Professional and Executive Staff - Annual Performance and Development (APD) Process

Professional and Executive Staff - Annual Performance and Development

The Annual Performance and Development (APD) process at The University of Queensland strives to support all staff in their development journey in the pursuit of excellence. The APD process encourages staff to:

  • Highlight their achievements and progress against previously set goals 
  • Reflect broadly on their performance
  • Clarify their career and development aspirations 
  • Set their goals and objectives for the year to come 
  • Prioritise a designated time to connect with their Leader to discuss performance and career development.  

Provided below is a message from Professor Deborah Terry AO, Vice-Chancellor and President, providing an overview of the Annual Performance and Development (APD) process.

 

Click on the following to learn more about the different elements of APD.

Key timeframes

4 OctoberAPD process is opened for all staff in Workday
31 JanuarySelf-evaluation is due for all staff
31 March

Manager Evaluation due

APD process closed

At UQ, performance and development is an ongoing process between a staff member and their Supervisor that includes:

  • goal setting
  • regular conversations, and
  • a formal annual review process.

All continuing and fixed-term academic staff employed for more than one (1) year are required to participate in the APD process. 

Staff who are not required to participate will still receive the APD template and are encouraged to connect with their Leader to have a performance and development discussion and clarify their goals.

Benefits of engaging in the APD process

For you

  • Foster clarity and create alignment for goals and expectations.
  • Mechanism to seek support to prevent or remove roadblocks to progress.
  • Foster transparency - understanding what good performance and expectations look like.
  • Recognition of contributions and efforts and exchanging feedback.
  • Boost performance through conversations about continued growth and development either in current role or beyond.

 

For Supervisors

  • APD allows a flexible approach which works for all staff irrespective of level and job family.
  • The APD process represents a defined opportunity to build engagement by helping people be more effective in their job and to continue to grow and develop.
  • Providing mechanisms to support leaders to make informed and consistent performance evaluations.
  • Capturing performance and career development information consistently over time (removing the need to retain paper copies).
  • APD both supports and informs strategic planning.

 

For UQ

Each person is responsible for driving their own development journey at UQ. To get the most from the APD process, it is recommended that you:

  • Supports talent identification and development through a fair and trusted process.
  • Promotes execution on the University's vision, mission and values.
  • Provides visibility for Senior Leadership over outcomes in their organisational unit; including goal setting, developmental commitments and career aspirations.

In 2022 the key timelines for the formal APD process will be conducted between 4 October 2022 and 31 March 2023 with a high-level overview of the key dates and actions as follows:

  • 4 October: APD process commences
  • 31 January: Self-evaluation is due for all staff
  • 31 March: Manager evaluation due. APD process closed.

4 October

31 January

To start the APD self-evaluation in Workday staff will receive an inbox message with instructions on how to begin.

  1. Upload any documents that are relevant to your performance and development throughout the year (optional)

  2. Review goals

Reflect on and provide a self-evaluation of each of the goals set for against Delivery and Citizenship and Leadership. Consider what you have achieved in this space, use data to show your results and impact. Include contributions to the team or other organisational outcomes. Reflect on the challenges you overcame and how you learnt from them.

Anpportunity is provided at the end of each goal domain to reflect on achievements or challenges more broadly than the goals that were set.

  1. Reflect on your career aspirations and your vision for your career plan.

  2. Reflect on the current year’s Development goals and plan for development for the following year by setting additional Development goals.

  3. Develop goals for the year ahead across Delivery and Citizenship and Leadership. To draft goals, consider the question, ‘What do we need to accomplish this year to ensure it is a success?’
    For domain goal inspiration please view the Professional Goal Library.  

  4. Finalise the APD process information in Workday by ensuring mandatory training is up to date, completion of necessary disclosures and any final comments for reflections.

Once submitted this will workflow to your Manager for review.

Please note, at the end of this period any incomplete or partially completed templates will be automatically forwarded onto the next approver/step. 

By 31 March

Asa Manager, you will receive a notification when the APD documentation has been submitted by your direct report and is ready for your review and input in Workday.

