Performance and Development Review (PDR) Example and Development Review (PDR) Example Forms . The following example PDR forms are intended to demonstrate that there

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  • Performance and Development Review (PDR) Example Forms

    The following example PDR forms are intended to demonstrate that there is flexibility in the way the form is used to summarise the discussions in the PDR meetings, particularly Section A which reviews the outcomes from the previous year. The important thing to remember as a reviewer is that you should discuss both what was expected of the reviewee and how well they achieved those things and how they applied their skills, knowledge and behaviour at work (the competencies). The three examples are: 1. Jo Bloggs, Administrative Assistant

    In Section A, three key tasks from the job description have been highlighted plus two key goals from the previous PDR. These are discussed on the right.

    2. Liam Bloggs, Senior Laboratory Technician In Section A, the reviewer has looked at each competency area and identified some key tasks from the job description that are relevant to each competency.

    3. Mary Bloggs, Department Administrator The key outcomes from job description have been used to structure Section A.

    Reviewers may find it helpful to structure Section A of the form in other ways, for example; using the eleven questions in the form Preparing for the Performance and Development Review.

    PDR Form Examples 6 June 2014 Page 1 of 16

  • University of Otago General Staff Performance and Development Review Form 2014

    This form should be completed by the reviewer with the employee as part of the formal PDR review. Please refer to the policy available on the web at www.otago.ac.nz/humanresources/pdr or from your departmental administrator. Sample completed forms are also available on the web.

    NAME: Jo Bloggs EMPLOYEE NO: 123456 POSITION TITLE: Administrative Assistant DEPARTMENT: X SCHOOL & DIVISION: Sciences DATE OF REVIEW: 21/8/13

    Reviewer and staff member prepare

    Review performance with outcomes and

    competencies Agree expected

    outcomes Reviewer completes

    form in agreement with staff member

    Head completes salary section and comments

    Reviewer and staff member add their comments and all

    parties sign completed form

    Section A - Review the outcomes from the previous year (to be completed by reviewer) Refer to the job description, the previous PDR and other expected outcomes. Use the competency descriptions as a guide to help describe and assess the performance level.

    Outcomes & Competencies: evidence of performance level and summary of PDR discussion Provide a pleasant & welcoming environment to all staff, students & visitors as per job description (JD). Jo has performed exceptionally well this year. In addition to running a highly successful reception area, she has learned new skills and assisted in preparation for the budget review. Her achievements have benefited the department and demonstrated an improvement from last year. She now has a high level of expertise in all the knowledge and skills required for her role. Provide efficient, accurate and timely clerical support to academic staff (JD). Academic staff continue to give glowing feedback about Jos support, in particular her support in preparing lecture material to a very high level of detail and accuracy. Her skills in formatting and presenting documents are well known in the building and she provides advice and support to a variety of people outside the scope of her job description. Improve excel skills and take responsibility for entry, calculation and checking of 100 level grades for semester 1 (previous PDR). Jo mastered the skills needed for entry, calculation and checking grades with me at the end of semester two last year. She picked up these new skills quickly with excellent accuracy and I had the confidence to delegate additional courses to her. She successfully completed the grades for two summer school courses with 100% accuracy and more complex 300 and 400 level courses in semester 2 in addition to the 100 level courses. She has applied her new excel skills to a number of other tasks. In addition, on her own initiative, Jo prepared a summary of how the new Finance system and account codes would affect each staff member in the Department and supported them in updating template documents. I mentioned this to other Department administrators and they were keen to copy this approach.

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    3 4 5 6 1

    PDR Form Examples 6 June 2014 Page 2 of 16

    http://www.otago.ac.nz/humanresources/pdr

  • Section B - Overall Assessment of Performance Level (to be completed by reviewer)

    (Mark One in Bold or Circle)

    Performance Level Definition

    Outstanding Consistently achieves all their key outcomes as described in the outstanding performance descriptions. The key outcomes are recognised as exceeding the normal expectations for the role..

