| 1. |
Nominations are being awaited of public service personnel (non-educators) who have completed the qualifying period of at least one year’s service in a specific rank during the period 31 March 2002 to 31 March 2003. |
| 2. |
The procedure for the submission of the motivation and the evaluation thereof has been explained in detail in previous circulars on this matter. The onus is still on supervisors and section, office and directorate heads to determine if and when staff members under their control qualify to be nominated for a second or a third notch. If problems are experienced in this regard, the personnel office may be contacted at the following numbers:
021 467 2433: Mr BN Bestenbier
021 467 2431: Mr WVC Klein
021 467 2427: Mr HJ Coetzer |
| 3. |
Please note the following very important aspects: |
| 3.1 |
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A clear distinction must be made between motivation and incidentation. Motivation is a clear summarized description per quality which portrays sustained, above-average performance, whilst incidentation, which is not required for the purpose of this evaluation process, refers to the recording of specific incidents (a reference to date, place and circumstances) as was required for normal personnel evaluation. One of the most important criteria for the granting of a second or a third notch, which has to be described in the motivation, is the contribution which an official has made towards making the service delivery of the Western Cape Education Department more effective and efficient. It must be clearly stated why the particular contribution is regarded as valuable. Statements such as “This person is rendering outstanding service” or “This person has a vast knowledge and many skills” without giving reasons for such a statement, are unacceptable. |
| 3.2 |
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The importance of appropriate motivation cannot be overemphasized. It is the main evidence on which the committee can base its decision and it must be obvious from the motivation why one person’s work performance is better than that of other persons in the same post class (rank). |
| 3.3 |
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The problem of the submission of identical motivation for more than one person at a specific school is still being experienced. This is unacceptable, even if they occupy similar posts. Motivation must indicate how one individual outperforms another. |
| 3.4 |
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If the same motivation is offered under more than one facet of the report, it must be fully explained in each case and the emphasis must be on how it will be of value under that specific facet. All the facets of a report are not always necessarily read and if the motivation has not been placed under the correct heading, it will be ignored. |
| 3.5 |
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Form PE2 (Annexure B) must be completed and submitted if a person refuses to supply motivation or is not interested in evaluation. |
| 3.6 |
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Open communication between supervisors and subordinates with regard to the application of the system is essential. |
| 3.7 |
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Although all staff members who qualify according to their seniority dates must be given the opportunity to supply motivation, it was explicitly requested in previous cycles that schools should, in view of the 5% and 15% limitation, assess the performance of their staff thoroughly so that reports are submitted only in respect of those who really outperform the others. This is not always done and in the cycle completed recently some schools submitted reports in respect of nearly all their staff members. |
| 3.8 |
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Allocated points must reflect the correct notch as recommended in the PE1 questionnaire. |
| 3.9 |
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The decision of higher authority in a case where consensus could not be reached between a supervisor and a subordinate regarding the nomination of the latter, must be communicated to him or her in writing by his or her line manager (level of director or principal). Reasons for the decision must also be given. |
| 3.10 |
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CUT-OFF LIMITS It is important to note that the assessment of staff must be dealt with within each component or institution. It is incumbent upon all line managers to ensure that nominations do not exceed the limit of 15% second notches and 5% third notches. These criteria must be strictly observed in respect of each post or salary level. To assist line managers to adhere to the set limits, the profile of their specific component, institution or office will be made available to them upon request. Under no circumstances may the set limits be exceeded as funds are available only for the allocation of 15% second notches and 5% third notches. The final nominations within the limit of 20% (15% and 5%) must be submitted to the Personnel Office for moderation. There will not be any central pre-sifting of nominations. In cases where assessment reports of more than 20% of the staff of a component, institution or office on each salary level are submitted, such reports will be referred back to the responsible component, institution or office so that the nominations can be brought in line with the prescribed cut-off limits. |
| 4. |
The closing date for receipt at Head Office of assessment reports in respect of staff who have been nominated and who qualify, is 30 June 2003. |
| 5. |
One of the biggest problems experienced in previous cycles, was the late submission of reports. Once again, sufficient time has been allowed for all reports to be submitted timeously and no extension will be granted. Late nominations and/or reports will not be considered. |
| 6. |
The following forms are attached and must be photo-copied for use: |
| 7. |
A control list of steps that have to be taken in the process - Annexure C - is also attached. |
| 8. |
Your co-operation in finalising the process as soon as possible will be appreciated. |
| 9. |
The Xhosa version of this circular will follow shortly. |
SIGNED: J.H. HURTER
HEAD: EDUCATION
DATE: 2003:05:08
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