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B/9.2 Performance planning and review for academic staff |
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9.2.1 Application QUT is committed to the implementation of an effective process of Performance Planning and Review for Academic Staff (PPR-AS), linked to the achievement of individual, faculty/school and organisational objectives and initiatives. The implementation of this process is part of the University's commitment to providing an environment in which staff can expect to receive feedback in relation to performance and be encouraged to discuss future plans and self-development with their supervisor. The PPR-AS process also requires supervisors to provide support, counselling and guidance to staff, and provides a forum in which duties and staff development activities are discussed. The performance management process described below, is a participative process and provides a framework for reviewing, developing, recognising and rewarding work performance. The success of this process relies on a strong commitment to its implementation by both supervisors and staff. 9.2.1 ApplicationThis policy applies to academic staff employed by QUT for more than one year on a full-time or part-time basis, either on-going or fixed-term, excluding Senior Staff (SSG1 - SSG6) who are covered by the policy, Performance Planning and Review - Senior Staff (PPR-SS) (see B/9.3 ). " Academic staff " includes research only academic staff, including Senior Principal Research Fellows, Principal Research Fellows, Senior Research Fellows, Research Fellows, Postdoctoral Fellows, Senior Research Associates and Research Associates (does not include professional staff appointed to research only positions). Staff occupying a position of less than twelve months duration or a sessional position may participate in PPR-AS or an abbreviated version of PPR-AS, to be determined by the staff member and supervisor. In these circumstances, participation in PPR-AS may be initiated by the staff member or the supervisor. 9.2.2 PrinciplesPPR-AS is concerned with contributing to the achievement of individual, faculty/school and organisational excellence by facilitating the following
9.2.3 TimingThe PPR-AS cycle occurs over a 12 month period. The cycle includes a series of formal discussions between the staff member and the supervisor. These discussions provide an opportunity to assess activities, review performance, provide feedback and plan future activities including development. The timing of the PPR-AS cycle is determined by the relevant academic unit (faculty/division). Suggested time frames include following planning and budgeting processes or coinciding with the anniversary of appointment. The timing of the PPR-AS cycle should be such to inform decisions on matters relating to incremental progression, probation and renewal of fixed-term appointments. The nature of the process used for PPR-AS should be discussed between the staff member and their supervisor. Consideration will need to be given to both initiating the process and continuing the process in the academic unit. 9.2.4 Definitions(a) 'Supervisor' means the Head of School or another academic staff member above Level C nominated by the Vice-Chancellor. Any delegation of the supervisory role in PPR-AS below the level of Head of School to another academic staff member must be approved by the Executive Dean and must ensure that the PPR-AS process is meaningful. The staff member may request the nomination of an alternative supervisor. However, an alternative supervisor would need to be agreed by the Executive Dean. (b) ' Activity Statement ' is a document initially prepared by the staff member and agreed to by the supervisor which summarises and reviews
9.2.5 Roles and Responsibilities(a) Staff Member PPR-AS is a participative process in which the staff member and supervisor mutually develop and agree activity statements. This requires that the staff member actively participate in
(b) Supervisor The supervisor is required to
(c) Human Resources Department The responsibilities of the Human Resources Department with respect to the PPR-AS include
9.2.6 PPR-AS Cycle(a) Initial Planning Discussion and Activity Statement
1 For the initial PPR-AS cycle only, the Human Resources Director will advise the supervisor in writing that PPR-AS discussions need to occur with the staff member. It is the responsibility of the supervisor to initiate all future discussions. (b) Formal Review Reviews will occur at least annually. However, more frequent reviews may be beneficial in some instances, especially where a staff member is in a new position or where resources and/or priorities are changing. The staff member and supervisor will meet to review the current activity statement. This review will assess achievements against the agreed responsibilities, expectations and priorities identified at the time of establishing the activity statement. Reviews provide the opportunity to
9.2.7 Subsequent ActionPPR-AS will inform decisions and/or recommendations relating to the following. Where PPR-AS discussions result in decisions concerning the following or any similar matters, or where the Head of School gives a reference or assessment, the supervisor will provide the staff member with full details of their recommendations in writing as soon as practicable. (a) Incremental Progression A staff member will progress to the next increment within the relevant classification level where performance is satisfactory as determined through PPR-AS. The provisions relating to incremental progression for academic staff are contained in the QUT Enterprise Agreement (Academic Staff) (clause 19). (b) Probation
A probation period shall be up to three years for all staff members (Levels A to E) appointed to an
on-going position.
