Step by step guide
Please note: If you have recently become a line manager, and/or are relinquishing responsibility as a line manager, could you please consider the following actions:
- Meet with your members of staff on an individual basis to explain that you will be their new line manager/or you will no longer be their line manager. Explain reasons for the change and if you are relinquishing responsibility, advise who the new line manager will be.
- As a new line manager, to ensure that the review is meaningful, it may be helpful to seek feedback from the previous line manager and utilise any objective data available.
Step 1 Preparation for the Face to Face Discussion:
- Confirm the date, time and venue of the face to face interim review meeting with your colleague.
- Your colleague will reflect and complete their preparation online as detailed below in italics:
- Career Pathway & Promotions: No amendments required.
If your colleague applied for promotion, you and your colleague should have a discussion regarding the next steps following the outcome of the promotion application. If the application was unsuccessful, the feedback from the promotion application is saved in the Document Uploads section. This is to support a meaningful discussion with your colleague about their development following the outcome of the application for promotion.
You should capture a summary of your discussion regarding the next steps in the “Promotion Outcome” text box area.
- Your Data: No action required.
- Previous Objectives: No amendments required.
- Current Objectives:
KPI Objectives and Community KPIs: For each KPI, your colleague should click on the row to review the objectives agreed during their annual PDR .They should take the time to reflect on progress since their annual PDR. Using the drop down box options of “Achieved”, “Not Achieved” or “Not Applicable” they will update their status against each KPI objective. In the “Progress Notes” text area they will capture your evidence in support of your status.
Feedback Objectives: 360 feedback for Line Managers at Senior Lecturer and above only. 360 feedback was gathered to help your colleague better understand and further develop their leadership practices which will be found by clicking “360 feedback” or via the “Document Upload” section.
They should take the time to reflect on progress since their annual PDR. Using the drop down box options of “Achieved”, “Not Achieved” “Not Applicable” or "On Track" they will update their status against each feedback objective. In the “Progress Notes” text area they will capture evidence in support of the status.
Objectives: They should take the time to reflect on progress since their annual PDR. Using the drop down box options of “Achieved”, “Not Achieved”, “Not Applicable” or "On Track" they will update their status against each KPI objective. In the “Progress Notes” text area they will capture evidence in support of the status.
- Document Uploads: Your colleague will upload any information that will help the discussion and to ensure they are recognised for progress since the annual PDR.
- Notes and Messages: If you want a note to be private (that is, visible only to you) then tick the ‘Note Is Private?’ check box. Otherwise you can send your colleague an email via the notes and messages section.
On receipt of this information, please review the content and prepare your thoughts on their progress in preparation for the face to face interim meeting. You may wish to add a note for your colleague via the ‘Notes and Messages’ section on the Online PDR or talk directly to your colleague in preparation for your face to face meeting.
Step 2 The Face to Face Meeting:
- The interim review is a two way discussion about your colleague’s progress in relation to their agreed objectives from their annual PDR and to consider any further help and guidance required for the remaining review period.
- It is important that you and your colleague have prepared for the discussion.
- The discussion should result in a balanced summary, incorporating recognition of progress made, as well as challenging any areas where progress could be improved. It is important that your colleague is encouraged to explore ways in which you believe they can improve.
- Your colleague should leave this discussion feeling valued, recognised and challenged. They should have a clear understanding of their objectives for the remainder of the review period, expectations required and any appropriate support and development required to achieve them.
- Agree with your colleague when you plan to have your full annual review, between the 1st September and 30th November 2019.
Step 3 Following the Face to Face Meeting:
Following the face to face meeting, your colleague will complete the following as detailed in italics below:
- They will amend any areas that you both agreed during the discussion.
- This can either be completed in the meeting room with you, as long as a PC/Laptop are available or updated in an alternative venue. Once they have completed all agreed amendments, they will press “Save” and should inform you of this.
On receipt of the above:
- Review and agree their amendments.
- Add a summary reflecting the face to face discussion in the notes section.
- Enter a date in the "Next Main Review Target Date" text box at the top of the form.
- Tick the box to confirm you have added a summary of the face-to-face meeting. Click the [Process Review] button.
Both you and your colleague will be sent a confirmation email with a calendar attachment. You can import the attachment into your Outlook calendar (by double clicking it and clicking on 'Save and Close') to remind you when you should organise the next main review.