    Exceeds Expectations Consistently achieves some outstanding outcomes as described in the outstanding performance descriptions. Achievement of the other outcomes will be assessed at the fully competent level.

    Fully Competent Achieves all expected outcomes to a high standard as described in the fully competent performance descriptions. Performance assessed at this level is considered as meeting normal expectations for the role.

    Working Satisfactorily towards Full Competence

    Achieves some expected outcomes and demonstrates full competence in some areas as described in the working satisfactorily towards full competence performance descriptions. Development is required in some areas of the role but progress towards fully competent is evident.

    Requires Improvement Does not achieve some expected outcomes; performance is as described in the requires improvement performance descriptions. Development is required in some key areas of the role but improvement is not evident.

    Requires Improvement

    Working Satisfactorily towards Full Competence

    Fully Competent Exceeds Expectations Outstanding

    Comments:

    Jo has demonstrated a significant improvement over the last year and now has outstanding knowledge and skills for this position. She provides excellent support to the team and exceptional customer service to staff, students and visitors. She has shown a high level of initiative assisting with the preparation for the budget review and is more than confident in resolving day to day problems in the department, at times anticipating problems before they arise and creatively and successfully resolving them. She is an integral and highly valued member of our team.

    Section C - Expected outcomes and professional development planning for the coming year (to be completed by reviewer) Agreed Outcomes and Professional Development Goals 2014/2015 Assist new lecturer with developing lecture material for the new 200 level course. Start of Semester 1, 2015 Support new lecturer with all administrative processes, ensuring that all documentation is completed accurately. February to April 2015 Longer Term Jo would like to progress to a more senior administrative position in the University, but feels that she would not have the skills and experience to apply. One of the key areas for development is a more in depth understanding of the Universitys financial systems. I would like to arrange for Jo to attend FSD training programmes in early 2015 and to support Jo in attending the Developing your Career at the University course. Support and training required to achieve outcomes and professional development goals including an action plan: who will do what and when.

    a. I will give Jo the opportunity to be involved in budget monitoring and reporting processes during 2015 so that she can apply the knowledge & skills gained in the FSD training.

    b. Training FSD modules 1.1 to 2.7 Developing your Career at the University

    Cover will be arranged to free up time for Jo to attend FSD courses and take on tasks to support budget monitoring and reporting. Estimated cost of staff development requested $400 Agreed dates to formally review progress towards expected outcomes and professional development goals with the staff member over the next 12 months (a minimum of two is required). 1 April, 1 July

    PDR Form Examples 6 June 2014 Page 3 of 16

  • To be completed by Head (if not the reviewer) Section D - Salary Review (only applicable for staff on General Staff Salary Scale 1 Levels 1 to 8) Level (1-8) 3

    Step at 1 August 2014 17

    FTE Salary at 1 July 2015 $46,652

    Appointment or Merit Increase considered?

    Option 1: Standard increase approved by Head within appointment range. Head will provide the staff member with a confirmation letter by 1 December.

    New Step (within appointment range): New FTE Salary:

    $

    Option 2: Increase approved by Head within merit increase fund. Head will provide the staff member with a confirmation letter by 1 December.

    New Step: New FTE Salary:

    20 $47,691

    Option 3: Increase recommended but exceeds Heads merit increase fund. Increase to be considered by Divisional Head (or Dean in Health Sciences). The Head will seek approval and will inform the staff member of the decision in person as soon as possible and will confirm the decision in writing by 1 December.

    Recommended Step: Recommended FTE Salary:

    $

    Option 4: No increase awarded

    Tick Box or enter No Increase

    John Smith

    John Smith

    Name of Head Signature of Head Date NB: Approval for salary increases rests solely with the Head (as defined). All increases are therefore provisional until the above authorisation is completed.

    Section E - Additional Comments (optional) Head (if not the reviewer) Staff Member The completed form will be signed by all parties then copied to the reviewer, the staff member and the departmental personnel file.

