STAFF DEVELOPMENT REVIEW SCHEME

Staff Development Review Scheme STAFF DEVELOPMENT REVIEW SCHEME 1. INTRODUCTION It is a contractual requirement that all members of staff participa...
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Staff Development Review Scheme

STAFF DEVELOPMENT REVIEW SCHEME 1.

INTRODUCTION

It is a contractual requirement that all members of staff participate in a continuous process of review and staff development. This supports the University Human Resource (HR) Strategy to develop a highly skilled, motivated and effective workforce. Participation in this process will contribute to, and underpin institutional development and strategic objectives, and support individual members of staff in their own professional development. The process enhances working relationships and reinforces the standards of professionalism which are expected in the University.

2.

OBJECTIVES

The objectives are to: (i)

establish clear outcomes for all members of staff from the Staff Development Review Scheme including realistic objectives for the next review cycle;

(ii)

identify clear personal and professional development needs;

(iii)

improve University and staff performance through review of past and present work and the establishment of appropriate development and performance objectives and/or targets;

(iv)

ensure that, as far as possible, staff development occurs to meet individual and career needs within the context of the University’s Strategic Plan;

(v)

provide for all staff as appropriate, a mechanism for the annual discussion of work priorities and workload allocation planning (see Section 1.7 in the Personnel Handbook), and provide for a mechanism for the discussion and review of the role/job description and priorities within it;

(vi)

help members of staff meet their career/job aspirations;

(vii)

provide individuals with opportunities to develop skills and abilities appropriate to their job/role;

(viii)

assist all members of staff to obtain job satisfaction and personal achievement;

(ix)

assist all members of staff to contribute fully to team activities, at both a local and a wider University level;

(x)

discuss ways in which the University might enable individuals to achieve their best work.

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3.

PROCEDURAL GUIDELINES

The Scheme will apply, with such modifications as may be necessary, to all members of staff. Specific provision will be made for the induction of new members of staff, after which this Scheme will apply. All members of staff have a specified Line Manager who will be responsible for the operation of the Scheme. See Section 1.9 ‘Line and Operational Managers’ in the Personnel Handbook. The Scheme will:

4.

(a)

be compatible with the University’s Equalities Policies

(b)

operate, as a minimum, on an annual cycle;

(c)

not be used for either direct promotion, progression, formal capability or disciplinary purposes;

(d)

incorporate staff self evaluation, and use other information available to the member of staff or his/her manager;

(e)

include peer or management review of professional practice;

(f)

make provision for review of managers by members of staff;

(g)

include a face-to-face review meeting;

(h)

operate in such a way that there is a two-way information flow, about University institutional and individual planning and development needs;

(i)

ensure that outcomes of the review meeting will inform decision-making;

(j)

ensure that staff development needs are identified and delivered according to University policy, (see Appendix 9 ‘Staff Development Policy’ in the Personnel Handbook);

(k)

ensure that institutional barriers to effective performance are reduced or removed where appropriate;

(l)

make provision for regular monitoring, evaluation and review of the Staff Development Review system.

THE PROCEDURE ITSELF There are three main stages in the Staff Development Review process:

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(i)

Self Evaluation;

(ii)

Staff Development Review meeting;

(iii)

Agreed written record.

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Staff Development Review Scheme There are three additional stages of the process for members of staff which may be a contractual requirement: (a)

Review of manager(s);

(b)

Peer review of professional practice;

(c)

Workload Planning forward planning.

4.1

THE STAFF DEVELOPMENT REVIEW MEETING: GUIDELINES FOR THE REVIEW MEETING PARTICIPANTS

4.1.1

Before the Review meeting

All members of staff: The review meeting is confidential to the reviewer and reviewee. A copy of the agreed SDR record form (Appendix B) will be forwarded to and retained in the Human Resources Department. It will be used to identify staff development needs that can be addressed through the central staff development programme, and to enable a review of scheme quality to take place. Monitoring: Monitoring in terms of both quality and completion will be carried out by the Human Resources Department who will receive copies of the SDR forms, but a summary of the data in anonymised form (other than listings of non completions), may be provided to members of the Executive and other appropriate senior managers for information. (See section 5 for details of the monitoring process). Workload Planning for Academic members of staff (lecturers, researchers, managers): The Workload Planning information is not confidential as it is required that this is published and discussed within the Departments (see paragraph 2.6.5 in Section 1.7. in the Personnel Handbook). Both parties to the review meeting must ensure that the most up- to-date workload information from the previous academic year is available to provide a basis for discussion for the forward planning of the workloads, and developmental needs for the next academic year. Confidentiality between managers: When the manager who undertakes the review leaves the University, or moves to a different role in the University, permission will be required from the member of staff for the SDR documents to be released to a new manager. Responsibility for conducting the review meeting: Both parties should be familiar with these guidelines for the conduct of the review meeting. If members of staff hold more than one post, there will be separate Staff Development Review meetings with the relevant line managers, unless mutually agreed otherwise. It is not expected that an individual will have a review meeting with more than one manager present. The person authorised to conduct the review is stated in Section 1.9 in the Personnel Handbook. For members of staff on academic contracts it is specifically stated in Section 1.7 in the Personnel Handbook. (a)

