Reviewee
Where reviewees have not participated in a Performance and Development Review in the past they should:
- familiarise themselves with the process (this reference guide is a good start but also refer to your faculty/department P&DR scheme)
- ask their reviewer to go over the process and explain any required documentation
Preparing for the annual formal review
The reviewee should expect to receive reasonable notice of the planned annual review and how long it is expected to take.
Prior to the review meeting
- preparation with reviewer
- confirm date / time / (private) venue
- confirm preparation required of reviewee (e.g. self assessment form)
- ask for (if not provided) up to date information about department / faculty strategic objectives and operational plans
- confirm methods for gathering information and feedback
- express any concerns about the process
- confirm planned structure of discussion
- gathering information that may be required
- job description (which includes knowledge, skills, qualifications and experience required for the job)
- any previous review discussion notes and documents (including interim informal reviews, previous summary review forms that are available)
- any relevant performance discussion notes, work samples, feedback from others (including clients / customers or supervisors who may have day to day responsibility for supervising the reviewee but not for carrying out the P&DRs)
Sources of information for the annual formal review include:
- job description
- copy of last year’s summary review with regard to objectives set and areas identified as needing improvement
- copy of last year’s personal development plan
- copy of your self assessment for this year’s annual formal review
- notes from interim reviews, particularly if amendments made to objectives
- relevant notes and documents accumulated during the year e.g. feedback from clients / customers or other supervisors who may have day to day responsibility for supervising the employee but not for carrying out the P&DRs, documents showing your achievements
- samples of work
Preparing for the interim informal reviews
The reviewee should confirm with the reviewer the frequency, timing and structure of interim informal reviews in the department / faculty.
There are no formal documents required for the informal interim reviews; however, it is suggested notes are taken during the meeting as they can be helpful in preparing for the annual formal review.
Interim informal reviews are an opportunity to review how progress is being made towards performance and development objectives / performance standards.
Prior to the review meeting
- preparation with reviewer
- confirm date / time / (private) venue
- confirm planned structure of discussion
- confirm what each party wants to get from the process
- gathering information that may be required
- the documentation from the annual formal review and any previous interim informal reviews since the last annual formal review
- the impact any changes to department / faculty strategic objectives have made on ability to achieve objectives
- the impact any changes to planned resources / activities of the department have made to ability to achieve objectives
- note of any other mitigating circumstances (e.g. unexpected staff shortages)
- any relevant performance discussion notes, work samples, feedback from others (including clients / customer and supervisors who may have day to day responsibility for supervising the review but not for conducting the P&DR)
- any relevant information about progress towards learning and development objectives
