Frequently Asked Questions

  1. Question: Will the documents or publications be used to decide on our promotions? Answer/ Response: Performance Contracting System shall be used for assessing Performance of the University departments and staff at JKUAT. It may be used for promotion and other reward or sanctions in future. Currently, the University has not considered to use it for sanctions and rewards yet.
  2. Question:  I was re-deployed to a different department where I am performing duties that are totally different from the duties I was performing in the previous department. This happened in the 2nd Quarter after I had signed a PC in the previous department. How do I report in the subsequent quarters ? Answer/Response: Since you have only made the 1st quarter report in the previous station, prepare and sign a new PC in your current department. Thereafter make quarterly reports based on your new contract. Also attach the letter of deployment to your new PC for our records.
  3. Question: Why is it that the Departmental performance Contract forms on DiPCA website do not have dynamic indicators? Answer/response: The Template for cascading was customized. The dynamic category was removed. Indicators in this category may be placed under operational in this template. Our objective is to simplify the process as we cascade. However, you may provide feedback to enable us adjust and improve the process.
  4. Question: Do I have to indicate Director’s obligations and the CoD’s obligations on the contract? Answer /response: Obligations of parties were not considered necessary for the customized template. They are assumed to exist irrespective of whether they are stated or not. This was meant to reduce paper work.
  5. Question: Why are members of staff not called to DiPCA to defend their performance during evaluation? Answer/Response: We do not invite staff to defend their performance because staff should defend their performance by providing evidence. Further note that it is the HoDs who assess staff performance after which they forward the report to DiPCA. DiPCA only monitors and does computation of scores. The computation is based on the information provided supported with evidence. So just make sure that you provide appropriate and adequate evidence showing your performance.
  6. Question: Do individual staff get feedback after evaluation? Answer/Response: Not at the momement. The results are forwarded to HR for compilation, since PC contributes 50%. However, we give guidelines on how staff can do self evaluation and where we do not agree with the submitted report, we contact individual staff. In future we shall be providing feedback to individual staff and their HoDs as well.
  7. Question: What leads to poor performance of individual staff as per the PC report from DiPCA? Answer/response: Poor performance as shown by DiPCA scores arises from lack of evidence to support performance reported, reporting on indicators different from what is in the contract, failure to implement activities in the contract, failure to report performance or wrong reporting e.g. failing to report on some targets in the contract.
  8. Question: If my letter of appointment did not specify my job description, how do I fill the form? Answer/response: Ask your HOD to provide you with your job description. It is a requirement under ISO 9001:2008.
  9. Question: If I am a lecturer and at the same time I am in management as head of Directorate, for example, how many PCs should I prepare? Answer/response: It means you will have two PCs one for yourself and one for your department.
  10. Question: My principal has not signed his performance contract and cascaded it to (my department/me) How do I prepare my departmental/individual PC? Answer/response : Proceed and prepare your PC based on your mandate. The important thing is not copying from the PC of your senior. What is important is that you have a contract based on your mandate and strategic objectives.
  11. Question: If you have been appointed towards the end of PC cycle e.g. in May, Can one sign PC for the remaining period? Answer/response: Yes. You prepare a contract for specific periods usually beginning 1st July – 30th June. In this case reflect the short period in terms of the targets. Your targets should be that which you can achieve in the time frame available/remaining.
  12. Question: What happens if a department has not been signing and reporting PC for the past years? Answer/response: Staff/department will not be evaluated. They will be contravening University and National Policy. They are given a score of zero which may have negative consequences on the staff or department in future.
  13. Question: If I reported quarters 1, 2 and 3 and did not report 4th quarter, what will happen? Answer /response: The staff will not be assessed adequately. Fourth (4th) Quarter report carries a summary of what one has done for the whole period and reporting the same gives one a chance to be evaluated better. We shall base our evaluation on the latest report which may disadvantage you.
  14. Question: On the performance contracting form between the COD and individual staff, what dates do I indicate on the period? Answer/ response: The contracting period shall always be 12 months from 1st July to 30th June following year. For example, for the year 2012/2013 period the dates should be: 1/7/2012 to 30/6/2013.
  15. Question: Is there need of keeping the PCs of the previous years, and if they have to be kept, what is their final process or can they be disposed off to create space? Answer/response: Data is very important in organizations. For DIPCA, we shall endeavor to keep contracts and reports received as long as possible. It would be prudent to do the same. In due course, we shall come up with a policy and guidelines on period of maintaining data on PC for use by everybody.

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