| 1. |
Following Strategic People Management Minute 0002/2018, dated 07 March 2018, the next step in the Performance Management and Development System (PMDS) as indicated in the Determination and Directive on the PMDS for employees other than members of the Senior Management Service (SMS), is to explain the conducting of midyear performance reviews. |
| 2. |
The performance of employees must be monitored by supervisors on a continuous basis, with oral feedback on an employee’s performance if the performance is satisfactory and in writing if the employee’s performance is unsatisfactory. |
| 3. |
Mid-year performance reviews and annual performance assessments are compulsory and must be in writing. Annual assessments shall reflect the performance of the employee for the entire performance cycle (April to March). Annual assessment must be conducted even if the employee was employed for less than 12 months in that cycle. |
| 4. |
The templates for the completion of the quarterly reviews for probation purposes, six monthly reviews (Annexure C1) and final assessments (Annexure C2) are attached and are only applicable to school based employees. Office based employees must capture their quarterly reviews for probation purposes, six monthly reviews and final assessments on the Performance Management Information System (PERMIS). |
| 5. |
The five-point rating scale has been replaced by a four-point rating scale which shall be used to assess the performance of employees for the 2018/2019 cycle. A rating of a "3" on the scale entails "fully effective" which means that an employee who is rated "fully effective" has fully complied with the requirements of the job. The rating scale translates this to an overall score of 100%. Only whole numbers must be used in the scoring (no decimal numbers, e.g. 3,5 are allowed).
The table below explains the four-point rating scale, categories of performance and the associated descriptions:
| Rating |
Category and score |
Description |
| 1 |
Not effective
(less or equal to 66%) |
Performance does not meet the expected standard for the job. The review/assessment indicates that the jobholder has achieved less than fully effective results against all or almost all of the performance criteria and indicators as specified in the performance agreement (PA) and work plan. |
| 2 |
Partially effective
(67%–99%) |
Performance meets some of the standards expected for the job. The review/assessment indicates that the jobholder has achieved less than fully effective results (partially achieved) against more than half of the performance criteria and indicators as specified in the PA and work plan. |
| 3 |
Fully effective
(100%–119%) |
Performance fully meets the standard expected in all areas of the job. The review/assessment indicates that the jobholder has achieved, as a minimum, effective results against all of the performance criteria and indicators as specified in the PA and work plan. |
| 4 |
Highly effective
(120%–133%) |
Performance far exceeds the standard expected of a jobholder at this level. The review/assessment indicates that the jobholder has achieved better than fully effective results against more than half/or in all areas of the performance criteria and indicators as specified in the PA and work plan and maintained this in all areas of responsibility throughout the performance cycle |
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| 6. |
The performance assessment calculator shall be used to calculate the overall performance score(s) of the annual performance assessment. |
| 7. |
It is important that the due dates as per the Staff Performance Management and Development System (SPMDS) calendar and planning calendar for schools are firmly adhered to, especially the due date of the six-monthly reviews and final assessment scores. Employees will not benefit from receiving performance incentives should the documents not be submitted on time.
The due dates for the 2018/2019 cycle are as follow:
| Activity |
Due date |
| Conclude six-monthly reviews and submit certificates |
26 October 2018 |
| Conclude and submit final assessments scores |
19 April 2019 |
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| 8. |
If an employee is absent with permission or on precautionary suspension for a continuous period of three months or longer, the affected employee shall be regarded as having performed satisfactorily for that period of absence within that applicable performance cycle (as stated in Regulation 72(12) of the Public Service Regulations (PSR), 2016, published in Government Gazette No. 40167 of 29 July 2016). Periods of prolonged absence with permission include all types of approved leave. |
| 9. |
Mechanisms for dispute resolution must include any differences which may arise out of performance agreements, performance reviews and assessments. Any disagreement must first be resolved internally within the institution/unit/component/branch. If a dispute arises as contemplated in Regulation 72(4) of the PSR, the Executive Authority or delegated official shall appoint a mediator, who shall be an employee, to consider the dispute within one month after the expiry of the due date for signing of the PA. |
| 10. |
Employees who are appointed on probation are compelled to complete four quarterly reviews and a final assessment which will be utilised to confirm their probation appointments. |
| 11. |
Head Office and district office employees are to conclude their quarterly reviews on PERMIS. |
| 12. |
Support staff at schools will continue to follow the paper-based review and annual assessment process until further notice. |
| 13. |
Kindly bring the content of this minute to the attention of all staff under your supervision. |
SIGNED: LJ ELY
DEPUTY DIRECTOR-GENERAL: CORPORATE SERVICES
DATE: 2018:09:14
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