The PM&D Review meeting

Preparing for a review meeting

Who initiates the annual review meeting?
What has to be done prior to the meeting?

PM&D Forms

How can I access the PM&D forms?
How does the staff member complete Part B?
Is the Staff Resume required to be completed as part of the PM&D?

Completing a Performance and Development plan (Part C)

What is the purpose of Part C?
What happens when Part C is completed?

The Review Meeting

What should happen at a review meeting?
What happens if there is a disagreement in the ratings between the Reviewer and the staff member? Is there an appeals process?
What happens to the PM&D forms following the review meeting??
Who signs the forms as the Supervisor?
If the PM&D review is completed by the Supervisor, is it countersigned?
How does a staff member complete a review form when they have not previously set objectives?

Who initiates the annual review meeting?

The Reviewer should schedule a time to suit both themselves and the staff member.

What has to be done prior to the meeting?

The staff member completes the Part B for the previous 12 months and the Reviewer completes an assessment of the staff member over the same period.

How can I access the PM&D forms?

Staff can access the forms through the HR Forms website. Save the word file to your PC and complete them electronically.

How do I complete Part B?

The staff member lists their objectives against each KPA and explains how well they met each of their objectives. These objectives should already have been determined by the staff member and their Reviewer in their planning for the year.

Is the Staff Resume required to be completed as part of the PM&D process?

No, however the use of the Staff Resume is recommended as a useful means of documenting achievements throughout the year. This assists the staff member to recall all of their achievements throughout the year and to avoid focusing on recent achievements only. If staff do not use the Staff Resume, it is important that they have another mechanism for keeping track of their achievements.

What is the purpose of Part C?

The Part C is the means by which a staff member and Reviewer document the performance objectives the staff member will aim to meet (what the staff member will achieve, when it will be achieved and how success will be measured) and also, identify any development activities they need i.e. what knowledge/skills the staff member needs to develop to meet the objectives and to develop their career path.

What happens when Part C is finished?

Both the Reviewer and staff member sign the form and keep a copy. A copy is also sent to the PM&D Supervisor who reviews the performance objectives and the planned development and confirms it is line with the unit’s direction. The PM&D Supervisor keeps a copy of the plan in a secure location.

What should happen at a review meeting?

The PM&D meeting should focus upon providing an open exchange with respect to the staff member’s activities over the performance year, including a discussion in respect of successes and challenges. With respect to the specific objectives, the emphasis is on discussing the extent to which the objectives have been achieved with appropriate feedback and commentary provided to the staff member.

What happens if there is a disagreement in the ratings between the Reviewer and the staff member? Is there an appeals process?

During the review meeting the staff member and Reviewer are required to agree on a rating to reflect the staff member’s performance for each relevant KPA. In addition to rating each relevant KPA the staff member and Reviewer are required to agree on an overall rating for performance. The overall rating is subject to approval by the Supervisor.

If there is a disagreement between the Reviewer and the staff member, and both parties have done their best to reach agreement, the procedure for Reviewers to resolve the disagreement is as follows:

• If the disagreement is about the rating only and is not about the process etc. then a disagreement is referred to the Supervisor who makes a decision which is final.
• If the staff member believes that the PM&D process was not followed or that there are other issues involved (for example if the staff member felt they were being discriminated against) – then they would access the Dispute Settling procedures that are part of the Enterprise Agreement (for those staff members whose employment is covered by the Enterprise Agreement).

What happens to the PM&D forms following the review meeting?

• Part A: Outcomes sheet - sent to HRSC and stored on the staff member’s staff file, staff member and the PM&D Supervisor may keep a copy;
• Part B: Performance Assessment: annual activities evaluation – stored in a secure location by the PM&D Supervisor and a copy given to the staff member;
• Part C: Performance and Development plan – stored in secure location by the PM&D Supervisor and a copy is also given to the staff member. The Reviewer may also keep a copy.

Who signs the forms as the Supervisor?

The “Supervisor” refers to the person who has the responsibility and authority for ensuring that performance reviews are conducted with staff within their accountability area.

The “Supervisor” is the Head of a School or Organisational/Administrative Unit and can assign a Reviewer to conduct a PM&D review, other than confirmation reviews, when he/she anticipates a satisfactory or higher outcome.

If the PM&D review is completed by the Supervisor, is it countersigned?

No, if the review is completed by the Supervisor it is not countersigned (unless this is required for academic confirmation).

How does a staff member complete a review form when they have not previously set objectives?

Reviewers and staff members need to discuss and agree on what they perceive the outcomes and achievements to have been over the last 12 months and to assess performance based on these across the four KPAs. Performance objectives can then be set for the forthcoming 12 months.