Date:April 4, 2011

To:Principals / Deans / Reviewing Managers; Advancement Professionals; (CC: David Palmer, Gillian Morrison, Deborah Ovsenny, Diane Horvath, Tyler Couperus, Di Draganidis, Divisional HR Offices)

From:Angela Hildyard, Vice President, Human Resources & Equity, and Chair of Advancement Compensation Committee

Re:Advancement Professionals 2011 Annual Performance Assessment Process

Performance assessment is an opportunity to recognize accomplishments, clarify expectations, focus on priorities, and discuss opportunities for development. Staff value meaningful feedback and this opportunity to discuss career development.  Please take the time to engage positively with your staff in this process.

The Public Sector Compensation Restraint Act legislation in effect until March 31, 2012, permits increases that are merit driven.  Therefore merit increases based on this evaluation process for Advancement Professionals will be awarded effective July 1, 2011.

This memorandum contains detailed instructions on the Performance Assessment process for Advancement Professionals.

Any questions concerning the Performance Assessment Tool and Process may be directed to your Divisional HR Office.

Complete details on the Advancement Professionals Compensation Policy are available athttp://www.hrandequity.utoronto.ca/Assets/comp/ap/apcompol09.pdf

 

Section 1 – Critical Dates Overview

April 4 – May 13	All Advancement Professionals to report on last year’s goal completion. SDO’s are to incorporate required data sent from DUA.  AP staff member to email their reports directly to their manager with a copy to Tyler Couperus  (for DUA AP Staff) tyler.couperus@utoronto.caor Di Draganidis (for Divisional AP Staff) diamando.draganidis@utoronto.ca by May 13, 2011.
May 16 – June 10	Manager reviews completed report  from AP staff members.  Manager reflects on feedback and coaching discussions that occurred with AP staff members throughout the review period. Manager completes the Summary Assessment Form.
May 16 – June 10	Phone meetings to take place between DUA and Principals/Deans for SDO Advancement Professionals where there is a direct reporting relationship to a Dean/Principal.
June 10	Manager submits the completed Summary Assessment Form which includes a recommended overall rating to their Divisional HR Office and a copy to Tyler Couperus  (for DUA AP Staff) or Di Draganidis (for Divisional AP Staff) by June 10. The Advancement Compensation Committee must review all recommendations before any discussion with AP staff members take place. All managers are to follow their Faculty’s/Division’s approval process prior to submitting their recommendations to the committee.
June 24	Advancement Compensation Committee Review Meeting.
June 29	Compensation to send approved performance ratings to Divisional HR Offices for distribution to Managers.
June 30– July 21	Manager conducts performance discussions and confirms ratings with AP staff members. Reviewer provides AP staff member with a copy of the Summary Assessment Form. (Employees can provide Reviewers with comments in writing about their final assessment). Final signed copies are to be placed in the employee’s personnel file.

 

Section 2 – Performance Assessment Process

Advancement Professional Staff Members

All Advancement Professionals are required to report on their goal completion and email the completed document to their Dean/Principal/Manager and Tyler Couperus (for DUA AP Staff) or Di Draganidis (for Divisional AP Staff) no later thanFriday, May 13, 2011. 1AP Program Managers, 1AP SDOs and 2APs will each report their achievements in documents specific to their roles – see below.

1AP Program Managers and Central DUA 2AP staff are to complete sections A and B of their 2010/2011 performance/accountability contract which should include documented actual results, variances (where applicable) and actual completion dates.

1AP SDOs and Divisional 2AP staff are to complete Part A: Activity Report of the SDO Summary Assessment Form which should include documented actual results, variances (where applicable) and actual completion dates. SDO’s can expect to receive year-end DIS results from DUA to incorporate in their report.

Performance review meetings should be scheduled sometime between June 30- July 21. Work with your managers to book these meetings. Managers will provide staff members with a copy of the Completed Summary Assessment Form in July.

Managers of Advancement Professional Staff

As in past years, the performance review process allows for the Advancement Compensation Committee to approve recommended performance ratings prior to Performance Review meetings with staff members.

Reviewing Performance

Managers of Advancement Professionals are to review the staff members’ goal completion and complete the Summary Assessment Form prior to the performance review meeting. The manager will use this information to form the basis for the discussion about performance with the staff member.

Managers of Advancement Professionals should use the following forms when assessing Advancement Professionals:

Program Managers and Central DUA 2AP Staff – complete the 2010/2011 Program Manager Summary Assessment Form

Senior Development Officers and Divisional 2AP staff – complete the 2010/2011 SDO Summary Assessment Form

In reporting on their goal achievement, the staff member should include documented actual results, variance (when applicable), and actual completion dates. This information is to assist the manager in obtaining a clear understanding of performance and any variances. The manager should consider if the staff member has in fact achieved the objectives set out. Were financial targets met? Were projects completed on time according to agreed upon specifications?
Managers should closely examine instances of variance and confirm or elaborate on the reasons for variance in the comment section of the Summary Assessment Form. Note that managers can dispute or amplify the actual results reported by the staff member.

The question of how well someone achieved objectives is addressed in the Summary Assessment Form in the Rating of Competencies section. Ask yourself “What was the quality of performance?” The competencies consider the overall quality of the staff member’s performance. For example, if targets were met, but the overall management of the unit and its resources was poor, the assessment of the staff member’s competency in “interpersonal/ teamwork” and “leadership” might be lower.

Manager’s comments are useful to both the employee, as feedback, and to the Advancement Compensation Committee, as a source of insight into evaluations.

Managers are to send copies of the completed Summary Assessment Form to their Divisional HR Office and a copy to Tyler Couperus (for DUA AP Staff) or Di Draganidis (for Divisional AP Staff) by June 10. The Divisional HR Office will forward these documents to the Advancement Compensation Committee via Compensation.

