Introduction

In the event of a discrepancy between this page and the Collective Agreement, the Collective Agreement shall be considered the final authority.

The University is committed to managing a performance planning, assessment and development process that:

1. Ensures consistency, equity, fairness, transparency and accountability of the process and its outcomes;
2. Ensures Member know explicitly what criteria are used for performance assessment;
3. Provides constructive feedback and reasons for decisions aimed at improving and maintaining Members’ performance; and
4. Aligns with the mission and strategic research and teaching directions of the University of Guelph.

Members will be considered annually for the purpose of performance assessment and constructive feedback, using the Criteria Document.

There shall be no heresay used in the assessment of Members. Members shall only be assessed oninformation in the Official File.

The performance assessment will provide, where applicable, to each Member a rating of either “Unsatisfactory”, “Improvement Required”, “Good”, “Very Good” or “Outstanding” in each of teaching, research and administration.  In addition, each Member will receive an overall performance rating, determined on the basis of the individual ratings weighted according to the Member’s assigned duties during the review period.  

Performance Assessment of RFT and TFT Members

Member Templates

Planning Templates – A template for the purpose of planning performance for the upcoming year.  The Member will include a description of long-term, annual and learning and development goals.  The Member will complete a planning template for all of the assigned duties (i.e., teaching, research, administration)

Assessment Templates – A template for the purpose of assessing the past year’s performance.  The Member will document his/her relevant contributions, activities and goal achievement(s).  The Member will also complete a self-assessment.  The Member will complete an assessment template for all of the assigned duties (i.e., teaching, research, administration).

Management Templates

Performance Summary – A report to the Director from the Teaching Review Committee, the Research Review Committee and/or the Supervisor providing the assessment of the Member’s performance in each specific area of responsibility.   The report shall include the performance rater.

Process

Each Member will submit his/her completed Planning and Assessment Templates to the Director by September 15th. 

The Director will provide a written reminder to each Member no later than August 15th of the deadlines for submission of documentation.

Failure to provide the Planning and Assessment Templates to the Director by September 15th, without prior approval from the Dean, OAC, will result in an “Unsatisfactory” performance assessment.

Peer Input

Members can elect to participate in the teaching observation process once per academic year, either in the fall, winter or summer semesters, in a course of their choosing.  Observers could include: experts from the Centre for Open Learning and Educational Support, the Office of Teaching and Learning, Program Co-ordinators or peers.

Peer input in teaching will be provided by the Teaching Review Committee.  The Teaching Review Committee shall be comprised of:

1. The Associate Director (Academic) will act as chair of the committee and will be provided with a second vote to break any potential ties; and
2. Two regular full-time, non-probationary College Professors or College Research Professors, elected for two year terms, by current College Professors and College Research Professors.

Peer input in research will be provided by the Research Review Committee.  The Research Review Committee shall be comprised of:

1. The Associate Dean (Research & Innovation), OAC will act as chair of the committee and will be provided with a second vote to break any potential ties; and
2. Two College Research Professors, elected for two year terms, by current College Research Professors.

Peer input in administration will be in the form of feedback from up to two Members from whom they would like the Supervisor to seek feedback on the performance of their administrative responsibilities.  It is also expected that the Supervisor will request feedback from direct reports and other peers as it relates to goal achievement and the employee’s effectiveness in the administrative role (e.g. for the Program Coordinators, the Associate Director (Academic) will request feedback from Members teaching in the program, as well as other Program Coordinators).

Assessment

Teaching Review Committee

The Teaching Review Committee will assess the Member’s performance in teaching.  The assessment will be based on:

1. Planning and Assessment Templates;
2. Teaching observation and related reflections if performed in the previous year; and
3. Course evaluations and student feedback.

The Teaching Review Committee: will determine the performance rating for teaching and complete the Performance Summary: Teaching and provide it to the Director.  The Performance Summary: Teaching will be signed by all voting Members.  The Performance Summary: Teaching will be placed in the Member’s Official File.