For support staff, the review meeting must be conducted by the appropriate manager who will be a line or operational manager on Grade 6 or above;

(b)

For staff on academic contracts, the Head of Faculty/Department/School or Research Unit is responsible, though the actual review process may be undertaken by a deputy at an appropriate level;

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(c)

For staff on senior management contracts, their contractual line manager is responsible for the review;

(d)

In the event of dispute over the appropriate person to conduct the review, the matter should be referred to the Human Resources Department.

Training: The manager must have received the appropriate training for the conduct of such review meetings. Self-Evaluation: The member of staff should undertake the Self-evaluation on a template form provided in Appendix A. Specific guidelines are provided for members of staff in Appendix C. This should normally be sent, together with anything else they wish to be considered, to their reviewer, ideally 5 working days prior to the review meeting. Alternatively, where agreed in advance of the meeting, they may discuss their responses to the questions on the template form at the review meeting itself. Planning Review Meetings: The reviewer should: (a)

plan a cycle of Staff Development Reviews within a 12 month period which relates to the requirements of the Faculty/Department/School/Research Unit (for staff on academic contracts, see paragraph 2.4.1 of Section 1.7 in the Personnel Handbook);

(b)

agree the time of the review meeting with the member of staff not less than three weeks in advance of the review.

4.1.2

During the Review meeting

Setting the Climate: There is a need for both parties to help to create a positive and mutually supportive atmosphere. In trying to set the right climate there are no absolute rules; the ideal time of day and location will depend on the two individuals concerned. The time set aside for the review meeting should be at least one and a half hours. It is essential that the review meeting is not interrupted. Opening the Review meeting: The purpose of the review will be clarified, and it will be agreed who will write up the confidential record. Discussion will focus upon the individual self-evaluation form, the previous year's Agreed Record and achievements against objectives. It will address the areas of: (a)

The work since the previous SDR meeting and the previously agreed work-related objectives;

(b)

The member of staff's own needs and aspirations related to their work and their short-term and long-term career plans;

(c)

The setting of future work-related and developmental objectives for the year ahead.

Both parties should make sure that all appropriate areas are covered which either wishes to discuss. Linking Workload Planning with Developmental Needs for Academic members of staff (lecturers, researchers, managers): The forward planning of the annual academic 4 of 16

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Staff Development Review Scheme workload is fundamental as it will indicate training and developmental needs, and allow change to the range of duties for personal and career development. How this is built into the review meeting is for mutual agreement between the parties. It should not dominate the review meeting and, therefore, previous plans must be available to use the review meeting time efficiently. (This is about top level planning of the main elements of academic duties and not about detailed timetabling of teaching commitments). Reviewing Job Descriptions: The job evaluation/role analysis scheme requires that up-todate job descriptions are maintained, as these form the basis of evaluation of the demand level of the post. For staff with individual job descriptions where duties are not those of the generic Academic Contract, the Staff Development Review will include a review of the job description and updating where necessary. Summary of the Review meeting: The main points of the Review meeting should be summarised. Key points arising from the Review meeting are to be agreed, including the objectives referred to above. These points will be written on the Agreed Record Form (see Appendix B). Changes to job descriptions will require a modified job description and covering agreement form. See Appendix D for the covering agreement form for a revised job description. 4.1.3

After the Review meeting

Agreement of Record: The confidential Agreed Record Form is to be completed and signed by both parties within 10 working days of the Review meeting. A copy of the Agreed Record will be kept by both parties and will remain confidential to them and the Human Resources Department who should be sent a copy by the manager to retain on the confidential personal file. Dealing with Disagreements: Where it is not possible to reach agreement, areas of disagreement should be recorded. If the disagreement is a serious one, either party should seek advice from the Head of Human Resources on how to proceed. Planning Agreement for Workload Planning for Academic members of staff (lecturers, researchers, managers): The annual workload planning forward planning agreement must be agreed within 20 working days of the Review meeting. Its agreement is a separate one from the agreement of the confidential record. There is a requirement that this must be agreed prior to the start of the following academic year. Workload planning agreements are work plans, which may change during the year by mutual agreement. There must, however, be an initial plan to facilitate Faculty/Departmental/School/Research Unit planning and the fair and transparent sharing of workload between colleagues. Revised job description: Any agreed revisions must be communicated to the Human Resources Department, accompanied by the form in Appendix D. Monitoring Information: To ensure that the Staff Development Review process may be effectively monitored, a copy of the Agreed Record Form should be sent to the Head of Human Resources. Progressing Outcomes: Both parties should agree mutually convenient time(s) to meet again to discuss the issues that need to be addressed during the year, in order that progress in meeting the agreed targets may be effectively monitored, supported and promoted.

