KINGSTON, FRONTENAC AND LENNOX & ADDINGTON PUBLIC HEALTH BY-LAW, POLICY & PROCEDURE MANUAL PROCEDURE: PERSONNEL APPROVED BY: NUMBER: IV-330
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1 PROCEDURE: PERSONNEL APPROVED BY: DATE: 14 April 2009 PAGE: 1 of 5 PERFORMANCE APPRAISAL AND DEVELOPMENT (PAD) REVIEW Procedure 1.0 General 1.1 The performance appraisal process provides an opportunity for staff and their immediate supervisor to discuss current and past performance. It is an opportunity to assess the individual s response to organizational needs and objectives, to set short and long term performance goals and individual development plans. Similarly, the process assists supervisors to gain insight and knowledge into how organizational processes and practices may be altered to improve efficiency and effectiveness. The performance appraisal also provides documentation of performance evaluation for employment-related purposes, as well as meeting the requirements of applicable professional regulatory organizations. 1.2 Performance appraisal and development (PAD) review is a continuous process that begins with the employment of all new employees. All staff shall be provided with information on the PAD process and tools, including the process for peer appraisal, during their orientation to KFL&A Public Health. 1.3 Upon hire, Human Resources shall open a PAD file for the employee, in addition to his or her Human Resources file. 1.4 A standardized PAD tool shall be used and is available in three versions: short form, long form, and employee development goals. The PAD schedule in the policy appendix will provide guidance on which form to use. 1.5 Sources of input for the employee s performance appraisal will always include the employee s immediate supervisor and the employee. When the long form is used, peers selected by the employee will also provide performance input. A peer appraiser is someone in the same role as the employee, or someone with whom the employee works with regularly, or for whom they regularly provide service. A peer review form is available on the Staff Website for peer reviewers.
2 SUBJECT: Performance Appraisal and Development PAGE: 2 of Human Resources shall keep track of the dates of each employee s last PAD interview together with a next review date and type. A list of PAD interviews that are due in the current year shall be provided to management staff in January of each year. 2.0 Probationary PAD (short version) 2.1 During the employee s probation period the immediate supervisor and the employee shall track and record performance and development progress. Any opportunities for feedback must be dealt with in a timely manner. 2.2 Matters pertaining to poor workplace performance or compatibility shall be addressed with the employee to allow the opportunity for improvement. Where ongoing issues of this nature suggest unsuitability for continued employment, the supervisor shall discuss such issues with the Manager, Human Resources, or designate, prior to providing formal feedback to the employee. 2.3 Before the end of the employee's probationary period the immediate supervisor and the employee shall meet to discuss and document the employee s initial performance and development plan. Discussion shall include a clear expectation of the employee s work performance. The supervisor shall also discuss strategies for the employee to achieve these goals. The manager and the employee shall come to the interview with prepared documentation on the employee s performance. The employee shall provide a written copy of the self-appraisal (short form PAD) prior to the interview. 2.4 The supervisor may seek input from other management staff or peers for 2.5 Performance shall be documented on the short form PAD tool. 2.6 The probationary PAD interview shall be documented in accordance with section 6.0 of this procedure, with the exception of Regular PAD (long version) 3.1 Three weeks prior to the PAD interview, the employee's immediate supervisor shall contact the employee to confirm the PAD interview date and the names of the peer appraisers. 3.2 The employee and supervisor shall mutually decide on two peer appraisers. If mutual agreement cannot be reached on the peer appraiser selection, the supervisor shall designate the two peers to be approached.
