Bursar´s Directive N. 1/2023 ****************************************************************************************** * ****************************************************************************************** Title: Amendment of Bursar´s Directive N. 4/2021 – Annual Systematic A Lead Office: Human Resources Department Effective date: 1 February 2023 ****************************************************************************************** * Amendment of Bursar´s Directive N. 4/2021 – Annual Systematic Assessment of Employees at Rectorate ****************************************************************************************** *========================================================================================= * Article I. *========================================================================================= Bursar´s Directive N. 4/2021 – Annual Systematic Assessment of Employees at the Expanded R amended as follows: 1.Article 4 paragraph 2 reads: "2. Assessment of employees classified as manual workers, s and operations workers is also carried out via an on-line application. The assessment is through a simplified form to be filled in solely by the superior officer.” 2.Article 6 paragraph 3 reads: “3. Upon the completion of the assessment period, every hea department and director of a unit is to prepare a summarizing report on the process of a in their departments and units respectively, including also suggestions by the employees is intended to reach the Bursar, Rectrix and other members of the University Management. Resources Department of the Rectorate is to compile a comprehensive report covering the Rectorate; the report along with the suggestions by employees and their possible solutio considered by the Rectrix´s Board.” 3.Article 7 paragraph 3, fifth clause, reads: “The superior of an employee or a member of Management or a unit management whose agenda includes the responsibilities of the superi decide to repeat the assessment. The list of employees to be assessed in the current yea Bursar upon proposal of the Human Resources Department of the Rectorate in consideration administrative load (to emerge particularly on the part of the superiors of employees to any other circumstances deserving special attention.” *========================================================================================= * Article II. *========================================================================================= This Directive becomes effective on 1 February 2023.   Appendix: Consolidated version of Bursar´s Directive N. 4/2021 as amended by Bursar´s Dire   Prague, 26 January 2023 Mgr. Martin Maňásek *========================================================================================= * Appendix: Consolidated version of Bursar´s Directive N. 4/2021 as amended by Bursar´s Di *========================================================================================= ------------------------------------------------------------------------------------------ Annual Systematic Assessment of Employees at the Expanded Rectorate ------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------ Article 1 Introductory Provisions ------------------------------------------------------------------------------------------ 1.Introduction of the annual systematic assessment follows the priority declared in the St 2021-2025, namely “The best people form the best university”; the objective is to improv conditions not only for academics and researchers, but also for administrative and other Charles University (the University). 2.The aim of regular systematic assessment of employees is to provide bidirectional feedba improve the quality of work of individuals and their motivation, which should result in quality of the functioning of the whole so called Expanded Rectorate. For the purposes o herein, the Expanded Rectorate includes the Rectorate and units of the University under of Appendix N. 1 of the Constitution of Charles University. 3.The systematic assessment is to support the work with objectives and to interlink indivi priorities and needs of the University as a whole and the Expanded Rectorate. The system is to provide an overview of the performance and its quality regarding individual employ enable the measuring of results achieved at their work respectively. It is to create the communication between superiors and subordinates and to facilitate regular bidirectional systematic assessment is to allow for the development and training of employees, and to motivations and shared responsibility. It enables to identify the potential of employees their career development. The systematic assessment is to establish the linkage between respective remuneration and to make the system of wages more transparent. ------------------------------------------------------------------------------------------ Article 2 Planned Schedule ------------------------------------------------------------------------------------------ The annual systematic assessment is to be held in the beginning of a calendar year (usuall and March). The period under assessment is the previous calendar year. Inter-assessment ca the year should a superior or an employee so request. Inter-assessment can serve to set ne work if its content has changed, or to assess the ongoing fulfilment of the aims set. Feed superior and an employee should be held continuously during the whole year. ------------------------------------------------------------------------------------------ Article 3 Parties Involved ------------------------------------------------------------------------------------------ 1.The systematic assessment of the members of technical and economic staff (TES) applies t the Expanded Rectorate that are subordinated to the Bursar of Charles University regardi issues of their employees, namely the Rectorate, the Institute of History of Charles Uni Archives of Charles University, the Centre for Theoretical Study, the Environment Centre Science Centre, the Centre for Transfer of Knowledge and Technology, the Central Library University, the Agency of the Council of Higher Education Institutions, Karolinum Press, Refectories, Premises and Facilities Administration and the Krystal Centre. 