The decisions of the Teaching Review Committee will be reached by majority vote. The vote shall be by secret ballot.  A member may withdraw prior to consideration and decision on a particular case. However, no member present for the consideration of a case who is eligible to vote will abstain from voting. Recusals will be recorded explicitly, with their effective date, and may not be rescinded.

The Teaching Review Committee shall conclude deliberations no later than October 31.

Research Review Committee

The Research Review Committee will assess the Member’s performance in research and scholarly activities.  The assessment will be based on:

1. Planning and Assessment Templates;
2. Industry feedback; and/or
3. Information within the Member’s Official File.

The Research Review Committee will determine the performance rating in research and scholarly activities, complete the Performance Summary: Research, and provide it to the Director.  The Performance Summary: Research will be signed by all voting members.   The Performance Summary: Research will be placed in the Member’s Official File.

The decisions of the Research Review Committee will be reached by majority vote. The vote shall be by secret ballot.  A member may withdraw prior to consideration and decision on a particular case. However, no member present for the consideration of a case who is eligible to vote will abstain from voting. Recusals will be recorded explicitly, with their effective date, and may not be rescinded.

The Teaching Review Committee shall conclude deliberations no later than October 31.

Administrative Performance Review

The Associate Director (Academic) will assess the Member’s administrative performance.  The assessment will be based on:

1. Planning and Assessment Templates;
2. Feedback received directly from peers; and/or
3. Information within the Member’s Official File.

The Associate Director (Academic) will determine the performance rating in administration, complete the Performance Summary: Administration and provide it to the Director.  The Performance Summary: Administration will be signed by the Associate Director (Academic).   The Performance Summary: Administration will be placed in the Member’s Official File.

The Associate Director (Academic) shall provide the assessment no later than October 31.

Overall Performance Rating

Based on the relevant performance assessment summaries and assignment of duties, the Director will determine the Member’s overall performance rating for the year.  This rating will be based on the aggregation of the assessments in each of the relevant areas (teaching, research, and administration) weighted by the assignment of duties, using the Criteria document. The Director will provide in writing the assessment of performance, including the Member’s overall performance rating and the performance rating(s) in each of (where applicable), teaching, research, and administration. The Director will provide the assessment no later than January 10th. 

No later than the Family Day holiday in February of each year, the Director or designate will meet with the Member to discuss the outcome of his/her performance assessment and goals for the coming year.

A rating of “Improvement Required” or “Unsatisfactory” in teaching, research, or administration, will result in an ongoing and enhanced performance management process.

Appeals

Within fifteen (15) days of the meeting with the Director (per 18.24), a Member who has received an overall performance rating of “Improvement Required” or “Unsatisfactory” may appeal to the Dean, OAC.  Requests for extension, based on extenuating circumstances, may be made to the Dean.  Such a request shall not be unreasonably denied.

The Member may request to see his/her Official File/Assessment File.

The Member must submit a letter outlining the case for the appeal, the complete Assessment File, as well as any other supplementary evidence the Member deems relevant (NEW information is not permitted to be submitted).  The Member may request that the Dean speak with their Coordinator or other relevant individuals.

The Dean will meet with the Member as part of the appeal process. The Member is entitled to be accompanied to the meeting with the Dean by a representative of the Association. The Dean will provide the decision along with reasons in writing to the Member.

Performance Assessment of Casual Members

The Associate Director (Academic) will request in writing, a Member to submit relevant documentation they wish to be considered in the assessment of his/her performance. The Member will be required to provide his/her documentation to the Associate Director (Academic) within ten (10) days of the date of the request. 

The Associate Director (Academic) will assess the Member’s performance in teaching.  The assessment will be based on:

1. Submitted documentation;
2. Teaching observation and related reflections if performed in the previous year;
3. Feedback from the relevant Program Coordinator; and
4. Course evaluations and student feedback.

The Associate Director (Academic) will meet with the Member and will provide constructive feedback on his/her performance in teaching.

Official File

Performance Summary Templates will be removed from the Member’s Official File at the end of the process. The completed Planning and Assessment Templates, as well as the Performance Summary Templates, for Probationary Members, will be contained in the Member’s Official File until after the probationary period ends.