Comprehensive Administrative Review

Activity Assessment

Process

How long will it take to complete the Activity Assessment?

The Activity Assessment should take, on average, 30 minutes to complete but could take longer depending on the complexity of the respondent’s job duties and functions. Preparing in advance will help reduce the amount of time it takes to complete the online assessment.

What if I want to come back to the survey later or change my response later?

The survey link will remain open until the close date communicated in the assessment announcement email; your survey will not be finalized until you click “submit survey.” Therefore, you may save your responses and come back to the survey by clicking your original link at any point until you either click submit or the set deadline is reached.

What if I cannot remember everything I do throughout the year?

That’s ok – the assessment is trying to capture your activities throughout the year to the best of your ability. We recognize this is a challenge as certain activities often have different levels of importance throughout the year. We recommend that you spend time reflecting on your annual duties before you begin the survey. Sometime using prompts like a calendar can help jog your memory as to what you spend time on during the year.

During the Activity Assessment phase, will supervisors and HR managers receive periodic reports on who has completed the assessment?

Yes, at about the half way point, supervisors and leaders will be alerted to who in their department(s) have not completed the assessment.

If I work more than 40 hours a week, how should I respond to the Activity Assessment?

If you work, on average, more than 40 hours a week, you should respond to the Activity Assessment using the percentage of time option rather than hours. This will allow you to account for your time as a percentage of your average work week. The tool is based on a 40-hour work week. There is no way to acknowledge hours worked over 40.

What if I do work for other departments? Should I allocate that time in the Activity Assessment as well?

Yes. You should allocate all administrative time regardless for which department it is performed. The Activity Assessment is an accounting of how we spend our time on administrative activities. It does not consider what units, departments, or groups for which it is done.

Can I allocate less than 1% of time or less than 1 hour on average per week to an activity on the Activity Assessment?

Yes. You can allocate fractions of percentages or hours on the Activity Assessment. This will likely be the case when you describe activities that you only do for a short time during the course of a year. For example, you may only perform end of year close-out activities for a couple of weeks per year. Taken over the course of a year’s time, that may result in a fractional percentage amount when you estimate an average week.

Can I start and stop the assessment?

Yes. You will be able to save your progress and come back to the assessment later and you can move freely through the assessment as needed.

Can I update the department or supervisor listed on the Activity Assessment when I receive it?

Yes. If the department you are in or your supervisor listed is incorrect, you can update that information directly in the assessment when you receive it.

How do I account for the time I spend teaching or instructing?

At the beginning of the Activity Assessment you will be asked to indicate how much of your time is spent teaching or instructing and how much is spent on administrative work. By doing this, the assessment will automatically adjust for your time spent teaching.

What should I do if I just started in a new role?

Participants should estimate time spent on various activities in their current role, even if it is new. For individuals who are newer to their roles, we recommend that they refer to their position description and related onboarding materials, in addition to having conversations with their supervisors, to complete the assessment as best they can.

The assessment asks me to verify my supervisor. The supervisor position in my area is currently vacant, what should I do?

Unless otherwise assigned, employees should go up the leadership chain in their organization (i.e., input the name of their supervisor’s supervisor).

Why is my supervisor reviewing my assessment responses?

To validate submissions, your supervisor will review their direct reports’ responses. This will have no relation to employee performance or annual evaluations; rather, it will ensure a second set of eyes can review responses before submitting them to the CAR project team for further evaluation.

Will employees receive a notification if their submission is modified by their supervisor?

During the supervisor review and validation period the supervisor may change the responses of their employees. Employees will not receive a notification if a supervisor makes changes, but they will be given view-only access to their report in the Supervisor Review Application while the supervisor review period is open. To avoid confusion regarding supervisor changes, we strongly encourage supervisors to talk with their employees about their submissions before the employees begin the online assessment. If the supervisor decides to make changes, they should talk with the employee about it before editing it in the system.

If I don’t see my job activities listed on the tool can I upload additional documents?

The Assessment tool does not allow for attachments. There is an opportunity to enter “Other” activities throughout the assessment, although it is intended only as a last resort. The details in the catalog are intended to help define the Activity (Blue rows in the Catalog) to which employees have to map their time; they are not intended to be an exhaustive list of specific tasks/duties. Participants should do their best to map to the available Activities (Blue rows). At the end of the assessment, we will evaluate what was put in the “Other” boxes throughout to determine if we need to expand the Functions, Activities, and processes as we move to other USG institutions.

Is the survey accessible to someone who has low vision and uses assistive technology to navigate the web?

Qualtrics and the content in the Activity assessment is generally compatible with most screen readers (e.g., Jaws).

Impact

Why is the activity assessment mandatory?

Institutional leadership has made this assessment mandatory so that the CAR project team can get a comprehensive view of activity within the organization. Since every institution within the University System of Georgia will be taking this assessment, we are working to get a holistic view of administrative activities within your institution and the University System.

Will the Activity Assessment be used as part of the annual Performance Review or for potential merit increases?

No. The Activity Assessment is not an evaluation of an individual’s performance or in any way associated with a classification or compensation review.

Will the Activity Assessment result in job description changes for those who are taking it?

No. The Activity Assessment will likely not mirror your job description exactly and the information you provide will not be used to change job descriptions or classifications.

Will there be layoffs?

Over the course of this review, job reductions may be identified and positions could be redirected or eliminated. Given the timeline, we expect potential reductions in positions may be achieved through attrition, such as when a vacancy occurs and the open position is not filled. Pending the review process, however, there may be instances when filled positions are redirected or eliminated. We are early in the process and updates will be provided over the course of the comprehensive administrative review.

Is there a plan to repeat this process in the future?

At this time, there are no plans to repeat this process in the future.

How will the project team use the information from this assessment?

This assessment is used as a tool to identify how institutions differ in service delivery to identify best practices within each sector and within the system. The project team will aggregate the assessment responses and look for broad themes to further review.

I am having technical difficulties or accidentally submitted my assessment, who do I contact?

Please reach out to the project team (http://www.usg.edu/adminreview/contact) and detail what technical issues you are experiencing. We will reach out to you as soon as possible.

If you have additional questions or comments please submit them using the Contact Us form on this website.