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Staff Development Review Scheme Updating Workload planning for Academic members of staff (lecturers, researchers, managers): Both parties will meet to review workload forward planning and to adjust workloads and priorities where required throughout the academic year. Publication and Discussion of Workload Planning for Academic members of staff (lecturers, researchers, managers): The workload planning agreements will be aggregated into a form for publication and discussion within the relevant Faculty/Department/School/Research Unit (see paragraph 2.6.5 in Section 1.7 in the Personnel Handbook). 5.

MANAGEMENT, EVALUATION AND MONITORING OF THE SCHEME

(a)

Staff Development Policy within the University is the responsibility of the Senior Management Group.

(b)

The Staff Development Review Scheme for all members of staff will be managed by the Human Resources Department.

(c)

The Human Resources Department will submit an annual evaluative monitoring report to the Senior Management Group.

(d)

Evaluation will include: (i)

internal quality reviews;

(ii)

checking on completion of process;

(iii)

evaluation of training and development needs.

(e)

The Common Interest Groups will receive Staff Development Review monitoring data.

(f)

Workload planning information will be received for an institutional overview by the Director (HR), Senior Management Group and the Lecturers’ Common Interest Group in order to ensure consistency and identification of good practice (see paragraph 2.6.5 in Section 1.7 in the Personnel Handbook).

(g)

A periodic review of the Scheme will be conducted by the Senior Management Group and the Common Interest Groups every five years.

6.

TRAINING FOR STAFF DEVELOPMENT REVIEW

The Human Resources Department will arrange and implement a programme of training for managers and participants to underpin the Staff Development Review Scheme, focusing on the annual SDR meeting. Whilst the focus will be on the annual SDR meeting, the importance of staff continuing professional development will be emphasised. Specific training will be provided on workload planning methodology for academic managers.

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Staff Development Review Scheme 7.

RESOURCES

The University dedicates a proportion of its budget to staff development (see Appendix 13.9 in the Personnel Handbook for University policy). The Faculty/Department/School/Research Unit’s spending on staff development will be guided by the outcomes of the Staff Development Review process, as well as the Faculty/Department/School/Research Unit’s operating targets, the University's mission statement and strategic priorities. It will be the responsibility of Heads of Faculty/School/Department/Research Unit to manage staff development finances and other resources in order to promote most effectively staff development within their Faculty/Department/School/Research Unit.

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APPENDIX A STAFF DEVELOPMENT REVIEW Staff Self-Evaluation Name of member of staff S

Staff Number

SDR Meeting Date

Post Full-time / fraction / hourly Faculty / Department Name of Reviewer Please complete your self-evaluation under the four headings below. PERSONAL EVALUATION Targets / objectives agreed at last SDR meeting (where appropriate) :

(i) Progress against these targets and objectives and any issues relating to them:

(ii) Areas of your work you consider have developed well over the past year:

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Staff Development Review Scheme (iii) Aspects of your work in which problems have been encountered:

(iv) Significant work changes during the year for discussion (detail here). For academic staff, the Workload Planning Agreement for the year under review must be available.

PROPOSED PROFESSIONAL AND PERSONAL DEVELOPMENT FOR THE YEAR AHEAD: (These should relate to your faculty / Departmental strategic plans and individual objectives) Proposed Professional and Personal Development you would like to achieve in the year ahead or longer-term : (Where appropriate, please cross-reference to the University/Faculty/Department strategic plan)

Any Staff Development and Training : (refer to Staff Development Training Programme)

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SUPPORT FROM YOUR LINE MANAGER / REVIEWER How effectively has your Line Manager (Reviewer) supported your work in the past year and how would you want them to support you in the next year?

OTHER ISSUES TO DISCUSS What other issues would you like to discuss at your SDR meeting?

Member of Staff signature

Date

This form should be sent to your Reviewer, together with anything else you wish to be considered 5 working days before the review meeting.

