(1) Performance Planning and Review - Senior Staff (PPR-SS) applies to the following categories of staff: (2) The Performance Planning and Review - Senior Staff (PPR-SS) cycle features a series of formal discussions between senior staff and their Supervisors with the aim to plan and review performance on an annual basis. A performance pay bonus scheme was incorporated into the PPR-SS scheme from 2000. (3) The formal PPR-SS discussions will involve the following: (4) Recommendations for movement that are higher than the total remuneration range must be approved by the Vice-Chancellor and President. (5) The PPR-SS process has the following performance objectives: (6) The PPR-SS process has the following performance pay bonus objectives (Remuneration for Senior Staff Policy, Section 3): (7) The PPR-SS process is a participative process in which the senior staff member and Supervisor share the responsibility for the development and the review of the performance agreement. This requires the senior staff member to participate actively in the planning and development of performance objectives and the criteria used for reviewing these objectives. (8) The Supervisor refers to the officer to whom the position reports. In addition to being responsible for initiating and maintaining the PPR-SS process, the Supervisor is required to: (9) In relation to the Vice-Chancellor and President, the Chancellor is responsible for undertaking the role of Supervisor and making recommendations direct to Governance, Nominations and Remuneration Committee. (10) The authorising officer is described in the Register of Authorities and Delegations (QUT staff access only). (11) The responsibilities of the authorising officer are to: (12) The central role of the Performance Pay Committee is to consider recommendations and make final recommendations on the level of performance bonuses for eligible senior staff (SSGA-SSGE, excluding the Vice-Chancellor and President's direct reports in the SSGE range) to the Vice-Chancellor and President. The Committee also makes final recommendations to the Vice-Chancellor and President regarding movement within a total remuneration range for all senior staff. (13) Governance, Nominations and Remuneration Committee considers recommendations and makes annual determinations on the level of performance pay bonuses for the Vice-Chancellor and President and the Vice-Chancellor and President's eligible senior staff direct reports in SSGE range. (14) The Vice-Chancellor and President: (15) The elements of the PPR-SS cycle comprise: (16) Regular intermediate reviews can occur if requested by the senior staff member being reviewed (for example, if the priorities or expectations were changing) or by the Supervisor (for example, the reviewee is on probation, or if a problem regarding performance has been identified). (17) The PPR-SS cycle will apply uniformly to all participating in the scheme as follows: (18) Performance planning initiates the PPR-SS cycle and involves senior staff and their Supervisors negotiating and finalising a performance agreement for the PPR-SS cycle. It includes negotiating a development plan to help meet agreed objectives for the next twelve-month period. (19) Supervisors and senior staff need to determine a suitable process of meetings to develop and agree upon the performance agreement. (20) A suggested process for performance planning is available on the Human Resources website. (21) Progress towards performance plans will (at a minimum) be reviewed annually. More frequent performance reviews may be beneficial in some instances, especially where a senior staff member is in a new position or where priorities are changing rapidly. (22) The period of review for the purpose of the annual performance review and performance pay is the previous calendar year. (23) Annual performance reviews address the following issues: (24) Items to be discussed in any annual performance review meeting between the senior staff member and their Supervisor will typically include the following: (25) Following the completion of the annual performance review the Supervisor and senior staff member should sign the completed document. (26) Where performance is assessed by the Supervisor as less than satisfactory, the Supervisor will indicate this on the PPR-SS Action form and pursue with the staff member the recommended strategies as outlined in the Managing Unsatisfactory Performance Policy – Senior Staff. (27) The Performance Pay Committee comprises the Vice-Chancellor and President's nominee, the Provost/Senior Deputy Vice-Chancellor, Deputy Vice-Chancellor (Academic), and the Vice-President (Administration) and University Registrar. (28) The Performance Pay Committee's role is to: (29) The Committee will consider all recommendations on performance bonus for the senior staff group in light of individual achievement, corporate achievements for the preceding twelve month period, affordability, parity across the senior staff group, as well as any other relevant information such as reclassification of a position. (30) The Governance, Nominations and Remuneration Committee role is to consider recommendations and make annual determinations on the level of performance pay bonuses for the Vice-Chancellor and President, and the Vice-Chancellor and President's direct reports in SSGE range. (31) The Committee will advise Supervisors of its decision. There will be no further review of the Supervisor's recommendation to the Committee. (32) Senior staff members with supervisory responsibility are