PM&D

For advice: Contact your HR Advisor

PM&D forms: Refer to HR website and choose appropriate form

PM&D Cycle

Are the PM&D forms completed for probation?

Yes, the PM&D forms are completed for probation. The Part C: Performance and Development plan should be agreed and signed by Reviewer and staff member as soon as reasonably practicable after the staff member commences employment. The purpose of the Part C, is to identify the staff member’s objectives (and any development that will support them in meeting those objectives) for the first year with specific objectives covering the probation period.

There should be ongoing feedback and communication about the staff member’s performance throughout the probation period. At least three weeks before the probation end date, the Reviewer should start the review process by asking the staff member to complete the Part B: Performance assessment: annual activities evaluation. Successful completion of probation will be dependent on an overall rating of 'satisfactory' or higher.

Will the PM&D review date be 12 months after the completion of probation?

The PM&D review meeting will occur 12 months after the staff member commenced employment. This is generally six months after the probation review (unless a period of probation is extended).

Are the PM&D forms completed for the annual confirmation review?

The PM&D forms are completed for the annual confirmation review meeting. The Performance and Development plan (Part C) should be completed as soon as possible after the commencement of employment. Prior to the end of probation, a review is completed. A full review is then completed for the first year of confirmation, i.e. 12 months after commencement and annually thereafter. The Part C determines performance objectives and development needs for the next 12 months.

Is a PM&D review required when a staff member has completed the PM&D paperwork for the annual confirmation review?

PM&D reviews should be completed on an annual basis. The annual confirmation review satisfies the requirement for an annual PM&D review meeting.

Following the probation review, will the confirmation review be 12 months from this date?

The first annual confirmation review is held 12 months from the date of commencement of employment. This is generally six months after the probation review (unless the probation period has been extended).

At what time of year should PM&D reviews be completed?

The preferred method is to follow the schedule of PM&D review dates and to complete these as they occur throughout the year (the HRSC issues quarterly and monthly reports with PM&D review dates and increment dates). However, if it works better for an area to complete PM&D reviews in a block at a particular time of the year, this can be done. In this case, HR would adjust the PM&D date to reflect the local arrangements.

Is there only one PM&D meeting a year between the Reviewer and staff member?

There should be ongoing feedback and communication between the Reviewer and staff member about the staff member’s performance throughout the year. This allows both the staff member and the Reviewer to ensure that the staff member is on track in terms of planned objectives and any development needs can be identified and addressed on an ongoing basis. By the time the PM&D meeting is held, there should be no surprises to either the Reviewer or the staff member.

If a staff member no longer has an incremental progression date because they are at the top of their salary level, what is their review date?

If the staff member has already participated in a PM&D review, their next review will be 12 months after the date of their last PM&D review.

If a staff member is on secondment or transferred to another unit part way through their review period, how will the PM&D be managed?

An interim PM&D review should be completed by the Reviewer in the permanent unit prior to starting the secondment and by the Reviewer in the temporary unit at the end of the secondment (or annual PM&D review date, if sooner).

The minimum period for an interim PM&D assessment is six months, i.e. if a staff member’s secondment has been for a period of less than 6 months as at the date for the annual PM&D review, there would be no need for an interim PM&D assessment being carried out by the temporary unit and the PM&D can be based on the assessment carried out by the permanent unit for the review period.

What happens with leave? How will this affect the review date?

For all periods of paid leave and any period of leave without pay of less than one week, performance can be assessed on the balance of the review period with performance objectives set, or adjusted, to reflect the shorter review period.

For periods of leave without pay of one week or more, the review date is deferred for a period equal to the period of absence.

Does a period of SSP affect the review date?

No, the purpose of SSP is to provide academic staff with a period of release from normal duties to allow them to undertake a planned program of academic activity and development.

It is expected that staff planning to take SSP would set appropriate performance objectives relating to the outcomes of their SSP program and that the report of outcomes would be considered as part of the overall PM&D assessment.

The same would be expected of general staff who undertake Special Duties Overseas or Special Duties in Australia.

Does PM&D link to salary increments?

A staff member may progress to the next salary step of their level on the anniversary of their appointment following 12 months paid service. If a staff member’s overall performance is assessed as “not meeting performance objectives” or their conduct is found to be unsatisfactory, they will be ineligible for incremental progression.

A decision to withhold a salary increment must be authorised by the relevant PM&D Supervisor.

If a Performance Improvement Plan (‘PIP’) is implemented, when will the next increment be paid?

Increments are awarded in recognition of satisfactory service over the previous 12 months and are paid over the next 12 months. If overall performance is assessed as not ‘meeting performance objectives’ for the last 12 months the staff member will not receive the incremental progression payment for the next 12 months. If performance is then assessed as satisfactory or higher at the next performance review, the staff member will be receive the incremental progression.

Throughout the PM&D cycle the PM&D Reviewer and staff member should monitor performance against outcomes expected at the end of the 12 month PM&D cycle. If it is anticipated that performance may not be satisfactory, the issue should be addressed immediately with the aim of improving performance and receiving an increment.

What is ‘performance progression’ and how does it work?

Performance progression is a way of acknowledging outstanding performance by general staff covered by the Enterprise Agreement. It is based on a review of the previous 12 months performance period. If a general staff member receives an overall rating of ‘outstanding’ for their performance during that period, they will be eligible for consideration for a performance progression payment which is equal to one additional incremental step for a period of 12 months (which payment does not compound).

Performance progression is not guaranteed and the decision to grant a performance progression payment will be reviewed through the staff member’s PM&D evaluation.

This includes progression to the first step of the next level for staff at the top of their HEO level. Performance progression will be paid as a non-superable lump sum payment at the rate of pay applicable in the first pay period after the review date. The payment will be processed in the first available pay period after receipt of the forms.

If my overall review is ‘outstanding’, what will happen if my unit does not have the budget to fund performance progression?

An overall rating of ‘outstanding’ will be given to staff whose performance and achievements far exceed the standards of their position for all aspects of the position. As with promotions for academic staff, this benchmark is very high, and would only be achieved by a small number of general staff.

On this basis, it will be the unit's responsibility to manage their budget to ensure that the cost of performance progression payments for outstanding performance by general staff can be met (this is equivalent to the way that additional staffing costs resulting from promotions for academic staff must be managed by the unit).

What happens when the reviewer has recommended an overall rating of 'outstanding' and submits the proposal to the supervisor for approval to receive the performance progression payment?

Before conducting the review, it is important that:

the Supervisor and the Reviewer have an agreed basis of what constitutes 'outstanding' performance in the unit; and
that the Supervisor is satisfied that the agreed basis has been applied appropriately in each case where performance progression is being considered for approval. The Supervisor is responsible for both approving the performance progression payment for general staff receiving an overall rating of ‘outstanding’ and, ensuring that an appropriate review and assessment of the individual performance has been made in relation to expected outcomes and Unit objectives before providing such approval.

Reviewers providing an overall rating of 'outstanding' should convey the above procedure to the staff member.

How does the performance bonus work?

Only staff on AWAs, ITEAs and Common Law Contracts which contain bonus provisions are eligible for the Performance Bonus Scheme. Casual staff are not eligible to participate in the bonus scheme. The Performance Bonus Scheme will deliver rewards to eligible staff based on the achievements of goals determined at three levels:

University performance
Faculty/portfolio performance
Individual performance

For more information refer to the Performance Bonus Scheme section of the HR website.

The University of Sydney - Human Resources