Part I - Performance/Employment Management

56. Performance Management - Academic Staff

56.1 An integrated, comprehensive, University-wide performance management system applies to all continuing and fixed-term academic staff based on the compilation of an annual portfolio to be submitted by each staff member and approved by that staff member's supervisor.

As a best-practice system, it operates as an annual cycle with one formal performance review, supported, where possible, by regular informal feedback meetings.

56.2 The supervisor will advise the staff member in writing of planned time-lines for the submission of the components of the academic portfolio.

56.3 Details of the Performance Management Scheme are set out below .

The Annual Portfolio

56.4 A staff member's annual portfolio will comprise the following documents:

an engagement profile;
an achievement report;
a career development plan; and
any supporting documentation relating to other formal processes in the University such as tenure, promotion, OSP, probation, etc. (where applicable).

56.5 Details of the required contents of the documents in the annual portfolio will be as set out in existing University Policy on Performance Management for Academic Staff.

The Process

Submission and Review of Initial Portfolio

56.6 Staff members are required to submit a portfolio and meet with his/her supervisor within twelve months:

for existing staff, following the date of certification of this Agreement;
for staff commencing with the University or moving to a new position (e.g. promotion or transfer) after the date of certification of this Agreement, following the date of his/her commencement, promotion or transfer (as appropriate).

56.7 After submitting the portfolio to his/her supervisor, the supervisor will within a reasonable period (normally one month) meet with the staff member to review and approve the portfolio and discuss the staff member's submitted career development plan for the forthcoming year.

Ongoing Planning and Annual Review Cycle

56.8 The supervisor and staff member will then meet at least annually to review the portfolio and to update it to reflect the work unit's plans and priorities for the forthcoming year.

56.9 The timing of the review will be determined by the supervisor of the faculty/work unit, but would normally be in alignment with the planning and review schedule outlined in the relevant Monash strategic plan.

56.10 The review of the staff member's submitted annual portfolio will:

establish the final content of the staff member's engagement profile for the forthcoming year;
assess the performance of the staff member through evaluating the staff member's contribution and achievement as outlined in the staff member's submitted achievement report against the agreed (or approved by the Dean as appropriate) engagement profile established in the previous year;
inform the staff member of the supervisor's recommendation concerning incremental progression or accelerated incremental progression;
inform the staff member of the supervisor's recommendation in relation to (as appropriate):
- review for tenure;
- academic promotion;
- OSP.
inform the staff member of the supervisor's assessment of progress where the staff member is on a probationary appointment;
assess progress of the career development plan for the staff member and indicate agreed general career developmental needs.

56.11 Following completion of the review the staff member will, within a reasonable time frame to be determined by the supervisor, submit a modified engagement profile for the forthcoming year to the supervisor as required.

56.12 If the modified engagement profile is accepted by the supervisor it will then be signed by the supervisor and staff member.

56.13 In the event of:

the staff member failing to submit the modified engagement profile within a reasonable time frame as determined by the supervisor, or failing to submit the portfolio or engagement profile; or
a modified engagement profile being submitted and following discussion between the supervisor and the staff member, the profile has not been accepted by the supervisor,

the staff member will not be entitled to incremental progression until the annual initial or updated engagement profile has been submitted and accepted by his/her supervisor.

56.14 Failure to submit an engagement profile in accordance with a direction given by the Dean of the Faculty may attract disciplinary action.

Adjustments to Engagement Profile

56.15 If at any time it becomes apparent that a staff member's engagement profile requires adjustment, the Dean may, following discussion with the staff member and the supervisor, after taking into account matters required to be taken into account by existing University Policy, modify the staff member's engagement profile with appropriate adjustments to teaching, research, scholarship, professional and community service and/or administration/management commitments. A staff member may choose to be accompanied by a Representative, in any discussions with the Dean and/or the staff member's supervisor pursuant to this sub clause.

Incremental Advancement

56.16 A staff member's entitlement to incremental progression will be based on the staff member's performance being assessed as satisfactory by the staff member's supervisor based on the submitted annual portfolio. Assessment of performance will be consistent with:

whether the staff member has performed at an appropriate level for the staff member's appointment;
the Position Classification Standards relevant to the staff member;
the existence of non-traditional career paths;
equity and access policies of the University; and
enabling or mitigating circumstances.

56.17 Consideration will be given to granting additional increments within the relevant level in cases where it can be clearly demonstrated by the supervisor that the staff member has consistently exceeded the required performance level.

56.18 Where an increment is withheld the staff member may dispute the decision through the Employment Related Grievance Resolution Procedure.

Documentation

56.19 A copy of the final engagement profile will be made available to the Head of the Academic Unit and other staff of the academic unit.

56.20 The achievement report prepared by the staff member and the documentation emanating from the review of the achievement report may be used in proceedings pursuant to clause 56.18 above and/or any disciplinary action which may be covered by this Agreement.

56.21 Information contained in the achievement report and documents emanating from the review of the achievement report (particularly teaching and research quanta) may be provided by the faculty/department to the University for the purposes of bench marking and quality assurance.

Supervisors

56.22 The nominated supervisor of all academic staff members will be the relevant immediate academic line manager unless the University nominates or the academic staff member requests the nomination of an alternative supervisor.

56.23 Wherever possible, the academic line manager will be competent in the staff member's field of expertise.

56.24 Notwithstanding sub-clause 56.23 above, the Vice-Chancellor may delegate in writing another academic staff member classified at Level C or above to be supervisor of one or more academics or group of academics, provided such other academic staff member occupies a more senior position to the staff member being supervised.

56.25 The parties agree that training supervisors to effectively perform his/her role is vital to the success of the performance management system.

56.26 The achievement report of a supervisor will contain an upward appraisal component. That is, in the lead up to the completion of the supervisor's annual portfolio, the supervisor of the supervisor will consult as appropriate with the supervisor's staff to provide feedback on the supervisor's performance as a supervisor.