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New appraisal and promotion system
Rucksack conversion and new language heading in
Sysper2
The 2009 appraisal and promotion exercise was launched on 7 January
2009 (see Administrative Notice 1-2009).
As part of the exercise, this Administrative Notice invites you to check
two elements which have been introduced into your Sysper 2 appraisal and
promotion file.
- The rucksack conversion
1.1 General approach
The introduction of the new appraisal and promotion system provides
for a conversion of the points accumulated under the old rules. This
conversion is based on the average number of points distributed per
official. In the former system, using a statistical average over 5
years, this was 17 points (an average of 14.5 merit points and 2.5
priority points). In the new promotion exercise, the average points
distributed will be 6 promotion points. The conversion of all the
points in the rucksack has been made on the basis of a 6/17
calculation. The results obtained have been rounded up to the
nearest full number.
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Example: At the end of 2008, an
official 'X' in grade AST 6 has a total of 46 points in the
rucksack. The 2008 threshold for this grade is 78. The
rucksack is therefore equal to 59% of the end 2008
threshold.
Recalculation: New rucksack will be 46 x 6/17 =
16.24, rounded up to 17 new points new threshold is 28 so
the rucksack is equal to 60.7% (61%) of the new
threshold |
1.2 Newly recruited officials
Officials who have not yet been promoted and who currently have in
their rucksack a fixed number of 9 points for the 9 month probation
period (6 points if the probation period was 6 months) will have a
two-stage conversion. Firstly, for the probation points, a ratio of
6/12 will be used (the fixed number of points corresponds to one
point per month). For the rest of the rucksack, the ratio of 6/17
will be used.
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Example: At the end of 2008, the
rucksack of an official in grade AD5 who has not yet been
promoted is 11 (made up of 9 probation points and two merit
points).
Recalculation: 9 x 6/12 = 4.5 = 5
points (rounded up) + 2 x 6/17 = 0.7 = 1 point (rounded up).
New rucksack is 5 + 1 = 6 points. The new threshold is 18.
The new rucksack is equal to 33% of the new
threshold. |
When the result of the above calculations does not allow for
maintaining the relative distance from the threshold, the official
concerned shall receive an additional number of points in order to
maintain this relative distance, as provided for in the
Article 45 General Implementing Provisions.
1.3 Specific provisions
If events such as attestation, certification or nomination/promotion
to a management position (pursuant to Article 29(1)(a)(iii) of the
Staff Regulations) have occurred in the course of 2008, the
conversion of the rucksack has been made in two stages.
- Attestation
The general principle applied in the case of attestation is as
follows.
- In the first place, a recalculation of the rucksack in
terms of the 2008 threshold using the points of the former
system to take account of the change which has taken place
in the career of these officials.
- At a second stage, a conversion of the resulting new
rucksack (on the basis described in paragraphs 1.1 and 1.2
above).
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Example:
An official in grade AST4/C has been attested in
August 2008
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At the end of the 2008
promotion exercise, this official has a total of
76 points.
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The 2008 threshold for the
grade AST4/C is 80.5.
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The rucksack of 76 points
represents therefore 94.41% of the AST4/C
threshold.
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The 2008 threshold for the
grade AST4 is 51.
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94.41% of 51 = 48.15 rounded
to 48 points (rounding to the nearest half
point) which represents the new rucksack after
attestation.
-
This new rucksack is
converted on the basis: 48 points x 6/17 = 16.4
rounded up to 17 points.
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Please note the following particular situation regarding the
recalculation for grades where there is no promotion threshold,
as no further promotion is possible in the career stream.
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Example: An AST 7/C official
(the example applies also to an AST 5/D official) is
attested. He has 63 points as an AST7/C official.
However, there is no possible promotion from AST 7/C and
therefore no threshold. In this case, the whole rucksack
of 63 points is deleted. |
- Moving from the AST function group to the AD
function group through certification or an external competition
A moving between function groups always involves a deletion of
the rucksack because the merit acquired in one function group
cannot be transferred to another one. If this has taken place in
2008, the 2008 rucksack will be deleted.
- Nomination to a management position (pursuant to Article
29(1)(a)(iii) of the Staff Regulations)
This involves the deletion of the rucksack in the previous
grade.
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Example: An AD12 official has a rucksack of 81 points. The AD 12
threshold in 2008 is 128. This official is appointed to a
position in the AD13 grade. He loses all 81 points at the end of
2008. |
1.4 Transition points
The maximum theoretical length of time before a promotion
provides an indication to each official, based on a range of
years, of the timeframe within which he should be theoretically
promoted. In particular, it allows the administration to
identify those officials who despite having reasonable merit
notes find that their promotion prospects are receding, leaving
them lagging behind in their careers.
Points for exceeding the maximum theoretical length in the grade
are granted in 2009 on a one-time-only basis to officials whose
length of time in the grade is longer than the maximum
theoretical length (see Administrative Notice 1-2009 launching
the 2009 appraisal and promotion exercise). Officials concerned
by this measure will receive, after conversion of their
rucksack, a number of points according to the following formula:
On the basis of the maximum
theoretical length of time in the
grade, the jobholder should
have been promoted in |
Number of
points granted |
| 2005 or earlier;
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4 points |
| 2006 |
3 points |
| 2007 |
2 points |
| 2008
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1 point |
For officials covered by this, the points have been added to
their rucksack during the update of the promotion file. They
will appear under the heading "Other".
1.5 Verification
Using the information on the calculations contained in the
previous paragraphs, you are now invited to check your converted
rucksack. If you consider that the conversion of your rucksack
has not been correctly calculated, you may contact the following
functional mailbox:
Admin Eval Promo
DG ADMIN will then check the conversion. If, after this
verification, you still contest the result of the conversion you
will have the possibility to make an appeal to the Joint
Appraisal and Promotion Committee (see above-mentioned
Administrative Notice 1-2009) at the same time as any appeal
against the allocation of promotion points.
- The new language heading in Sysper 2
During the recruitment procedure each official has produced
evidence of a thorough knowledge of an official language of the
European Union. This language is called the first or main
language.
One of the four criteria to be used for the allocation of
promotion points by the Director General is the use of languages
in the execution of duties other than the first language. The
criterion concerns the effective use of other languages in
carrying out duties. The criterion 'use of languages' has
nothing to do with a more general knowledge of languages.
Officials may be able to speak several languages but only use a
small number in the execution of their duties. General language
ability can be reflected in CVs.
The information about this professional use of other languages
is collected during the appraisal exercise, i.e. by jobholders
in the self assessment and by reporting officers in the newly
created heading "languages" of the appraisal report.
Sysper2 handles information on at most three languages (other
than through the e-CV).
The following conditions apply for the encoding of languages in
Sysper2:
- The first language appears in the "languages" heading of the
"my personal data" section in Sysper2 and in the "languages"
heading of the annual appraisal report.
- The indication of possible second or third languages is
limited to officials who are, or have been, concerned by article
45.2 of the staff regulations (i.e. the requirement to
demonstrate the ability to work in a third language before a
first promotion). Such a second or third language only appears
in the "languages" heading of the "my personal data" section in
Sysper2.
When your appraisal has been launched you are invited to check
the first language shown in the "my personal data" section in
Sysper2 under the heading "languages".
If you consider that the first language recorded in Sysper2 is
not correct, please contact the following functional mailbox:
Admin Mail A/4
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