MOH/CEO Performance Appraisal

Policy

Category: Board of Health
Subject: MOH/CEO Performance Appraisal
Division: N/A
Policy Number: CA.45.01.200
Effective Date: October 5, 2016

POLICY STATEMENT

The Board of Health (BOH) for Wellington-Dufferin-Guelph Public Health (WDGPH) is committed to encouraging continuous learning, professional development and accountability as a means of maintaining a competent workforce which provides a high standard of service to the public. The BOH’s key responsibility in this regard is through the support, development and evaluation of the Medical Officer of Health/Chief Executive Officer (MOH/CEO).

Introduction

  • WDGPH recognizes that reviewing the performance of the MOH/CEO is an important governance responsibility outlined in the Ontario Public Health Organizational Standards, and is essential to good management.
  • An essential part of determining the health unit’s performance is the assessment of the MOH/CEO.  The MOH/CEO is accountable to the BOH for leading the health unit and for implementing its decisions. The MOH/CEO leads and manages all aspects of the health unit’s operations.
  • The  performance  appraisal  is  a  systematic  process  to  support  and  assess  job  performance  in  relation  to established criteria and organizational objectives. The evaluation should not only highlight the achievement of desired outcomes but reflect how well the outcomes were achieved. It should emphasize how the MOH/CEO’s performance reflects the health unit’s values, vision, mission, mandate and policies and contributed to the achievement of the strategic goals.
  • The BOH is committed to establishing and participating in a performance appraisal of the MOH/CEO that promotes accountability, transparency and increases mutual understanding. It is one of several processes used by the BOH and the MOH/CEO to negotiate, articulate and review progress in meeting agreed upon performance standards and expectations.
  • The BOH reviews the performance of the MOH/CEO six months after appointment of a new incumbent and annually thereafter. This formal assessment aims to maintain open communication and provide a formal opportunity to assess the results achieved by the MOH/CEO.

General Principles

The performance appraisal is an annual requirement intended to support and reinforce the achievement of the strategic priorities, goals and objectives of WDGPH.

The process shall provide for ongoing opportunities for the BOH and MOH/CEO to discuss progress on the annual goals and objectives and for the BOH Chair, along with BOH members as deemed useful, to provide feedback and coaching, as may be appropriate.

The performance appraisal system, adopted by WDGPH, includes opportunities for input from BOH members, direct reports and Community partners.

The management of compensation for the MOH/CEO is guided by the policies and procedures aligned with those used for Managers at WDGPH and the Ministry of Health and Long-Term Care’s MOH/AMOH Compensation Initiative under the 2012 Physician Services Agreement, and is implemented as determined by the BOH.

Process

  • The Executive Committee of the BOH, chaired by the BOH Vice-Chair, will oversee the annual performance appraisal process.
  • The Director of Corporate Services will be an ex-officio member of this committee, providing performance appraisal management guidance and training, as well as administrative support as required.
  • The Performance Appraisal Process begins in the third quarter of the calendar year and concludes in the first quarter of the next calendar year.
  • Once the final appraisal document is complete, the BOH Chair provides a letter advising the Ministry of the completion of the process and a summary of its results. 

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.45.02.200 MOH/CEO Performance Appraisal
Ontario Public Health Organizational Standards

CONTACT FOR INQUIRIES

Chair of the Board of Health

APPROVED BY

Chair of the Board of Health 


Procedure

Category: Board of Health
Subject: MOH/CEO Performance Appraisal  
Division: N/A
Procedure Number: CA.45.02.200
Effective Date: October 5, 2016

PROCEDURE

This procedure outlines the process for the completion of the Medical Officer of Health/Chief Executive Officer (MOH/CEO) performance appraisal by the Board of Health (BOH) for Wellington-Dufferin-Guelph Public Health (WDGPH). 

To create a manageable, yet robust performance appraisal system, this procedure is best viewed as a toolkit for use by the BOH.

The performance appraisal toolkit consists of:

CA.30.05.104 – MOH/CEO Performance Appraisal - Checklist
CA.30.05.105 – MOH/CEO Performance Appraisal Form
CA.30.05.106 – MOH/CEO Performance Appraisal - Stakeholder Feedback Process
CA.30.05.107 – MOH/CEO Performance Appraisal - Direct Report Feedback
CA.30.05.108 – MOH/CEO Performance Appraisal - Community Partner Feedback

The Executive Committee has the following options regarding which tools to recommend to the BOH for the specific year they are reviewing. They may select:

To complete only the MOH/CEO Performance Appraisal; or
To complete the MOH/CEO Performance Appraisal document and any or all of the stakeholder appraisal feedback tools.

Essential Steps

1. The Executive Committee of the BOH, chaired by the BOH Vice-Chair, will oversee the annual performance appraisal process.

2. The Director of Corporate Services will be an ex-officio member of this committee, providing performance appraisal management guidance and training, as well as administrative support as required.

