OnBase-Performance for Supervisors

• Full-Time Equivalent (FTE)

  Full-Time Equivalent Employee (FTE): A covered employee is a full-time or part-time employee occupying a part or all of an established full-time equivalent (FTE) position who has completed the probationary period and has an “improvement needed” or higher overall rating on the employee’s performance evaluation and who has grievance rights.

  A Full-Time Equivalent (FTE) employee’s performance period is determined based on their Budget Center Review Period Timeline (PDF).

  Performance Periods

  Group 1 Performance Period: July 1 - June 30	Group 2 Performance Period: September 1 - August 31	Group 3 Performance Period: March 1 - February 28
  Planning Stage: July 1 - August 15	Planning Stage: September 1 - October 15	Planning Stage: March 1 - April 15
  Evaluation Stage: April 1 - June 30	Evaluation Stage: June 1 - August 31	Evaluation Stage: December 1 - February 28
  Evaluation Deadline: June 30	Evaluation Deadline: August 31	Evaluation Deadline: February 28
  Academic Affairs/Provost	Athletics (Exception: Football/Soccer)	Athletics - Football/Soccer
  CCIT	College of Education	CAFLS (Exception: Cooperative Extension)
  CURI	Cooperative Extension	CAAC
  College of Science	Development and Alumni Relations/Advancement	CAH
  College of Veterinary Medicine	SC Botanical Garden	CBSHS
  Facilities		College of Business
  Finance & Operations		CECAS
  General Counsel		PSA
  Government Affairs/External Affairs		Student Affairs
  Division of Community, Engagement, Belonging and Access		Watt Center
  Institutional Excellence		The Learning Institute
  Libraries (Exception: Watt Center)
  Marketing & Communications
  President's Office
  Research (Exception: The Learning Institute)
  Secretary to the Board

• New Hire/Probationary Year

  New Hire/Probationary Year: A probationary period is the twelve-month evaluation period that begins when an employee is initially hired. This period is to determine satisfactory performance and to attain status as a covered employee.

  • Supervisor must create a planning stage in OnBase Performance for all new staff employees hired into a regular FTE position.
  • Supervisor must complete an employee performance evaluation in OnBase Performance prior to the completion of a twelve-month probationary period.
  • If an employee does not receive a performance evaluation prior to the completion of their twelve-month probationary period, the employee will receive a “concedes to successful” and obtain covered status as a state employee. Supervisors may be held accountable for late performance evaluations.
  • The probationary period may not be extended.
  • If an employee moves into a different job code during the probationary period, the probationary period will start over.
  • If the employee is not performing satisfactorily during the probationary period, the employee will be terminated before becoming a covered employee. The employee does not have grievance rights. Clemson University is not required to follow the substandard Performance Policy.
• Six-month Trial Status*

  *Effective September 1, 2024, the South Carolina Department of State Human Resources (DSHR) made several updates to the state HR regulations, including the removal of trial status. As stated in the regulations, employees in a trial status prior to the September 1 implementation date must complete their trial status. 

  A trial period is the six-month period resulting from a promotion, transfer, reassignment, reclassification or demotion to any position in which the employee does not hold permanent status.

  • Supervisor must create a planning stage in OnBase Performance for all trial status employees.
  • Supervisor must complete an employee performance evaluation in OnBase Performance prior to the completion of the 6-month trial status period.
  • Once the employee has completed a successful trial period, the employee retains regular covered status in the class.
  • If an employee does not receive a performance evaluation prior to the completion of their 6-month trial status period, the employee will receive a “concedes to successful” and obtain covered status as a state employee. Supervisors may be held accountable for late performance evaluations.
  • If an employee's state class title changes to a class in which the employee has previously completed a successful trial period and attained covered status in the class, the employee does not serve another trial period.

OnBase-Performance FAQ

• Are faculty using OnBase-Performance?

  A faculty member will use OnBase-Performance if they are the direct supervisor of a staff member or supervise someone who is the direct supervisor of a staff member. OnBase-Performance is for staff reviews. Faculty will follow the Faculty Manual for annual performance evaluations in the Faculty Activity System.

• How will I be alerted that a planning or evaluation stage is due?

  OnBase-Performance will send email notifications and reminders to you to begin the planning stage, complete an optional mid-year review and complete your evaluation stage. These notifications will go to the supervisor and the staff member.

• Can the OnBase-Performance form be revised once the planning stage is approved?

  Yes, changes can be made on the form after the planning stage and throughout the performance period. OnBase-Performance will notify the staff member and supervisor if a change is made.

• Are we required to complete a mid-year review?

  No, a mid-year review is optional but considered a best practice.

• How do I access OnBase-Performance if I have limited access to a computer?

  Consult your supervisor for access to common desktops in your area that will allow you to access OnBase-Performance. The Office of Human Resources has three computers that you may access to complete and sign your planning and evaluation forms.

• Will the system be accessible through the mobile app?

  Yes, you may access OnBase-Performance through your mobile app.

• Do I have to download and print the form?

  No, OnBase Performance will save the form for future access and reference. However, you will have the capability to print forms if needed.