Peel District School Board                                                                                  REVISED

PERFORMANCE APPRAISAL OF SUPERVISORY OFFICIALS

Statement of Policy

The Peel District School Board approves the establishment of guidelines for the performance appraisal of supervisory officials of the Board.  The process should operate in a climate characterized by clear and comprehensive planning, trust and continuous communication.  While a schedule for performance appraisals will be necessary, it is assumed that the performance appraisal process will be effected by a continuous flow of information and discussion between supervisory officials and their supervisor(s), using the criteria and within the timelines established by the Board.

Definition

Supervisory Officials includes Superintendents, as well as Directors and Controllers of Departments.

Process

The process for the performance appraisal of the supervisory officials of the Board will address the following purposes:

1)       to satisfy the Board, and through it the public, that each of the supervisory officials is accountable for carrying out their duties in a responsible, effective way,

2)       to provide directions, support and appropriate opportunities for professional growth and satisfaction for each supervisory official,

3)       to provide each supervisory official with regular feedback, reinforcement, advice and the direction needed to plan sensibly for the next year's work,

4)       to develop attitudes that encourage leadership, innovative teamwork and exceptional performance among the supervisory officials,

5)       to provide each supervisory official with a formal opportunity to provide assessment and advice to his/her supervisor,

6)       to provide a record of the professional achievements of each supervisory official, in formal statements in a cumulative performance file,

7)       to ensure that the skills and knowledge of the supervisory officials are appropriately used to support the implementation of the system goals and the development of a positive and productive learning/working environment,

8)       to ensure that appropriate support and direction are provided prior to any final recommendation for discipline where a supervisory official is not meeting expectations.

Administrative Regulations

1.     Responsibility

The responsibility for the performance appraisal process for supervisory officials will be as follows:

•  
• The Director of Education will coordinate the performance appraisal process for the Associate Directors and all other Supervisory Officials who report directly.

• The Associate Director – Instructional Support Services will coordinate the performance appraisal process for the Superintendents of Education and all other Supervisory Officials who report directly.

• The Associate Director – Operational Support Services will coordinate the performance appraisal process for the Supervisory Officials who report directly.

2.     Frequency

Each supervisory official should receive a written formative letter at the end of the first year.  A summative performance appraisal with the collection of survey data from trustees, colleagues and those supervised by the employee should occur in the third year and every five years thereafter.

3.     The Summative Performance appraisal Report

The summative performance appraisal statement will include the following elements:

• a description of the process followed to produce it
•  
• an assessment of the way in which the responsibilities of the job-description are being met, a description of any concerns there may be and a description of extra ordinary achievement, where applicable
•  
• a statement of the key objectives for the person for the coming year
•  
• specific recommendations of areas for improvement
•  

Should the performance appraisal report be largely negative, the Director of Education will join in its presentation, work with the persons involved to clarify both the directions required and the support to be provided and confirm what the consequences of a subsequent negative performance appraisal might be.

4.     Confidentiality

To ensure that the process is governed by mutual trust and a genuine concern for improvement in one's work, the data used and the annual statement must remain highly confidential.  Under the 'Municipal Freedom of Information and Protection of Privacy Act', all data used to develop any performance appraisal report must be available to the person being assessed.  As well, without that person's express permission, it cannot be shared beyond those involved directly in the process.  Copies of the performance appraisal report will be restricted to the person appraised, the person's file, the direct supervisor and the Director of Education.  Access to the file will be restricted to the Director of Education, supervisors and those granted access (in writing) by the person.

5.     The  Performance Appraisal Process for the Director of Education

The performance appraisal of the Director of Education will incorporate the same premises, procedures and criteria as those for the other supervisory officials.

The following modifications to the process will be used for the performance appraisal of the Director of Education:

• The Director's performance appraisal will be conducted by the Board, assisted by an external expert consultant mutually acceptable to both parties.  The external consultant will prepare the draft report for the Board.  It is recognized that the Board and Director may mutually agree, from time to time, that an external consultant is not required for the process.

• While the timelines will be similar, a formal report to the Board will be made by the Chair of the Board annually.

• The annual performance appraisal report of the Director of Education will be accompanied by a brief statement setting out the key measurable performance objectives for the Director for the next 12 months, for confirmation by the Board.

• The Director will then prepare an action plan for the accomplishment of these key performance objectives for confirmation by the Board.

• The key performance objectives for the Director of Education will form the basis for the performance objectives of Supervisory Officials and Principals/Managers across the system.

(Bold print together with underlining indicates new language)
([[ signifies removal of language)

Approved September 11, 1990
Revised October 8, 1996
Revised January 1, 1998 (to reflect change in Board name)
Revised April 11, 2000
Revised February 25, 2003
Reviewed December 2005
Revised August 24, 2010 (replaces former Policy #49 – Evaluation of Supervisory Officials)