CUPE 951 Annual Process Jan2009 by Y3fkBC36

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									                         PERFORMANCE DEVELOPMENT PROCESS                            Pilot Process
                                ANNUAL PLANNING AND REVIEW                          for Trial and
                                                                                    Discussion
                             GUIDELINES FOR PROCESS AND FORM
                       Office, Technical and Child Care – CUPE 951


Purpose
The purpose of this document is to provide you with some guidance for completing the
process and form for Annual Reviews for Office, Technical and Child Care Staff within CUPE
951.

Performance Development at UVic
At UVic, Performance Development is intended to be:
    A strength-based approach to performance planning and review;
    A supportive approach to performance improvement; and
    Focused on employee growth, areas for improvement and development of skills
       and knowledge.

The process assumes:
    More than 95% of employees are doing a good job – or would if they knew what
      was expected;
    Employees want coaching and feedback to meet expectations; and
    Employees want to know how they are doing and how they can improve or
      become more effective in their roles.

Performance Development is addressed in the following CUPE 951 Collective Agreement
Articles:
     Probation Period – Article 16.07 to 16.10
     Trial Period – Article 16.12
     Performance Review – Article 16.14
     Advice and Guidance – Article 13.01 to 13.03
     Training and Development – Article 26.01
     Increment Progression – Article 25.08 to 25.09

Anticipated benefits of Performance Development include:
    Role Clarity
    Clear expectations - no surprises
    2-Way Communication
    Recognition of accomplishments
    Feedback and coaching
    Learning and professional growth
    Shared responsibility for improvement
    Record of Achievements


Anticipated impacts on the University include:

January 2009                                                                             1
                              PERFORMANCE DEVELOPMENT PROCESS                           Pilot Process
                                     ANNUAL PLANNING AND REVIEW                         for Trial and
                                                                                        Discussion
                                  GUIDELINES FOR PROCESS AND FORM
                            Office, Technical and Child Care – CUPE 951

         More Positive Work Environment
         Increased Employee Engagement
         Opportunity for Career and Succession Planning
         Greater Employee Success
         Improved alignment with University, Faculty, Department Goals
         Improved Department, Faculty and University Results

   Three Phases in the Annual Process Cycle

   The annual cycle for CUPE 951 employees is intended to be a 12 month process that begins
   with the employee and supervisor developing and agreeing on the plan and ending with a
   final review. In between the supervisor and employee should have 3 formal check- ins to
   update and review the plan.


    University,
 Department, Unit
Goals and Objectives



      Planning Meeting
      Carry forward from previous plan
      Performance Plan
      Learning and Development Plan
      Set Check-in Meetings
                                   Check-in Meetings (pre-booked)
                                   Employee Progress Summary
                                   Changes to plan
                                   Supervisor Feedback and Coaching



                                                             Final Review Meeting
                                                              Employee Summary of Achievements,
                                                                Strengths, Development Needs and
                                                                Support required
                                                              Supervisor Feedback on Successes,
                                                                Strengths, Areas for Development
                                                              Carry forward items and goals




   January 2009                                                                             2
                          PERFORMANCE DEVELOPMENT PROCESS                           Pilot Process
                                 ANNUAL PLANNING AND REVIEW                         for Trial and
                                                                                    Discussion
                              GUIDELINES FOR PROCESS AND FORM
                        Office, Technical and Child Care – CUPE 951


The Annual Form is made up of the following sections:

   Section   I - Preparing to Plan
   Section   II – Performance Plan
   Section   III – Learning and Development Plan
   Section   IV - Check-In Summary
   Section   V - Final Performance Review Summary

The CUPE 951 Annual Review Form can be found at the preceding hyper-link or on the
Human Resources Website in both the Employee Handbook and in the Managers Toolkit.
Instructions for completion are included in the form.




Guidelines for Meetings

1. Planning Meetings:

Planning meetings can occur at any time but work well if they follow an annual cycle.
This can be based on the academic year, the fiscal year, or the calendar year. For new
employees the planning meeting should occur within the first two weeks of work.

Purpose: The purpose of the planning meeting is for the supervisor and employee to
review the University, department and unit missions and goals, establish the employee’s
performance plan and draft a learning and development plan for the upcoming year.

Process: Both the employee and supervisor should prepare in advance to discuss the
employee’s performance plan and give some thought to possible learning and
development goals based on the past year’s assessment and current year’s plan. The
employee should also complete Section 1 - Preparing to Plan questions prior to the
meeting. Where a disconnect occurs between an employee and a supervisor’s views
on duties, responsibilities, or goals, this should be further explored between the
parties with the understanding that the supervisor has the ultimate responsibility for
approval of the plan.




                                                                                          3
                          PERFORMANCE DEVELOPMENT PROCESS                           Pilot Process
                                 ANNUAL PLANNING AND REVIEW                         for Trial and
                                                                                    Discussion
                              GUIDELINES FOR PROCESS AND FORM
                        Office, Technical and Child Care – CUPE 951


2. Check In Meetings
Check-in meeting dates should be set in advance to ‘check in’ on progress toward goals.
Some check-in meetings may be set based on a specific goal deadline. Minimally,
supervisor and employee should book formal check-in meetings twice over the annual
cycle.

Purpose: The check-in meeting is a discussion between supervisor and employee about
progress toward responsibilities and goals, changes or additions to responsibilities and
goals, barriers to achieving goals, achievements and successes. This is also a time to
discuss other accomplishments as well as any concerns and issues on the part of both
parties. The goal is to ensure success.

Process: Any changes or additions, additional accomplishments or feedback should be
added to the Planning and Review Form.

3. Final Review Meetings

Final Review meetings should be booked in advance and if possible completed within a
year of establishing the plan.

Purpose: This is the formal review meeting during which the employee’s progress and
results from the previous 12 months are discussed. This is also a good time for the
supervisor to ask the employee for their thoughts on things that could be done
differently within the team/department that would help them be more effective or
improve the workplace.

Process: Both the supervisor and the employee should prepare for this discussion. Prior
to the meeting, the supervisor should prepare by reviewing the plan and reflecting on
what they know about results and outcomes to date. The supervisor should also document
their perspective on the employee’s successes, strengths and possible areas for
development for the upcoming year.

The employee should prepare by completing the final Performance Review Summary
section of the form.

After the meeting, the employee and the supervisor document the discussion on the
Planning and Review Form and sign off to indicate the final review is complete. Each
should maintain a copy. The original can be kept in a file within the department and a
copy will be sent to HR to record on the employee’s central personnel file.


                                                                                          4
                         PERFORMANCE DEVELOPMENT PROCESS                          Pilot Process
                                ANNUAL PLANNING AND REVIEW                        for Trial and
                                                                                  Discussion
                             GUIDELINES FOR PROCESS AND FORM
                       Office, Technical and Child Care – CUPE 951

Note: New goals and development plan for the next year can now be documented on a
new Planning and Review form as per the planning meeting instructions above. The
next cycle’s planning meeting may occur simultaneously with the previous cycle’s review
meeting if the parties feel this is useful.

Resources
The following resources are available to assist you with the Performance Development
Process points have been hyperlinked to the appropriate resource.

      Human Resource Consultant
      HR Website www.uvic.ca/hr
      HR Courses and Certificate Modules
      Collective Agreements




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