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Staff Development Review Scheme

APPENDIX B STAFF DEVELOPMENT REVIEW Agreed Record Form Name of member of staff Staff Number

S

SDR Meeting Date

Post Full-time / fraction / hourly Faculty / Department Name of Reviewer MAIN ISSUES DISCUSSED Review of achievements against objectives :

Areas of work which developed well in the past review period:

Areas of work where problems have been encountered in the past review period:

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PLANS AND OBJECTIVES FOR THE YEAR AHEAD / ACADEMIC YEAR (These should related to your Faculty / Departmental strategic plan and individual objectives) See suggested SDR Objectives Setting Template Form

PROPOSED PROFESSIONAL AND PERSONAL DEVELOPMENT FOR THE YEAR AHEAD: (These should relate to your faculty / Departmental strategic plans and individual objectives) Any Professional and Personal Development :

Any Staff Development and Training : (refer to Staff Development Training Programme)

OTHER ISSUES DISCUSSED

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ARRANGEMENTS FOR A FOLLOW-UP MEETING

Member of Staff signature

Date

SDR Reviewer signature

Date

Please return a copy, under confidential cover, to Human Resources, Waterworth Building, Park Campus to be retained on the confidential personal file. The original should be kept by the member of staff with a copy kept by the reviewer. For academic members of staff, the Workload Planning Agreement for the next academic year, in line with section 1.7. of the Personnel Handbook, should be attached to the form retained by the line manager and member of staff. A template form for this purpose is given.

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APPENDIX C STAFF DEVELOPMENT REVIEW Guidelines for Staff SelfEvaluation The Headings and sub-headings below may not apply to all members of staff. 1.

Personal Evaluation (i) (ii) (iii)

2.

the extent to which the goals and standards set in your previous Staff Development Review have been met; the areas of your work which you consider have developed well over the past year; aspects of your work in which problems have been encountered which have limited your achievements.

Proposed Professional and Personal Development What professional objectives do you want to achieve: (i) (ii) (iii)

3.

during the next academic year, in the longer term; indicate how these relate to your Faculty/Department Strategic Plan.

Support from your Line Manager How effectively has your Line Manager (Reviewer) supported your work in the past year and how would you want them to support you in the next year? There will be other means of confidential evaluation of your line manager separate from the Staff Development Review meeting.

4.

Other Issues Indicate other issues which you wish to discuss at your development review meeting.

5.

Potential headings for discussion: Depending on the role undertaken, you may refer to the following lists of potential topics for discussion. Suggested topics for academic staff are given in list 1. Suggested topics for support and management staff are given in list 2. These lists

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Staff Development Review Scheme are not exhaustive and topics selected from each may be appropriate for some members of staff. LIST 1 Academic Members of Staff (i) (ii) (iii) (iv) (v)

(vi) (vii) (viii) (ix)

(x) (xi) (xii) (xiii)

teaching, learning and assessment; guidance and counselling and operation of the personal/tutorial/academic counselling system; curriculum and teaching/learning methodology development; developing and updating subject knowledge, renewal of professional experience, other professional development activity; research and other forms of scholarly activity, and outcomes which includes publication, original creative work, performance, system development etc where appropriate); participation in conferences and seminars; consultancy; external examining; participation in the work of, or liaison with, organisations and agencies outside the University relevant to your professional role (e.g. Professional Association, LEA, Community groups, Industry); administration, managerial duties; knowledge exchange and commercial activity; other professional activities relevant to the job; work/life balance.

LIST 2 Support and Management staff (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) (xi) (xii) (xiii)

(xiv)

managing people and resources; support for student learning; developing and updating subject, professional and occupational knowledge; administrative duties; other activities relevant to the job; service delivery; team working and internal communication; analysis and research; participation in conferences and seminars; knowledge exchange and commercial activity; support for staff and students; consultancy; participation in the work of, or liaison with, organisations and agencies outside the University relevant to your professional role ( e.g. Professional association, LEA, Community Groups, Industry); work/life balance.

6.

Issues arising from Student Evaluations, External Examiner Reports, Professional Development Groups and from other forms of feedback

7.

Professional development matters arising from your Peer Review of Professional Practice

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APPENDIX D STAFF DEVELOPMENT REVIEW Job Description Agreement Form

Name of member of staff Staff Number

S

SDR Meeting Date

Post Full-time / fraction / hourly Faculty / Department Name of Reviewer CHANGES TO JOB DESCRIPTION Additions / changes :

Removed:

Member of Staff signature

Date

SDR Reviewer signature

Date

Please return to Human Resources, Waterworth Building, Park Campus NOTE: A copy of the revised Job Description must be attached to this form.

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