CIRCULAR

To:

All UJ HoD’s, Line Managers And Employees

From:

Date:

January 2017

Subject: Performance Management Process 2017

Director: Human Resources/OD Helen Mogorosi

Dear Colleagues Performance Management Policy The Performance Management Policy as approved by Council in 2013, has been reviewed and approved with effect from September 2015. The following are highlights of some of the changes incorporated into the new policy;      

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All employees must have a standardised accepted and signed individual Performance Contract and Personal Development Plan (PDP) which must be compiled annually. Personal Development Plans are compulsory attachments to the revised performance contracts. This is to enhance the developmental aspect of performance management. At least two formal performance review sessions (mid and year end) between the employee and their direct line Manager need to be undertaken during the year. The rating scale should be maintained at a 5 point rating scale for all permanent and fixed term employees on Peromnes 5 - 17 and all academic job levels. A link between the overall performance of a unit and individual performance needs to be maintained. Clarity on how to effectively manage performance of employees that have moved and acted in different positions as well as employees that were on long leave of absence during the performance cycle. A multi rator feedback 360 degree feedback has been included for application, where necessary. When acting in a higher position for longer than six months, where an acting allowance is being paid, a performance contract must be compiled for the higher position that the employee would be expected to perform against. When an employee is transferred to another Faculty/Department/Division or changing jobs within the performance management cycle, a progress review discussion will be conducted for the current PM cycle prior to the employee leaving the Unit. In the case of Managers, regardless of the reason for their departure, they will be required to assess their employees prior to departure.

Performance Management Cycle for 2017 The academic year is from January to November. Three performance discussions will take place during each year namely: Performance Contracting; Mid-year review with preliminary rating; and End year appraisal.

1

Performance Contracting 

The first discussion is to reach agreement on the contract.

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This discussion is documented through a Performance Contract signed by the line manager and employee/s.

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The discussion should also involve the completion of a Personal Development Plan. During this discussion, competencies required by the post are identified, discussed and agreed upon between the employee and the line manager.

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Amendments to the performance contract can be made anytime except during the last quarter of the annual performance cycle.

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Performance contracts together with the Personal Development Plans must be finalized as per the following MEC decision: Group ELG Members All other employees

Due Date 31 January 28 February

Mid- year review with preliminary rating    

This is a “health check” based on the discussion between the line manager and the employee. Performance issues, if any, are to be flagged during this meeting. A record that the meeting took place needs to be kept on the Performance Contract, which is kept by the Line Manager. Takes place in June to be completed by end July 2017. The employee has to prepare a self-review for discussion, provide input and evidence during this review and receive feedback and guidance from the Line Manager to determine whether he or she is on track regarding their performance against the KPA’s as per the performance contract.

End year appraisal   

Takes place end October / mid November 2017. The employee prepares a self-assessment supported by input and evidence, and line manager prepares final rating. The performance of an employee with less than 3 months' service is appraised but not rated.

Consistency meeting    

This aims at ensuring fair implementation of the rating scale. The consistency meeting process after final appraisal is recommended. It involves the line manager or HOD/Director discussing the departmental ratings at the next reporting level (i.e. Executive Dean/Executive Director). Evidence for performance is presented at this discussion. This meeting takes place after the line managers have confirmed ratings for their environments and should be finalised by mid-November.

Training

Human Resources will provide training where necessary to assist HOD’s, line managers and employees in the process. Training will include the following:     

The policy and process; How to develop KPA’s; How to draft performance standards How to conduct a performance review and appraisal; and How to have difficult performance discussions;

Please request such training for your environment or team through your respective HR Business Partner. Public training programmes are also available once a month, you will find the information on the Intranet: “Human Resources – Training calendar” Click here to read more on the revised Performance Management Policy.pdf