The arrangements for probation are provided in clause 33 of the QUT Enterprise Agreement (Academic Staff). (c) Accelerated Incremental Progression Following the formal PPR-AS review and where the supervisor determines that a staff member's performance against the agreed performance objectives outlined in the PPR-AS plan is exceptional, the supervisor may consider making a recommendation to the authorising officer for accelerated incremental progression through more than one salary increment consistent with the University's policy on accelerated incremental progression (see B/7.8). The Human Resources Director will monitor instances of accelerated progression. (d) Recognition and Reward Programs Following the formal PPR-AS review and where the supervisor determines that a staff member has met or exceeded the agreed performance objectives outlined in the PPR-AS plan, the supervisor may consider recognising a staff member's performance through a range of recognition and reward programs (see B/5). (e) Fixed term appointment For all staff on fixed term appointments, the outcomes of PPR-AS may be one factor which informs decisions regarding the renewal of fixed-term appointments. Fixed term appointments must be made and renewed in accordance with clause 27 of the QUT Enterprise Agreement (Academic Staff). (f) Promotion Where staff members indicate they will be seeking promotion on personal merit, the supervisor will provide the staff member with a written report as a result of the PPR-AS process, indicating the level of support for the application. The report of the supervisor will be discussed with the Head of School where the Head of School is not the supervisor. (g) Professional Development Program (PDP) It is professionally expected that applications for PDP will be discussed as part of PPR-AS prior to submission. The staff member will submit a PDP application to their supervisor detailing the areas of development required, developmental activities previously undertaken and any other relevant information. The supervisor will consider this application and provide the staff member with a written report indicating the level of support for the application and the School resources, if any, to be provided. The report of the supervisor will be discussed with the Head of School where the Head of School is not the supervisor. (h) Unsatisfactory performance Either during the PPR-AS process or in the normal course of performance of duties, the supervisor may identify the performance of a staff member as not satisfactory. Where this occurs as part of PPR-AS the supervisor will record performance as being unsatisfactory and commence procedures for Managing Unsatisfactory Performance in accordance with the procedures outlined in the QUT Enterprise Agreement (Academic Staff) , clause 44. The PPR-AS activity statement can be used in any process for managing unsatisfactory performance. 9.2.8 Documentation(a) The PPR-AS Activity Statement form remains confidential to the supervisor and the staff member during the term of the appointment unless all parties agree otherwise. The Head of School will also have access to the documentation unless the Executive Dean of Faculty has replaced the Head of School as supervisor at the staff member's request. (b) At the completion of a PPR-AS cycle the Activity Statement form will be filed on the staff member's personal file in the Human Resources Department. To assist the planning discussions, the supervisor and staff member should maintain a copy of the official documentation for the current cycle and for the previous cycle. (c) A copy of relevant PPR-AS documentation will however be provided to the authorising officer in support of any recommendation associated with incremental progression, renewal of fixed-term appointment and the final probation review as evidence of a staff member's performance during the term of appointment. (d) A staff member may use documentation developed for the formal performance review to support other applications (eg promotion, PDP). 9.2.9 TrainingThe University will provide supervisors with training relevant to the PPR-AS. All supervisors must attend training in PPR-AS prior to participating in the process. All non-supervisory staff will have access to information sessions prior to participating in PPR- AS. 9.2.10 Resolution of disputesAny matters of disagreement between the staff member and supervisor should be referred to the head of school (if not the supervisor) or the executive dean of faculty (if the head of school is the supervisor). If disagreements are unable to be resolved the staff member may refer them to the University grievance resolution procedures as contained in B/10.1. 9.2.11 Social justiceAll aspects of the PPR-AS will be consistent with the University's social justice policies (see A/8). Related DocumentsQUT Enterprise Agreement (Academic Staff)
MOPP B/7.8 Incremental progression MOPP B/9.3 Performance Planning and Review - Senior Staff MOPP B/9.1 Performance Planning and Review for professional staff - applies to professional staff appointed to research only positions MOPP B/9.7 Evaluating teaching quality MOPP C/4.7 Evaluation of courses, units, teaching and student experience Modification History
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