 

It is recommended Supervisors draft the Manager Evaluation in Workday but do no submit until after the APD conversation to allow further input and discussion with the staff member.

  1. Manager to review self-evaluation and prepare for APD conversation.
     
  2. Staff member and Manager engage in an APD conversation to discuss goals and achievements from the year, identification of performance ratings, career aspirations and development, goals for the year ahead and any other discussion points required.

 

In the APD conversation the Manager may ask the staff member to amend any of the information in Workday (using the ‘send-back’ function) before finalising their comments.

 

  1. Finalise documentation in Workday. Submit commentary, goal domain ratings and overall rating in Workday.

Please note, the APD process closes on 31 March. Any incomplete or partially completed templates will be automatically closed. Goals can continue to be edited or added to throughout the year.   

Mid Year

A mid-year check-in is encouraged to review progress against goals and development areas.

This is an informal process and provides opportunity to update and add goals or record progress via Workday.  For further information, please view the online course, APD Mid-Year Check-In.

For further information on APD, read the Executive and Professional Staff Annual Performance and Development Policy [5.70.01].

Role of the staff member

Each person is responsible for driving their own development journey at UQ. To get the most from the APD process, it is recommended that you:

For further information and learning regarding the APD process please see the online course, APD Foundations.

Role of the Manager

The role of the Manager is critical in the Annual Performance and Development (APD) process. As a Manager you will:

  • Schedule the APD conversation with your staff.
  • Prepare for the APD conversation by reviewing the staff member's self-evaluation and drafted goals.
  • Model and reinforce a dedication to UQ's vision, mission, and values

  • Review and assess staff member performance to achieve alignment, celebrate and build on successes, and flag problems early.
    • Determine a rating for Delivery and Citizenship and Leadership as well as an overall rating.
    • Diagnose gaps between goals and results (considering the impacts of the individual, team, and UQ more broadly on individual performance) and help create a development plan to close those gaps. Clarify the results and timeline required, resources available, and create shared expectations and accountabilities.  If required, contact your HR Client Partnering team to create a performance improvement plan.
  • Support each team member to solve challenges, identify priorities, and remove obstacles to be more efficient and effective whilst maintaining engagement

  • Plan for the coming year through goal setting. Communicate UQ-wide or organisational unit priorities and help team members set and track goals that link up to these priorities. 
  • Encourage and support development through coaching, feedback, training, reflection, recommending resources, and making introductions. 
  • Ask for feedback on how you can better support your team members.

  • For further learning, attend Leading Annual Performance and Development for skills-based learning in leading effective performance and development conversations and participate in the online course, APD Foundations for further information on the APD process. 

Role of Senior Leadership

  • Set and communicate strategic priorities for the Organisational Unit to inform goal setting.
  • Clarify and communicate expectations regarding the APD process.
  • Review and approve Academic APD documentation (relevant to Heads of School and Institute Directors).

Frequently asked questions

APD Process Support

APD Workday Process

APD Explainer Video (16:27)

A full end-to-end walk through of the Workday process for both Professional staff members and Managers.

APD Webinars

For additional information and support on key elements of the APD process, staff and Managers are encouraged to register for a Webinar (running September - November 2022).

Leadership Development

Managers can prepare for the Annual Performance and Development (APD) season by attending one of the upcoming Leading Annual Performance and Development workshops running from August to December 2022. These workshops, conducted face-to-face or via Zoom for staff HEW 4 and above, are designed to support leaders in holding effective, development-focused APD conversations.

Register for a Workshop

APD Development for all staff

APD Foundations

This online learning offering provides Managers and staff members with information and support around effectively engaging in the APD process. 

APD Mid-Year Check-In

This online learning offering provides both Managers and staff members with information and support around the APD mid-year check-in.

Latest news

Leading Annual Performance and Development is here!

All Managers can join Leading Annual Performance and Development either online or face-to-face. These workshops are for Managers (HEW4 and above) and are skill-based and interactive focussed on holding effective, development-focused APD conversations.

APD Foundations

APD Foundations is an online course that provides Managers and staff members with information and support around effectively engaging in the APD process. 

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