Please ensure to follow your own Faculty’s/ Division’s particular approval process prior to submitting recommendations to the committee.

This rating SHOULD NOT be discussed with your staff member, as overall ratings are not final until the Advancement Compensation Committee has reviewed and approved them.

The Advancement Compensation Committee will compare the evaluations of Advancement Professionals across the University before approving final ratings. Managers will receive confirmation of the rating after June 29th, 2011 through their Divisional HR Office

Note: 1 and 2 AP SDO’s

To facilitate the evaluation of some 1 and 2 AP SDO’s who report directly to a Dean/Principal a phone meeting will be scheduled with DUA and the Dean/Principal to jointly evaluate the Advancement Professional’s contract and to arrive at a recommended performance rating. DUA will also assist in completing the Summary Assessment Form. Deans/Principals will be contacted directly by DUA.

 

Section 3 – Performance Rating Descriptors

In completing the Summary Assessment Form please refer to the following definitions of performance:

PERFORMANCE CATEGORY	DESCRIPTION	PERFORMANCE RATING
Exceptional Performance	Consistently and substantially exceeded goals, objectives and expectations through outstanding achievements in all aspects of the position. This category is reserved for employees who demonstrate exceptional performance of a consistently and distinctly superior level of quality in all areas of responsibility and make significant contributions to the Division/Department and/or University. Those who receive this rating must consistently and substantially exceed all goals as a direct result of concerted effort.	5
Excellent Performance	Consistently achieved and frequently exceeded job expectations, goals and objectives through concerted effort, according to plan. Demonstrated performance of a very high level of quality in all areas of responsibility.	4
High Quality Performance	Work is of good quality in all significant areas of responsibility. Met job expectations, goals and objectives – both qualitative and quantitative. Consistently achieved performance expectations.	3
Partially Achieving Performance Expectations	Partially achieved some quantitative and qualitative goals and objectives; improvement is needed: It is expected that the employee will work to fulfill job expectations in a reasonable period of time – not to exceed one year.	2
Unsatisfactory Performance	Did not meet a majority of the goals and objectives. Improvement is needed in most aspects of the job. It is unclear if the employee can develop to the point where all job expectations are met. Immediate action must be taken as a result of this assessment.	1

 

Section 4 – The Performance Review Meeting

All Performance Review meetings should take place between June 30 and July 21.

The completed Summary Assessment Form should be used to form the basis of the discussion for the Performance Review meeting. Managers should also communicate the approved performance rating.

Employees are encouraged to provide comments in writing about the assessment after the Performance Review meeting.

Section 5 – Advancement Staff on Maternity Leave or Parental Leave

Any staff on paid leaves of absence like Maternity Leave on July 1, 2011 are entitled to salary increases according to the instructions listed in this document.

Any staff on unpaid leaves of absence like Parental Leave on July 1, 2011 should have their base salary increase effective on the date of their return from leave. The actual Performance Review is not to be conducted until they return from the leave. The process is identical for these staff but the dates are adjusted based on their date of return.

Section 6 – Divisional HR Office Contacts

If you have any questions about this process please contact your Divisional HR Office. HR Contacts for Advancement Professionals are listed below:

Faculty/Division	HR Contact	Contact Information
Division of University Advancement	Erin Jackson	erin.jackson@utoronto.ca 978-2110
	Tyler Couperus (DUA)	tyler.couperus@utoronto.ca 978-4920
	Di Draganidis (DUA)	diamando.draganidis@utoronto.ca 978-5754
Faculty of Applied Science & Engineering	Emma Scully	Emma.scully@utoronto.ca 978-8453
Faculty of Arts & Science	Carol Robb	Carol.robb@utoronto.ca 946-5182
Faculty of Dentistry	Alison Mahoney	alison.mahoney@utoronto.ca 979-4900  ext 4388
Faculty of Law	Kathleen Slater Madelaine Panoulias	mailto:kslater@oise.utoronto.ca  978-1313 Madelaine.panoulias@utoronto.ca  978-1298
Faculty of Management	Jan Kloosterhuis	Jan.kloosterhuis@rotman.utoronto.ca 946-7331
Faculty of Medicine	Diana Tiernan	diana.tiernan@utoronto.ca 946-5495
Faculty of Music	Kathleen Slater Madelaine Panoulias	mailto:kslater@oise.utoronto.ca 978-1313 Madelaine.panoulias@utoronto.ca  978-1298
Faculty of Nursing	Emma Scully	Emma.scully@utoronto.ca 978-8453
Faculty of Pharmacy	Emma Scully	Emma.scully@utoronto.ca 978-8453
Faculty of Physical Education and Health	Emma Scully	Emma.scully@utoronto.ca 978-8453
Faculty of Social Work	Kathleen Slater Madelaine Panoulias	mailto:kslater@oise.utoronto.ca 978-1313 Madelaine.panoulias@utoronto.ca  978-1298
Innis College	Carol Robb	Carol.robb@utoronto.ca 946-5182
New College	Carol Robb	Carol.robb@utoronto.ca 946-5182
Woodsworth College	Carol Robb	Carol.robb@utoronto.ca 946-5182
OISE	Kathleen Slater Madelaine Panoulias	mailto:kslater@oise.utoronto.ca 978-1313 Madelaine.panoulias@utoronto.ca  978-1298
University of Toronto at Mississauga	Lynda Collins	Lynda.collins@utoronto.ca 828-5210
University of Toronto Scarborough	Kim Richard	Richard@utsc.utoronto.ca 287-7077
University of Toronto Library	Scott Hilborn	Scott.hilborn@utoronto.ca 978-7646