Interim Informal Reviews

Between each annual formal review, there will be series of interim informal review meetings at which the reviewer and reviewee can discuss progress towards objectives, any changes to department priorities, unforeseen circumstances or identify additional support in achieving objectives and standards.  They also allow some flexibility by allowing reviewer and reviewee to identify unforeseen circumstances early and amend objectives if appropriate.

The Process

The reviewer and reviewee will agree on a schedule of interim informal review meetings that fits with the department / faculty P&DR scheme.

In advance of each meeting the reviewer and reviewee should review the summary review form from the last annual formal review and be prepared to discuss:

• how well progress is being made towards agreed objectives and, where necessary, appropriate action that might need to be taken to achieve them
• unforeseen circumstances, such as maternity leave or significant changes in department priorities. 

Timing 

The framework calls for informal interim reviews to be conducted at intervals of between 6 – 12 weeks; though there may be cases where less frequent reviews are appropriate.  Refer to specific department / faculty scheme for details.

The review meeting

The interim informal review is an opportunity to check on progress, give constructive feedback and discuss issues relating to performance and learning & development.

The interim informal review meeting should include a discussion of:

• progress towards agreed objectives / standards
• any unforeseen or mitigating circumstances
• amending objectives if appropriate (even though the original objectives may have been signed off by heads of department or equivalent)
• any appropriate feedback
• discussion of obstacles / challenges

It is also an opportunity for the reviewer to identify any additional ongoing support the reviewee might need (or for the reviewee to ask for such support).

As a general comment, perceived under-performance should not be raised for this first time in a review meeting.  Such topics of discussion should not come as a surprise in a review meeting.