2.The participation in the systematic assessment of the Institute for Language and Prepara and the Centre for Economic Research and Graduate Education is to be decided by the dire respective units. They should notify of their respective decisions the Human Resources D the Rectorate no later than on 31st October. Should they fail to do so the procedure of assessment cannot be incorporated in the online application. 3.Annual systematic assessment applies to all employees of the Expanded Rectorate other th researchers and lecturers. Only employees under a contract of employment, and not those an agreement to perform a particular job or an agreement to perform particular activitie to the assessment. Employees with a contract of employment for FTE lower than 20 hours a not be assessed; however, if they expressly request an assessment, their superior is to The same rule applies to those employees whose employment at the University is to termin the following six months, particularly those employees with a fixed-term contract. Every assessed regarding all their tasks performed within their employment load for the Expand The superior is obliged, in advance, to get (from superiors of an employee who has more workload) relevant information that is necessary in order to accomplish the assessment. engaged only in projects under a fixed-term contract of employment can be excluded from but they must be informed of the fact in due time. However, if such employees show an in assessed their superior should hold the assessment. 4.The formal direct superior of an employee acts always as the assessor. The head of a uni the director of a unit can delegate the whole assessment procedure to subordinate heads lower units, and/or project principals. An employee must not be deprived of an opportuni assessment interview with their formally direct superior (e.g. head of the whole departm of the unit) should they show an interest. ------------------------------------------------------------------------------------------ Article 4 Assessment Procedure ------------------------------------------------------------------------------------------ 1.Annual systematic assessment is implemented via an online application. First, an employe form composed of three parts: self-assessment, setting work objectives for the next asse and the Plan of Personal Development. The form is automatically forwarded to their super superior invites the employee for an assessment interview. The interview is intended for to evaluate the employee as to their fulfilments of goals and competences. Next, the sup and agrees on the goals set by the employee for the next assessment period and the Plan Development. The form is then automatically forwarded back to the employee who is to con have read the assessment by the superior and agree with it. Should there be a conflict b assessment by the employee and the assessment by the superior, the objections against th procedure of the assessment can be considered by the Bursar or the director of a unit. 2.Assessment of employees classified as manual workers, servicepersons and operations work carried out via an online application. The assessment is implemented through a simplifie filled in solely by the superior officer. ------------------------------------------------------------------------------------------ Article 5 Assessment Interview ------------------------------------------------------------------------------------------ The usual and recommended form of an assessment interview is 1:1 (a subordinate and their superior). Where more workloads of one individual are at issue or the work is commissioned other than the immediate superior (e.g., in the case of participation of the employee in p superior of the employee’s main workload holds the responsibility for the assessment, but superiors can take part in the interview or provide relevant documents in advance. The int the form 2:1 (immediate superior and section/project head on the one part and the employee however, even in such case the interview format 1:1 is recommended (the superior and the e formats of interview can be held during one session. The immediate superior is always resp assessment and filling of the forms in the online module. The interview can be attended by or a member of the Rector´s Board or other persons from the management of the University o agenda includes the work of the employee. Those persons can be asked in advance to have ac assessment of the employee. ------------------------------------------------------------------------------------------ Article 6 Assessment Results ------------------------------------------------------------------------------------------ 1.A four-point scale is used for the assessment. 2.The assessment of goals should be tied to a special financial bonus if the economic situ University and its respective unit allows for it. The assessment of competencies is not special financial bonus but it becomes part of the basis for constituting or modifying t regular personal bonus and the Plan of Personal Development. 