3 SUBJECT: Performance Appraisal and Development PAGE: 3 of 5 The supervisor shall send an to each peer appraiser requesting their input. The employee will be copied on the . The peer appraisers are requested to provide their input on the peer review form which is available on the Staff Website. The Rating Scale form and the Description of Professional Assessment Categories are available on the Staff Website. The appraisers are requested to inform the supervisor within two days of receipt of the request if they do not wish to participate in the process. The peer appraisers comments shall be forwarded to the supervisor prior to the scheduled appraisal. Electronically completed peer review forms are to be saved on the appraiser s personal drive and not the shared drive. 3.3 The supervisor and the employee shall come to the interview with prepared documentation on the employee s progress on general competencies, work performance, and suggestions for development, using the long form version of the PAD tool. The employee shall provide a written copy of the self-appraisal (long form PAD) prior to the interview. 3.4 If a rating of requires improvement is identified by the supervisor for any of the evaluated competencies the employee will enter a performance monitoring program. Periodic interim evaluations shall be completed according to a pre-set schedule (at a minimum quarterly) until minimum performance standards are met. The performance improvement plan form will be used to document progress toward achievement of performance standards. 4.0 Regular PAD Employee Development Goals 4.1 Once an employee has reached eight years of service with the organization the emphasis shifts to prospective performance planning. The development plan portion of the PAD long form is the only component of the PAD completed in year 8 and every four years thereafter (see PAD schedule in policy appendix). 4.2 Three weeks prior to the development goals meeting, the employee's immediate supervisor shall contact the employee to confirm the meeting date and request that the employee review the goals developed from the last PAD and complete a new development plan for the upcoming two year period.
4 SUBJECT: Performance Appraisal and Development PAGE: 4 of The supervisor and the employee shall come to the interview with prepared documentation regarding goal achievement and suggestions for future development using the development plan tool. The employee shall provide a written copy of the development plan prior to the meeting. 5.0 PAD Interview all versions 5.1 PAD interviews shall take place according to the time frames set out elsewhere in this policy. The interview date may be changed at the request of the employee or the supervisor in response to changes in the employee s performance, employment responsibilities, or organizational change. 5.2 The PAD interview provides an opportunity to discuss and document all factors that influence the employee s ability to perform work tasks and achieve goals including personal and other circumstances. The interview shall provide information for the documentation of the employee s progress on both work and developmental goals with an emphasis on maximizing the strengths of each employee. 5.3 During the interview each section of the PAD tool is carefully discussed, with input from the supervisor and the employee, as well as consideration of all peer appraiser input that has been received (if applicable). 6.0 Documentation all versions 6.1 Within two working days following the meeting the supervisor shall record the information on the PAD tool. Input from peer appraisers shall be recorded on the PAD form (if applicable); however, comments will not be attributed to peer appraisers. The supervisor shall sign the document and give it to the employee. 6.2 The employee shall review the document and sign to indicate he or she has read the contents. The employee may attach his or her own comments. The employee may make a copy for their personal use. The document is then returned to the supervisor within one week. 6.3 The supervisor shall send the original to Human Resources for the employee s PAD file. The record of each performance appraisal meeting shall form part of the employee s performance record. 6.4 The supervisor s copy of the peer appraisers input is shredded.
5 SUBJECT: Performance Appraisal and Development PAGE: 5 of Term Employees 7.1 During the period of the term, the employee and the immediate supervisor shall meet to discuss and document the employee s performance. 7.2 The supervisor may seek input from other management staff or peers for 7.3 Performance shall be documented on the short form PAD tool. 7.4 The interview shall be documented in accordance with section 6.0 of this procedure, with the exception of Casual Employees 8.1 The employee and the immediate supervisor shall meet to discuss and document the employee s performance according to the following schedule: Casual Employees Work less then 12 days per year (.05 FTE) Work between days per year ( FTE) Work more than 65 days per year (>.25 FTE) Frequency As per collective agreement (if applicable); followed by informal performance discussions. As per collective agreement (if applicable); followed by a review in 2 years; then every 4 years. Regular PAD schedule 8.2 The supervisor may seek input from other management staff or peers for 8.3 Performance shall be documented on the short form PAD tool. 8.4 The interview shall be documented in accordance with section 6.0 of this procedure, with the exception of 6.4. ORIGINAL DATE: 1 June 1990 REVISIONS: 28 March February June 2007
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