dual approval process, however, when we go live this feature will NOT be activated. Just as this process encourages continuous interaction between leaders and employees, we encourage upper level administrators to communicate with their management team regarding the expectations and specific issues they may want addressed with employees that report to them. Feedback from upper management is encouraged when completing a Quarterly Check-in.
- I supervise many individuals; therefore, doing quarterly evaluations on everyone’s anniversary will have me doing evaluations probably monthly, even multiple evaluations some months. If I had no other duties to perform, it would not be a concern, but I have many other duties to perform daily, so for me a plan like this is a concern.
- UF Engaged will feature a quarterly ‘check-in’ but will not require a full evaluation every quarter. In fact, the University will no longer require annual evaluations for TEAMS employees at any point during the year, but units will have the discretion to administer annual evaluations if they choose. The goal of UF Engaged is to encourage engagement between the supervisor and employee more frequently, with a much more simplified approach to documenting the employee’s performance, progress, and goals. UF Engaged is a way to help reinforce and support the best practices of managers who are already doing a great job and to encourage managers who may need more support and guidance.
- If I am a supervisor, can I enter Performance Notes for my own performance?
- Yes; If you are a TEAMS employee with leadership responsibilities, you will be able to enter personal notes related to your own performance through Self-Service, and notes for your employees in Manager Self-Service.
From the Employee Perspective
- Will there be performance metrics developed to align with our position descriptions/categories?
- UF Engaged will focus on creating an avenue to solidify the culture change of increased communication and feedback between a leader and their employees that report to them. As we move forward, in subsequent years, opportunities to include specific competencies that are University-wide, as well as competencies that may be specific to the employee and the position they hold, will be explored.
- Will staff have the opportunity to provide feedback to leaders? If so, will it be anonymous?
- UFHR understands the benefit and desire of some employees to provide feedback, such as a 360-performance evaluation of their leaders, but UF Engaged will not include that feature.
TEAMS employees will have the opportunity to do a self-assessment but not a manager assessment.
- How will the employee receive a copy of their Quarterly Check-ins?
- All Quarterly Check-ins will be housed in UF Engaged in the myUFL system through Employee Self-Service. Guidelines on how to navigate to the Quarterly Check-ins page will be distributed prior to the system going live in the fall. Current Check-ins as well as past Check-ins will be able to be accessed through UF Engaged in myUFL.
Probationary Periods and Performance Improvement
- What about Probationary Periods?
- Probationary periods will continue to be processed similarly to the current system but within UF Engaged. The system will generate reminders for leaders; prompting them to complete both the Probationary Mid-Point Check-in at 3-months, and the End of Probation Check-in at 6-months. During the probationary period, leaders are required to work with their Employee Relations Satellite Office for Probationary Extensions and Probationary Dismissals.
Probationary Extensions will be applied in 3-months intervals, but the probationary period for TEAMS employees will not exceed 12 months.
- Should Check-ins be used to document unsatisfactory performance?
- Check-ins provide an opportunity to address performance concerns and reiterate performance expectations, but leaders are strongly advised to address the performance concern in real-time and not delay conversations until the next Quarterly Check-in.
- Is a Performance Improvement Plan (PIP)/Special Evaluation part of the new process?
- Yes, there is a Special Performance Improvement Plan option, that can be initiated at any time. A leader doesn’t need to wait for a scheduled Quarterly Check-in to address significant performance deficiencies to address performance issues. To initiate a Special Performance Improvement Plan, the department should contact their HR Liaison and Employee Relations.
- What if an employee is on a Performance Improvement Plan when the new system is introduced?
- If an individual is in the process of working through a Performance Improvement Plan or a Special Appraisal during the roll out of UF Engaged, he or she will continue to work through the PIP process. The employee and leader will participate in the Quarterly Check-in process while working through the PIP.