59. Performance management

59.1 The following requirements apply:

1. on an annual basis, a performance agreement will be established for each employee in May, and will be reviewed in November;
2. a performance agreement will be established within four weeks for employees commencing with, or returning to, the department. Where non-ongoing employment or a temporary assignment extends beyond 12 weeks, the same requirement applies;
3. managers will engage in regular two-way feedback with employees on their individual work performance and with work teams on their performance in meeting the section’s or committee secretariat’s work objectives;
4. written assessment of individual performance will be provided in October and April each year, along with the provision of written feedback to the manager by each team member or jointly with other team members; and
5. the overall performance standards for the Scheme will be “effective or better”, “requires development” and “unsatisfactory”.

59.2 Further details are set out in departmental guidelines.

60. Managing underperformance

Performance that requires development

60.1 Where an employee’s overall performance is assessed as “requires development” the employee’s manager will monitor their performance over the ensuing eight-week period (four weeks in the case of non-ongoing employees) or another period deemed appropriate by the Clerk. During this period the manager will implement development strategies to assist the employee to achieve an “effective or better” performance assessment.

Unsatisfactory performance

60.2 Where an ongoing employee receives an overall performance assessment of “unsatisfactory”, or where an ongoing employee is assessed as “requires development” and does not achieve an overall performance assessment of “effective or better” by the end of the period specified in clause 60.1, the Clerk may commence a performance management process. This may include:

1. advising the employee in writing as soon as practicable that their performance has been found unsatisfactory and state why; and
2. initiating a review of the employee’s performance over a specified time period.

60.3 If at the end of the performance review period under clause 60.2(b), the employee’s overall performance is assessed as “unsatisfactory”, the Clerk will issue a notice of intention to:

1. extend the review period by a further period as deemed appropriate by the Clerk, but in any event of no more than eight weeks; or
2. reduce the employee’s classification; or
3. assign the employee other duties; or
4. terminate the employee’s employment.

60.4 The employee will have at least seven days from the date of the notice given by the Clerk to show cause, in writing, why the action notified in the notice should not be taken.

60.5 At the end of the time period referred to in clause 60.4, the Clerk, having considered any representations submitted by the employee, may implement the intended action. If the performance review period is extended under subclause 60.3(a), at the completion of the extended performance review period, clauses 60.3 and 60.4 again have effect.

60.6 Where a non-ongoing employee does not achieve an overall performance assessment of “effective or better” at the end of the four-week monitoring period (as described in clause 60.1), the employee’s employment may be terminated.

60.7 The department may terminate the employment of a non-ongoing employee whose overall performance is assessed as “unsatisfactory” at any stage during their employment period.

60.8 Further details are set out in departmental guidelines.

61. Workloads

61.1 The department recognises the importance of employees balancing their work and personal life. While it is acknowledged that at times it may be necessary for some extra hours to be worked by some employees, this should be regarded as the exception rather than the rule.

61.2 When determining workloads for an employee or group of employees, the department will consider the need for employees to strike a balance between their work and personal life.

61.3 Where an employee or group of employees raise that they have experienced significant workload pressures over a prolonged period of time, the department and employee/s together must review the employee’s workloads and priorities, and determine appropriate strategies to manage the impact on the employee or group of employees.

62. Study assistance

62.1 The Clerk may approve study assistance to an ongoing employee to a maximum of:

1. 45 hours paid leave per university unit (or equivalent for unit-less courses) up to a maximum of 90 hours in a six month period, to attend classes, undertake examinations or for other agreed study purposes, which, with the agreement of the manager, can be accumulated over the semester and taken as a block of time; and
2. $2,000 per unit (up to a maximum of $8,000 per annum), or up to $8,000 per annum for unit-less courses or equivalent, for reimbursement of course fees, paid for upfront, and/or related costs.

62.2 The Clerk may approve for an amount of up to 50 percent of course fees and/or related costs to be paid upfront.

62.3 The Clerk may approve study assistance applications from non-ongoing employees on a case-by-case basis.

62.4 Further details are set out in departmental guidelines.

63. Learning and development

63.1 The department is committed to ensuring all employees have access to and are provided with a range of appropriate and tailored opportunities for their specific learning and development needs so they have the capabilities required for their current job and future career.