Job or Supervisor Changes, LOA, Retirement, More than One OOS Position, Return to Work (RTW)

Job or Supervisor Changes

One of the most common questions regarding the APP process is what to do when there’s a job and/or a supervisor change during the year.

Supervisors are responsible for submitting APPs for all OOS employees who report to them at the end of the fiscal year (March 31). One of the features of the new APP website is the ability for supervisors to see a list of all OOS direct reports at any time of the year. You can view this under the Supervisors tab on the top menu and by selecting My Employees. If there are inaccurate reporting relationships please contact shaorgdevelopment@saskhealthauthority.ca. 

In situations where there is a supervisor or position change during the performance year, review the following scenarios and follow the recommended processes accordingly.

• Scenario 1 – Employee moves to a role with a new team
• Scenario 2 – Employee exits the organization 
• Scenario 3 – Change in Supervisor
• Scenario 4 – Job/Supervisor change takes place with no review or feedback provided before transition
• Scenario 5 - Employee was in-scope, spends greater than three months in an out-of-scope position, then returns to in-scope. 

Scenario 1 – Employee moves to a role with a new team

In situations where an employee is moving to a new team, the supervisor should do the following:

• Consider completing a “year-end” review meeting with the departing employee, particularly if the departure date is within the last two quarters of the fiscal year.
• Email performance feedback and, depending on the time of year, provide a recommended performance rating for that employee to the new supervisor. 

Transition occurs within the first 6 months of the year:

• Provide email feedback to the new supervisor on employee performance to-date

Transition occurs after 6 months:

• Provide email feedback to the new supervisor on employee performance to-date
• Provide a recommended performance rating for the new supervisor to consider

Scenario 2 – Employee Exits the Organization

The only change in this scenario is that, when an employee exits the organization, a year-end APP does not need to be submitted for that employee. See information below for what to do in situations when an employee is on an approved LOA. 

Scenario 3 – Change in Supervisor

In situations where there is a change in supervisor, when possible and appropriate, year-end performance reviews with each employee should be scheduled as part of the departing supervisor's exit strategy. 

If possible, departing supervisors should complete the following:

• Schedule 1:1 performance review meetings with each OOS employee
• If 1:1 meetings are not possible, departing supervisors should provide written performance feedback on each OOS direct report and provide that written summary to their supervisor and, if known, to their successor. 

In all scenarios, recommended year-end performance ratings should only be shared with the new incoming supervisor.

Scenario 4 – Job/Supervisor change takes place with no review or feedback provided before transition

In scenarios when a transition has taken place without a performance review and/or written feedback provided by the previous supervisor, employees and their new supervisor should consider the following, depending on the time of year that the transition takes place:

Change occurs between April and December

Employees:

• Work with your new supervisor to determine if the current goal(s) best represents your priorities and contributions and make changes as needed.
• If completely replacing goals, update APP accordingly. 

Supervisors:

• If previous supervisor hasn’t provided written or verbal performance feedback and/or a recommended performance rating at the time of transition, it is your responsibility to determine if that feedback is needed and, if so, to contact the employee’s previous supervisor, if possible and/or appropriate. 

Change Occurs Between January and March

Employees and Supervisors:

• It is recommend to wait until the next planning cycle to identify new goals, rather than making changes at this point.

As per the scenarios above, new supervisors should collaborate with previous supervisors for performance feedback and recommended performance ratings if this information is not provided by previous supervisors at the time of transition. 

Scenario 5 - Employee was in-scope, spends greater than three months in an out-of-scope position, then returns to in-scope. 

Option 1: If returning to an in-scope position and not anticipating a potential return to an out-of-scope role the employee and supervisor can choose to not complete an APP. 

Option 2: If a return to an out-of-scope role is expected within the next fiscal year, employee and supervisor should complete and submit an APP. That employee should request an APP review upon their return to an out-of-scope role and may be eligible for an in-range increase. 

Leave of Absence (LOA - including Maternity Leave)

Employees on an approved leave of absence, who have at least three months of active employment in an OOS position in the performance review period (April-March), have two choices for completing the APP:

• Complete and review the APP with your supervisor before starting the LOA. When you return to work, you will immediately start earning the new rate of pay if you are eligible for an increase.
• Complete and review the APP after return to work. Within one month of your return to work date, complete and review your APP with your supervisor.  The supervisor will submit through the APP website. Once your APP is processed, if you are eligible for an increase, your rate of pay will be increased retroactively to your return-to-work date.

Retirement

OOS employees who plan to retire during the fiscal year are required to start an APP. Goal setting and continuous feedback with your supervisor is a priority at all times. 

Start your APP and meet with your supervisor to review short-term goal(s) at the beginning of the year. This is an opportunity for you and your supervisor to discuss what it means to finish well prior to retirement. 

If you will retire before June of the current performance year, there is no need to submit an APP by the end of April.

Hold More Than One OOS Position

Employee - If you hold multiple OOS positions:

• Complete one APP that encompasses all OOS positions.
• Work with your supervisors to determine work and leadership capability goals that align with your multiple positions.

If reporting to multiple supervisors:

• Those supervisors should each provide input and performance feedback throughout the year and collaborate together to complete the year-end review and recommended rating.

Supervisor - If you have an OOS employee who holds multiple OOS positions:

• Collaborate with that employee and their other OOS supervisor(s) to determine the most appropriate work and leadership capability goals for their APP.
• Work collaboratively with the other OOS supervisor(s) during the year-end review period to determine the most appropriate recommended rating and rationale.
• Decide with the other OOS supervisor(s) who will submit the employee's APP.

Return to Work (RTW)

For employees on a Return to Work (RTW) the following procedures apply:

• Eligible to submit an APP when on a RTW and have at least three months active employment in the performance review period (April 1 to March 31), and have worked 40% or higher of full time hours during that time. 
• If an individual on a RTW either doesn't have 3 months active employment or has worked less-than 40% of full time hours in the performance year, they will be excluded from the APP for that year. 

Submission After the Deadline Following an Approved Leave

Employees who have been on an approved leave are eligible to submit an APP for the previous year with in the first month after returning to work. 

Upon return from an approved leave: 

1. To enable access to the APP the supervisor contacts SHAOrgDevelopment@saskhealthauthority.ca to advise of the employees return and request an APP status change. 
2. The employee completes and submits their APP. 
3. The supervisor reviews and completes their portion of the APP.
4. The supervisor contacts SHAOrgDevelopment@saskhealthauthority.ca to let them know the APP is complete.
5. The OEL team will notify Compensation and Benefits. 
6. Once your APP is processed, if eligible for an increase, the rate of pay will be increased retroactively to your return-to-work date.