    Name of Staff Member Signature of Staff Member Date

    Name of Reviewer (if not the Head) Signature of Reviewer (if not the Head) Date

    Name of Head Signature of Head Date

    PDR Form Examples 6 June 2014 Page 4 of 16

  • Notes from Progress Reviews 2014-2015 Please bring the completed form to refer to during progress review meetings throughout the year and use this space to make notes

    PDR Form Examples 6 June 2014 Page 5 of 16

  • University of Otago General Staff Performance and Development Review Form 2014

    This form should be completed by the reviewer with the employee as part of the formal PDR review. Please refer to the policy available on the web at www.otago.ac.nz/humanresources/pdr or from your departmental administrator. Sample completed forms are also available on the web.

    NAME: Liam Bloggs EMPLOYEE NO: 654321 POSITION TITLE: Senior Laboratory Technician DEPARTMENT: Y SCHOOL & DIVISION: Z DATE OF REVIEW: 21/8/13

    Reviewer and staff member prepare

    Review performance with outcomes and

    competencies Agree expected

    outcomes Reviewer completes

    form in agreement with staff member

    Head completes salary section and comments

    Reviewer and staff member add their comments and all

    parties sign completed form

    Section A - Review the outcomes from the previous year (to be completed by reviewer) Refer to the job description, the previous PDR and other expected outcomes. Use the competency descriptions as a guide to help describe and assess the performance level.

    Outcomes & Competencies: evidence of performance level and summary of PDR discussion Knowledge & Skills Maintain expertise in experimental techniques listed in JD. Learn new experimental techniques as required by researchers. All technical tasks completed to a high standard of accuracy. Produce high quality, reproducible data. Good knowledge of laboratory data systems. You have demonstrated a high level of expertise in all the required experimental techniques and more. It is at a level where you are able to adapt and improvise with some equipment to meet unusual challenges. New techniques learned this year include learning use of the Sequenom machine and the new dental flow cytometer. The new bioinformatics tool which you found on the web will much improve our current data analysis. This was verified as a valuable method which is now being implemented by our lab. Youve shown that youre able to detect problems with data reproducibility and produce data of publishable quality, for example the data published in Nucleic Acids Research. I have received excellent feedback from the researchers you have worked with about the high quality data you are able to provide e.g. for Dr Zs research on Y. Teamwork & Co-operation Maintain effective working relationships with all staff and students. You are a valued member of the team with good working relationships with staff and students. I appreciated your help with induction, initial training and ongoing support of the new laboratory technician. Organisation, Planning & Self Management Experiments carried out making efficient use of time and reagents. Detailed records kept of procedures carried out with proper and appropriate storage of experimental results. Reagents and chemical stocks maintained and stored in proper and safe manner. All your experiments, across a variety of projects, have exceeded my expectations in regards to time, efficient use of reagents and overall quality of results.

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    3 4 5 6 1

    PDR Form Examples 6 June 2014 Page 6 of 16

    http://www.otago.ac.nz/humanresources/pdr

  • The internal MAF compliance committee audit identified no hazards. The lab is well run with regard to safety and storage and you demonstrate good lab practice to everyone. Im confident the external audit will be equally good. As we discussed, to keep your workload at a manageable level you need to delegate tasks to students and negotiate and set reasonable expectations with staff seeking assistance. Service to Customers Support and advise laboratory staff and students in the technical aspects of their projects. Provide researchers with high quality experimental results within agreed timescales. Regular reports to the head of the laboratory giving up-to-date results and problems resolved. Our two PhD students whose projects you have been contributing towards are in a position to present their data at the next ASHG and ARA meetings respectively. Your contribution is highly regarded. Dr X has been impressed with the work you have carried out for her this year and is pleased to be working with you next year on her new project with Dr Y. As discussed, presentation & content of reports could be improved as well as the Communication with head of laboratory. Leadership & People Management Ensure that high standards of co-operation are maintained in the use of departmental facilities by laboratory

    students. Allocate tasks to students to assist the day-to-day running of the laboratory. Mentor students and teach them experimental techniques. Its been a difficult year in terms of the standards of co-operation in the laboratory with tensions between some students. We...

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