required to undertake a Quality Leadership Profile (QLP) as part of PPR-SS. The QLP should be utilised twice in a five-year period (e.g. in the case of fixed-term staff, two years into a contract and in the fourth year prior to review). The QLP helps inform performance planning and review discussions at the appropriate times. Human Resources coordinates the QLP process. Senior staff members should contact the Manager, Organisational Development for further information on QLP. (33) A senior staff member may or may not be appointed for an additional term of office in the senior staff position when their fixed-term appointment expires. (34) At least six months prior to expiration of a fixed-term appointment (or three months for fixed-term contracts of three years or less), the Vice-President (People) and Chief People Officer will write to the senior staff member seeking advice as to whether the senior staff member is seeking a renewal of their contract. The senior staff member will provide this written advice to the Vice-President (People) and Chief People Officer within three weeks. (35) Where a senior staff member seeks a further appointment, the Vice-President (People) and Chief People Officer will request from the Supervisor a recommendation to the authorising officer regarding the offer of a further appointment. The recommendation will be based upon the needs of the University and the on-going performance achievements of the senior staff member during the fixed-term appointment, with specific reference to documentation arising from the annual performance review meeting conducted with the staff member. Where necessary, the Supervisor may need to meet with the senior staff member to gather additional information in support of the final recommendation. (36) In some instances the timing of the fixed-term appointment renewal process may not coincide with the PPR-SS cycle. In such cases the Supervisor should be aware ahead of time, of the fixed-term appointment end date and take this into consideration when completing the PPR-SS process. (37) Renewal of fixed-term appointments are approved by the relevant authorising officer as prescribed in the Register of Authorities and Delegations (QUT staff access only). (38) At the completion of a PPR-SS cycle, the Performance Agreement and PPR-SS Action form will be filed on the appropriate file in Human Resources. (39) Aggregated development data sourced from personal development plans may be made available upon request to organisers of the QUT Senior Management Development Program within Human Resources. (40) In the situation where a negotiated performance agreement is not forthcoming in discussions between the Supervisor and senior staff member, either party may seek the assistance of the Supervisor's Manager to help reach a mutually acceptable performance agreement. The Supervisor's Manager may meet with either or both parties to clarify and resolve the issues. QUT Council acts as the final board of review for disputes arising from the PPR-SS scheme. (41) Where a staff member has concerns regarding the process undertaken by the supervisor to assess performance and/or perceives bias in the decision on movement within a total remuneration range, the following process will apply. (42) All aspects of PPR-SS shall be consistent with QUT's Social Justice Policies. (43) The University will provide to Supervisors and Senior Staff members training or briefings relevant to all aspects of PPR-SSPerformance Planning and Review for Senior Staff Policy
Section 1 - Application
Top of PageSection 2 - Performance Planning and Review for Senior Staff (PPR-SS)
Section 3 - Objectives
Performance Objectives
Performance Pay Bonus Objectives
Top of PageSection 4 - Roles and Responsibilities
Senior staff member
Supervisor
Authorising Officer
Performance Pay Committee (for eligible Senior Staff SSGA-SSGE)
Governance, Nominations and Remuneration Committee (for the Vice-Chancellor and President and the Vice-Chancellor and President's Direct Reports in SSGE Range)
Vice-Chancellor and President
Top of PageSection 5 - The PPR-SS Cycle
Top of Page
Section 6 - Performance Planning
Section 7 - Annual Performance Review
Section 8 - Performance Pay Committee
Section 9 - Governance, Nominations and Remuneration Committee
Section 10 - Survey Feedback on Leadership Performance
Section 11 - Renewal of Fixed-Term Appointments
Section 12 - Performance Agreement Documentation
Section 13 - Resolution of Disputes arising from Performance Planning and Review Discussions
Section 14 - Review of Movement within a total Remuneration Range Decisions
Top of PageSection 15 - Social Justice
Section 16 - Training for PPR-SS
View Document
This is not a current document. To view the current version, click the link in the document's navigation bar.
Categories of Staff
PPR-SS Stages
Timing
Senior staff SSGA-SSGE
Vice-Chancellor and President
Performance planning includes negotiation of performance agreement.
January or February of each year.
Senior staff SSGA-SSGE
Vice-Chancellor and President
Intermediate review (optional).
March to December of each year.
Senior staff SSGA-SSGE
Vice-Chancellor and President
Annual performance review meeting.
January to February of each year.
Senior staff SSGA-SSGE only
Movement within a total remuneration range decision as part of annual review.
Decision within a month of annual Performance Review meeting.
Senior staff SSGA-SSGE
Vice-Chancellor and President
Performance bonus process.
Determination of performance bonus.
March of each year.
April of each year.