THE REVIEWER
Before the Review
- Discuss with the reviewee the proposed date of the review
- About one month before the agreed date of the review, ask the reviewee to reflect on their work/activities over the last 12 months and to prepare notes.
This information needs to be provided to the reviewer in a timely way prior to the review meeting. The PDR Preparation Form, Academic Portfolio, or other appropriate documentation can be used to assist with this preparation.
The Review Discussion
The Review discussion will explore:
- the role of the reviewee, and any changes that may have occurred (refer to job description in the case of general staff)
- expectations of all UWA staff
- expectations of staff in leadership and management roles (where appropriate)
- any specific expectations of the staff in your work area
- the past year’s performance against any agreed objectives (previous year’s PDR)
- any problems or difficulties they may have encountered in achieving their goals
- priorities and goals for the coming year
- career aspirations
- any development or training needs
At the end of the meeting, together with the reviewee, record the outcomes of the meeting on the Professional Development Review Report form. The reviewee should leave the meeting satisfied that they know what is expected of them in the coming year, and what is being recommended in terms of professional development and/or training.
Arrangements for ongoing discussion, support or feedback in the coming year should be clarified. It is recommended that a specific time be agreed to review progress, preferably within six months of the annual discussion
After the Review
If you are not the Head of School or direct supervisor of the reviewee, forward the agreed record (Professional Development Review Report) to the Head or Supervisor, together with the documentation provided, whether this is in the form of an Academic Portfolio, PDR Preparation Form, or some other format.
The Head/Supervisor will finalise the Report, following up on matters that have been raised at the meeting, including negotiation of development/training activities, providing assistance or resources where appropriate, and managing any problems that are identified.
THE REVIEWEE
Before the Review
- Confirm your availability for the proposed date of review or negotiate an alternate date, allowing adequate time for preparation
- Prepare for the review by reflecting on your work, activities, experiences and achievements over the previous 12 months.
- You will need to provide documentation about this to your Reviewer before the discussion. You may find it helpful to use the PDR Preparation Form or to make your own notes based on these guidelines. Academic staff may prefer to prepare or update their Academic Portfolio. (This will be a requirement for academic staff in 2006). You can also use the following steps to assist you in this preparation phase.
Suggested elements of preparation
Step 1 : Review what is expected of your role/position, as discussed during your previous Professional Development Review or your induction, where this applies.
Collect any relevant documentation such as:
- Previous review outcomes
- Position description and selection criteria, duty statements, work level standards (general staff)
- Promotion criteria, Minimum Academic Standards for Academic Levels
- Academic Portfolio (optional for academic staff until 2006)
- Any local level documentation such as strategic or operational priorities plans, or defined performance expectations or agreements
- Expectations of UWA staff
- Expectations of staff in leadership and management roles (where appropriate)
Step 2: Identify the area or areas in which you are involved from the list below, and reflect on your work in them the last twelve months.
- Teaching & Learning
- Research & Scholarship
- Leadership
- Management
- Service to the University (including Professional and Consulting Work)
- Administration
- Client service
- Projects
- Professional services
- University support services
- Other
Step 3: Reflect on the previous 12 months in your position. It may help to ask yourself the following questions.
Step 4: Reflect on your career aspirations and the options available to you for future development.
- Consider what your personal goals and your work goals within your School/Unit/Faculty might be for the next 12 months.
- Consider what development opportunities and support you need, what training would be relevant, and your longer term career aspirations.
The Review Discussion
Together with the reviewer discuss the documentation/information that you have provided. The discussion will enable you to:
- Assess your activities and work over the preceding 12 months
- Identify your work and personal goals and priorities for the coming 12 months, and link these to those of your School/Unit/Faculty as appropriate
- With your reviewer jointly complete the five-part Professional Development Review Report, and discuss any support you require during the coming year.
- If your reviewer is not your direct supervisor, this document must be forwarded to the Head/supervisor for agreement on completion.
- Ensure you leave the meeting satisfied that you know what is expected of you, that you agree on the outcomes of the meeting, and have captured these in the Professional Development Review Report.
- Section 5 is a summary record of your discussion and needs to be confirmed by both parties. Should you have any concerns about the PDR Report, you may submit a personal statement outlining these concerns, which will remain with this record.
After the Review
- Follow up on any matters that were agreed, such as identifying relevant training courses.
- From time to time, review your priorities and goals, and discuss any changes with your reviewer or Head of School, particularly if any barriers to their achievement arise.
- Provide your reviewer with updates on your progress, and encourage ongoing feedback from your reviewer.
THE ROLE OF THE HEAD OF SCHOOL/UNIT
The Head of School/Unit is responsible for ensuring that a Professional Development Review is conducted with each member of staff. They are also responsible for ensuring that all delegated reviewers in their School/Unit have a shared understanding about what are reasonable expectations and attend the relevant training sessions.
The Head of School/Unit will receive a copy of Professional Development Review Report on the outcome of the PDR, for all staff members.
Where the Head of School/Unit has not conducted the review, and the report indicates that problems of any kind have been identified, the Head should discuss the issues with the staff member, and agree on how any problems can best be addressed and resolved.
Also, where the Head of School/Unit has not undertaken the review, they should complete the Professional Development Review Report (Section 5) based on the reviewer’s comments and any other advice, and return it to the staff member for signature. Where Section 5 is completed online this will be done through email. Where the Head is the reviewer this can be completed at the time of the review discussion.
The Head of School/Unit is required to forward a summary of Section 5 of the Professional Development Review Report for their staff members to their supervisor (Dean, Librarian, Executive Director, as appropriate) by mid December of each year, or earlier if completed. This summary report must remain confidential, available only to the staff member, Head of School/Unit, and their supervisor (for example, Dean, Librarian, Executive Director). Alternatively, the ESS PDR module will have the capacity to create an aggregate report that can be forwarded electronically.
This reporting process is important to demonstrate compliance with the University’s policy to conduct an annual review with all staff. Where areas of common training needs are identified, the Director OSDS should also be advised. This report can also be used to alert the supervisor about any common issues that have emerged.
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