INTRODUCTION
All public service (PS) staff and their line managers (deputy directors-general, chief directors, directors, CEOs of FET colleges and principals) are reminded that all employees appointed under the Public Service Act of 1994 are appraised annually in terms of the Staff Performance Management and Development System (SPMDS), as per the prescripts of the Public Service Regulations of 2001.
This minute clarifies the requirements for the SPMDS 2010-2011 evaluation cycle and informs all PS staff and their line managers of the documents that must be submitted. All line managers are requested to adhere to the stipulated due dates.
For the 2010-2011 cycles, the SPMDS documents of staff members on Salary Levels 9 to 12 will be dealt with in terms of the operations and requirements of the PERMIS.
| 1. |
The evaluation cycle for all PS staff commences on 1 April of each year and ends on 31 March of the following year. |
| 2. |
Line managers must ensure that all PS staff members conclude their final performance review sessions for the 2010-2011cycle with their immediate supervisors or line managers. |
| 3. |
All PS staff and their immediate supervisors or line manager should have agreed upon a date for their final performance appraisal. This will also allow all line managers to verify the authenticity of all appraisal documents of their employees before they are submitted by the due date of 29 March 2011 for institution staff (owing to school holidays) and 8 April 2011 for office-based and Head Office staff. |
| 4. |
The appraisal documents of all institution-based PS staff must be submitted to the respective circuit team manager, who will verify the documents before they are submitted to the district office. |
| 5. |
The district office must ensure that the appraisal documents are captured and listed in accordance with the requirements indicated in Section B below. |
| 6. |
Line managers are reminded that all required documents listed in this minute must be submitted and that only the original versions of the documents will be accepted. Any documents outstanding will not be accepted after 29 March 2011 and 8 April 2011 respectively and there will be punitive consequences for line managers who are negligent in this regard. |
| B. |
SPMDS ANNEXURES TO BE SUBMITTED FOR SALARY LEVELS 1 to 8
|
| 1. |
All the Annexures listed below must be submitted. (Electronic versions of these documents are attached.)
| Annexure A: |
Individual Performance Plan (IPP) |
| Annexure B: |
Individual Development Plan (IDP) |
| Annexure C: |
Performance Review Instrument (Two recorded performance review sessions are required - Annexures C1 and C2) |
| Annexure D: |
Performance Appraisal Instrument |
| Annexure E: |
Motivation for "Commendable" or "Outstanding" Assessment |
| Annexure F: |
Nomination for a cash bonus |
|
| 2. |
Line managers and supervisors must ensure that all sections of all the annexures are completed and signed by all the appropriate officials. |
| 3. |
Two recorded review sessions are required. The Annexure C form must reflect that the performance review sessions were recorded bi-annually (one in the first half and one in the second half of the evaluation year). Therefore, two Annexure C forms (Annexures C1 and C2) must be submitted for each employee. |
| 4. |
All Annexures attached to this minute are regarded as official documents and are the only documents that will be accepted. |
| 5. |
In situations where employees received an overall rating of below "Satisfactory", Annexure G must be completed. Annexure G will then form part of the required list of documents for submission (Annexure G is attached). |
| 6. |
Failure to submit the required Annexure F will result in the Central Moderating Committee (CMC) of the WCED allocating awards at its discretion for the directorate or institution concerned. The composition of the CMC, as well as its roles and functions, will be clarified at a later stage. |
| C. |
PERMIS DOCUMENTS TO BE SUBMITTED FOR SALARY LEVELS 9 to 12
|
| 1. |
All the documents listed below must be submitted:
|
| 2. |
Line managers and supervisors must ensure that all the sections on PERMIS have been completed and signed by the employee and supervisor. |
| 3. |
Only PERMIS documentation will be accepted for Salary Levels 9 to 12. |
| D. |
NOMINATION OF PS STAFF FOR MONETARY AWARDS
|
| 1. |
The number of PS employees who may be nominated for cash bonuses is determined by the normal distribution curve. |
| 2. |
Supervisors or line managers are required to nominate 20% (as per the normal distribution curve) of their PS staff establishment who fall within Salary Levels 1 to 12 for a cash bonus. |
| 3. |
At school level, the entire PS staff complement must be used to calculate the 20% of employees who will be nominated for a cash bonus. Only staff members, who received an overall rating of either "Commendable" or "Outstanding", irrespective of occupational category, may be nominated for a cash bonus. |
| 4. |
At FET colleges, only the documents of deputy CEOs must be submitted. |
| 5. |
The following applies to office-based PS staff only: |
| 5.1 |
Only 20% of the office-based employees may be nominated for a cash bonus and only employees who received an overall rating of "Commendable" or "Outstanding" may be considered. |
| 5.2 |
The number of PS staff in a directorate who fall within Salary Levels 1 to 12 must be used to calculate the 20% of PS employees nominated for a cash bonus. (The 20% guideline will also serve as a control measure for line managers.) |
| 6. |
When calculating the number of staff who may be nominated for a cash bonus, the score must be rounded off to the nearest whole number. Examples: If your calculation generates an answer of 1.4, you may nominate only one PS staff member. If your score is 2.5, you may nominate 3 PS staff members. |
| 7. |
In situations where only one staff member is on the establishment, that member may be nominated for a cash bonus if he or she has received an overall rating of either "Outstanding" or "Commendable". |
| 8. |
Annexure F will contain the list of PS staff who will be considered by the CMC for a cash bonus. This document must be signed by the line manager. The original annexure must be attached to the appraisal documents of the nominated staff members. |
| 9. |
The ratings for staff members on Salary Levels 9 and 12 will be done in terms of the PERMIS. |
Kindly bring the content of this minute to the attention of all public service staff under your supervision.
SIGNED: PA VINJEVOLD
HEAD: EDUCATION
DATE: 2011:02:25
|
 |