1. 1

2. Orientation to the Performance Planning, Feedback and Development (PPFD) Process for Confidential Staff 2013 2

3. The orientation will Review the goals of the program and its importance to U of T Identify the Performance Planning, Feedback and Development (PPFD) Process Discuss the critical dates and responsibilities for the Reviewer 3

4. Overview of Human Resources Management 4 Performance Expectations Coaching Feedback Coaching Professional Development Career Development and Succession Planning Compensation

5. The PPFD Process and its Outcomes 5 Assessing Performance Performance Expectations Coaching: Feedback & Development Positive work climate Competent staff members Recognition Professional development

6. Part A: Activity Report Key Accomplishments in relation to expectation & goals Other Accomplishments - Unplanned Professional Development Undertaken Personally Professional Development of Employees Supervised Service to the University of Toronto 6

7. Part B: Values and Competencies Summary Review core values and identify whether the employee ‘meets expectations’ or ‘does not meet expectations Review the competencies that were identified as relevant to role/individual and if any were given more weight Review detailed definitions provided in Competencies Worksheet Appendix A Provide suggestions for development activities with the help of the Competency Development Guide Appendix B Indicate the performance rating of each relevant competencies 7

8. Competencies Worksheet – Appendix A Quality of work Job Knowledge Problem solving Plan and Organize Initiative Communication Interpersonal/Teamwork Service Orientation Supervision 8

9. Performance Categories 5 & 4.5 = Exceptional Performance 4 = Excellent Performance 3& 3.5 = High Quality Performance 2& 2.5 = Partially Achieving Performance Expectations 1 = Unsatisfactory Performance 9

10. Part C: Overall Performance Rating Provides a recommended job performance rating Provides a summary of accomplishments and competencies Signatures and distribution 10

11. Conducting the Discussion 11 LEADER COACH COMMUNICATOR Observe performance Guide development Give feedback Document performance Create motivating climate

12. Part D: Planning for Next Review Period Aligns Individual efforts and U of T’s priorities Includes Objectives and special projects Professional Development plan Professional Development plan for any staff supervised 12

13. Critical Dates Overview 2013 Annual Process 13 by July 19Reviewer requests Part A Activity Report from P/M and Confidential staff members by July 19. Reviewer collects and reviews the reports and reflects on feedback and coaching discussions that occurred with staff members throughout the review period. July 22 - Aug 27Reviewer completes the Competencies Worksheet and Summary identifying the effective or ineffective behaviors demonstrated during the review period and obtains additional feedback on performance if appropriate. by Aug 27Reviewer submits the completed performance assessment with a recommended overall rating to the HR Office by Aug 27 for Divisional Review. Reviewers should not share recommended ratings with staff prior to the Divisional Review.

14. 14 Aug 27 – Sept 12 Divisional HR Offices facilitate Divisional Reviews. Approved Ratings are communicated to the Reviewer. By October 21 Reviewer conducts face to face performance assessment discussions and confirms all ratings with P/M and Confidential staff members. By October 31 A copy of the completed Performance Planning, Feedback and Development Form should be retained in the employee personnel file by the Reviewer and be provided to the staff member. By October 31The Reviewer should meet with each P/M and Confidential staff member to discuss and complete Part D: Planning for the Next Review Period. Critical Dates Overview cont. 2013 Annual Process

15. Human Resources Roles Provides stewardship Provides support for the process, reference tools, training and consultation Facilitates Divisional Review Retains copy to review the process for quality, consistency and training needs Human Resources & Equity Website http://www.hrandequity.utoronto.ca/current- staff/confidentials.htm 15