2020 Performance Appraisal Process - Staff Support

General infomation

Suggested timeline for 2020

Key Dates to Remember 

While these dates are the formal University dates, your own department may have adopted variations within this timeline but the March 12 deadline is firm to enable the calculation of merit increases effective May 1, 2021. Please check with your manager to confirm your timeline.

Week of December 7, 2020   

  • HR provides the minimum performance ratings to each Department Head responsible for Salary Pools and/or Delegate for their Staff through Excel templates  
  • Department Head responsible for Salary Pools and/or Delegate communicates the minimum performance ratings that apply for 2020 to their Managers

December 2020 to January 15, 2021

  • Staff advise their Manager which of the two processes they would like to follow: 
  1. Normal Performance Appraisal with the completion of the Staff Confidential Appraisal Form; or,    
  2. Performance conversation without the completion of the Staff Confidential Appraisal Form
  • Managers schedule performance conversations with their Staff

January 18, 2021 to February 12, 2021 (4 weeks) 

  • Staff reviews, documents, and prepares for a meaningful discussion with their Manager, including highlights of accomplishments and goals
  • Managers conduct performance conversations with their Staff, including the completion of the Staff Confidential Appraisal Form for those employees who elect that process

February 16, 2021 to March 5, 2021 (3 weeks)

  • Based on the performance conversations, Managers assess whether the performance of their Staff in 2020 warrants a higher than minimum performance rating, if so, document rationale and provide it to their Department Head for review
  • Department Heads review documented rationales for higher ratings and confirm final performance ratings for 2020 to Managers

March 8 to 12, 2021 (1 week) 

  • Department Heads responsible for Salary Pools and/or Delegate complete Excel template with final performance ratings (include rationale for performance ratings above minimum) 

By March 12, 2021 

  • Department Head responsible for Salary Pools and/or Delegate return Excel template with final performance ratings for 2020 to Human Resources*   

As soon as completed

  • Return any completed Staff Confidential Appraisal Forms(s) to Human Resources* (as applicable)

Black-out period

March 15, 2021 to April 30, 2021

  • Any requests for job evaluations received during the black-out period (from March 15, 2021 to April 30, 2021) for jobs that result in a change in salary grade will be accepted but the changes in salary will not be effective until May 1, 2021 when the black-out period has concluded
*Due to the confidential nature of the performance appraisal information, please send directly to Joan Kennedy in Human Resources, joan.kennedy@uwaterloo.ca  

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Minimum performance ratings for 2020

Minimum performance ratings are calculated by Human Resources based on the average over the previous three performance appraisal years, rounded to the nearest available performance rating (rounded up or down). These performance ratings are sent to each Department Head responsible for Salary Pools in December 2020. The below table highlights the calculation of these minimum ratings for various scenarios:  

Scenario 

How minimum performance rating is determined

3 previous ratings – same position

Average of previous 3 ratings used as minimum   

3 previous ratings – more than 1 position

Average of previous 3 ratings used as minimum   

2 previous ratings 

Average of previous 2 ratings used as minimum   

1 previous rating 

Previous rating used as minimum   

2 previous ratings, one rating is a 6 or 7 

Previous rating used as minimum   (6 or 7 does not apply in calculation) 

3 previous ratings, one rating is a 6 or 7

Average of 2 previous ratings used as minimum   (6 or 7 does not apply in calculation) 

Staff on maternity/parental leave or other ESA leave of absence

Average of previous 3 ratings applied as minimum   

Staff on sick leave

Average of previous 3 ratings applied as minimum 

Staff on long term disability

Not eligible for merit process

Staff on unpaid leave of absence

Not eligible for merit process

New hire (late 2020) 

Average rating does not exist; average performance rating of 3 assigned.  Documented rationale must be submitted by Manager to department head for approval of higher rating.

New hire (January 2021 to March 30, 2021) 

6 rating applies, range adjustment only 

New hire (April 2021 and later) 

7 rating applies, no adjustment as hired in the May 1, 2021 salary range 

Previous 6 or 7 rating 

Average rating does not exist; average performance rating of 3 assigned.  Documented rationale must be submitted by Manager to department head for approval of higher rating.

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Frequently asked questions for Staff

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Resources

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