3. The Executive Committee will provide verbal updates in closed session to the BOH throughout the process.

4. The Executive Committee makes recommendations to the BOH at the October meeting the appraisal tool components selected to be used that year.

5. Each year, the Executive Committee will invite all BOH members to complete the performance appraisal document; in the event there are no volunteers the Executive Committee will ask specific members to complete this document.

6. The Executive Committee reviews the Performance Appraisal Checklist (CA.30.05.104) to prepare and assign responsibilities for the performance appraisal process.

7. The performance appraisal includes:

A summary and assessment of performance for the previous review period; and
The establishment of goals for the coming review period.

8. The performance appraisal is initiated in the last quarter of each year. Goals and objectives for the next performance year are prepared in the last quarter of the each year. Results of prior year goals and objectives are presented to the BOH before the end of February. This timing allows the results of the current years planning and year-end outcomes to be considered.

9. The performance appraisal is then completed in the first quarter of the current year.

10. The performance appraisal form is completed by the Executive Committee based on the following inputs:

a. Goals and targets to be achieved as agreed to, the Strategic Plan, the Ontario Public Health Standards (OPHS), Ontario Public Health Organizational Standards (OPHOS) and other direction provided by the BOH.
b. Evidence provided by the MOH/CEO, which includes a completed copy of the same performance appraisal form, specified required reports and may include other reports as deemed relevant by the MOH/CEO.
c. Their observed behaviour of the MOH/CEO;
d. Feedback from BOH members that have completed the evaluation process;
e. A meeting with the MOH/CEO to discuss preliminary findings and to set future goals; and
f. If applicable, key informant feedback is collected using standardized questions with:
i.  Up to two direct reports of the MOH/CEO, chosen by the Executive Committee.
ii. Up to two external stakeholders from two of the following sectors:

  • Municipal partners
  • Health care providers; and
  • Community partners.

The external stakeholders selected to provide feedback are chosen by the Executive Committee from a list of at least three names for each sector provided to them by the MOH/CEO. The names provided by the MOH/CEO should not be the same external stakeholders in successive years.

Feedback from external stakeholders on an annual basis will be at the discretion of the Executive Committee. Depending on the specific goals and priorities in any given year this may not be an applicable feedback source for the evaluation of the MOH/CEO performance.

11. Once data points and feedback are collected the Executive Committee will meet to review this information and prepare the draft document in preparation for the meeting with the MOH/CEO.

12. The Executive Committee shall in closed session review the performance results with the BOH prior to meeting with MOH/CEO.

13. The Executive Committee will determine who will meet with the MOH/CEO to discuss the performance appraisal. This shall include the BOH Chair.

14. The MOH/CEO may provide any additional or written comments.

15. After the meeting, the Executive Committee will ensure any edits or required revisions to the documents are completed in preparation for the signature phase.

16. The BOH Chair and the MOH/CEO will sign the performance appraisal, acknowledging that the appraisal has been discussed and received by the MOH/CEO.

17. The signed performance appraisal is filed with Human Resources in a sealed envelope.

18. Only the MOH/CEO and BOH Chair may access the sealed document.

PERFORMANCE AREAS OF FOCUS

1. Program Excellence – This area reflects on how the MOH/CEO has influenced the impact WDGPH has on: population health measures; the use of health status data; evidence-informed program decision-making; delivery of mandated and locally needed public health services as measured by the accountability indicators.

2. Client and Community Impact – This area reflects on the MOH/CEO’s representation of WDGPH in the community.

3. Employee Engagement and Learning – This area reflects on how the MOH/CEO has influenced WDGPH’s organizational capacity, climate and culture and the contribution made to enabling  engaged and empowered staff; thoughtful and responsive leadership and organizational structures that support decision-making, innovation and learning.

4. Governance – This area reflects on how the MOH/CEO has influenced the alignment of management methods and systems to ensure appropriate structures and resources are in place to achieve the WDGPH’s mission and vision. This area also reflects on the MOH/CEO’s responsibility for actions, decisions and policies that impact WDGPH’s ability to achieve the requirements as set out under the Strategic Plan, the OPHOS, other funder requirements and direction provided by the BOH.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy: CA.45.01.200 MOH/CEO Performance Appraisal 
Forms:

CA.30.05.104 – MOH/CEO Performance Appraisal - Checklist
CA.30.05.105 – MOH/CEO Performance Appraisal Form
CA.30.05.106 – MOH/CEO Performance Appraisal - Stakeholder Feedback Process
CA.30.05.107 – MOH/CEO Performance Appraisal - Direct Report Feedback
CA.30.05.108 – MOH/CEO Performance Appraisal - Community Partner Feedback

CONTACT FOR INQUIRIES

Chair of the Board of Health

APPROVED BY

Chair of the Board of Health