3.Upon the completion of the assessment period, every head of a department and director of prepare a summarizing report on the process of assessment in their departments and units including also suggestions by the employees. The report is intended to reach the Bursar, and other members of the University Management. The Human Resources Department of the Re to compile a comprehensive report covering the whole Expanded Rectorate; the report alon suggestions by employees and their possible solutions will be considered by the Rectrix´ 4.All information obtained during the assessment procedure is confidential. Only the manag the University, Human Resources Department of the Rectorate and the human resources depa respective unit will be authorized to access it within the process of personnel manageme organization. Further processing (such as archiving) must be subject to the rules of per protection. ------------------------------------------------------------------------------------------ Article 7 Assessment of Employees in Managerial Positions ------------------------------------------------------------------------------------------ 1.Assessment of employees in managerial positions is implemented by the Rector, Bursar or of a unit, possibly in cooperation with a member of the University management whose agen the work of the manager under assessment. Employees in managerial positions are assessed to their work goals and competencies, also for their fulfilment of objectives intended f positions and for their managerial competencies. 2.Employees in managerial positions are usually assessed in the following areas: a) Transforming the goals of the University into the goals of the Expanded Rectorate, wo individuals; b) Transferring information between the University management and subordinate employees; c) Cooperation with other workplaces; d) Managerial leadership and development of the workplace, working teams and individuals regular feedback and assessment of subordinates as well as their professional and qualif development. 3.In addition, heads of departments and directors of units are assessed via 360° feedback is held once every three years. Heads of sections/workplaces can opt for that type of as voluntary basis. If the assessment indicates substantial deficiencies in the work of the managerial position, the 360 system can be repeated the following year. The superior of a member of the University Management or a unit management whose agenda includes the res of the superior, is to decide to repeat the assessment. The list of employees to be asse current year is set by the Bursar upon proposal of the Human Resources Department of the consideration of the related administrative load (to emerge particularly on the part of of employees to be assessed) or any other circumstances deserving special attention. The of assessment means that the feedback is to be obtained via an anonymous questionnaire r subordinates, superiors and colleagues at the same level. The results of 360 assessment methodology of how to work with the results are to be provided only to the employee unde who should consult the results with their superior in the course of their assessment int the annual systematic assessment. The University Management can request that the Human R Department provide the results of 360 system. ------------------------------------------------------------------------------------------ Article 8 Assessment of New Employees ------------------------------------------------------------------------------------------ The first assessment of new employees is to be held before the expiry of their trial perio employee commences their employment in the second half of a calendar year the regular annu be omitted in the following year. However, it must be ensured in such a case that the asse expiry of the trial period include the setting of working goals for the following period u as well as the Plan of Personal Development in the online module. Assessment during the tr be done in paper form. Archiving documents by human resources departments of respective un implemented subject to the rules of personal data protection. ------------------------------------------------------------------------------------------ Article 9 Supporting Materials ------------------------------------------------------------------------------------------ 1.Methodological support for the process of assessment will include regular training works addition, the Manual for Assessors and the Manual for Employees Assessed have been draft are retrievable from the sharepoint folder Assessment of Employees. The folder also cont instructional videos for using the online module, a brief description of the assessment section, etc. 2.Employees can send their questions by e-mail to: hodnoceni(zavinac)ruk.cuni.cz. [ MAIL "hodnoceni(zavinac)ruk.cuni.cz. "] ------------------------------------------------------------------------------------------ Article 10 Transitional Provision ------------------------------------------------------------------------------------------ In 2021, the period under Article 3 (2) is extended until 30 November 2021. ------------------------------------------------------------------------------------------ Article 11 ------------------------------------------------------------------------------------------ This Directive becomes effective on 15 November 2021. The Consolidated Version becomes effective on 1 February 2023. Rectorate, Institute of the History of Charles University and Archive of Charles Universit Theoretical Study, Centre for Economic Research and Graduate Education, Environment Centre Science Centre, Centre for Transfer of Knowledge and Technology, Institute for Language an Studies, Central Library of Charles University, Agency of the Council of Higher Education Karolinum Press, Dormitories and Refectories, Premises and Facilities Administration and t Centre. Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on of natural persons with regard to the processing of personal data and on the free movement and repealing Directive 95/46/EC (General Data Protection Regulation) and Rector´s Directi Principles and Rules of Personal Data Protection.