End of Year Performance Review Meetings and objective

End of Year Performance Review Meetings and objective setting for 2018/19

Briefing agenda • Background to My Contribution • Our performance and development annual cycle including; – The end of year performance review meeting – Setting objectives for 2018 -2019 • Outline the support available to line managers and employees • Provide awareness of University communication timelines • Provide a next steps summary checklist • Any questions?

Background to My Contribution • • • Designed to support the University to achieve our Strategy 2020 Launched in April 2017 Ensures we’re all working towards the same goals by aligning objectives to the corporate plan Focus is on supporting and developing staff to perform at their best through clear objectives for performance, personal development and career progression: – My Review – My Development – My Career New process has supported 95% of employees to have objectives As a result, there has been a 10% increase in those who understand how their objectives link to Strategy 2020

Our performance and development annual cycle • • This is our performance and development process The red circle indicates where we currently are in the cycle

The end of year performance review meeting & setting objectives Before Meeting End of Year Line Manager Staff • Book room and invite employee to meeting at least two weeks before – book suitable room or meeting area Seek feedback from other stakeholders Review employee’s end of year summary form Prepare your assessment of employee’s performance • Provide guidance available to employee for example, the corporate plan, your own objectives, department plan, local plan Plan any relevant generic objectives for your team and send to employee If appropriate, ask employee to consider what their objectives for coming year should be • • Review any guidance or proposed generic objectives sent from your line manager If appropriate, consider and propose potential objectives for 2018/19 • • • Objective Setting • • • During Meeting After Meeting • • Review each objective at least two weeks before meeting – assign a WHAT rating online and complete comments Reflect on performance throughout year and gather evidence (if required) Complete self assessment/end of year summary at least one week before meeting, including WHAT and HOW overall ratings End of year • • • Listen to the employee talk through their self-assessment Give feedback on their performance and agree an indicative rating Challenge constructively if required • • Attend the meeting Talk through your self assessment form Listen to feedback and challenge constructively if required Aim to reach agreement on rating Objective Setting • • Discuss following year’s objectives including ‘why’ Agree content and next steps • Discuss objectives for following year – ask for clarification and support if required End of Year • • • Review all evidence offered by employee Complete indicative ratings page within one week Complete reviewers comments by writing overall summary – ensure it is evidence based Confirm with employee when final ratings recorded Arrange meeting if different from indicative rating • Review feedback from end of year review and consider how to incorporate into Personal Development Plan • Update performance objectives on My Review form within one week of the meeting • • Objective Setting Follow up meeting by emailing employee to ensure they add performance objectives to My Review online form

What support is available? End of year Objective Setting My Review user guide booklet Employee and manager roles and responsibilities one page process checklist Guide to setting SMART objectives This briefing pack – End of Year Performance Having performance conversations training Review Meetings and objective setting for (for line managers) 2018/19 - to help communicate to your team In addition Frequently Asked Questions (regularly updated) Video guidance will be available on how to complete online forms Support in answering specific question via HR Services Training workshops for managers and staff (book via HR Connect)

Training workshops synopsis For Managers – 2 hours 30 minutes For staff – 90 minutes By the end of these workshops delegates will be able to: • Describe the 2017/18 end of year performance review process in detail • Understand what is required by line managers and staff before, during and after review meetings, including input to online forms • Understand the My Contribution performance ratings • Understand what is required for setting performance objectives for the coming performance year • Know where to find guidance and support if required • Ask questions For line managers there will be the opportunity to prepare for specific situations

Communication timeline MAY - Line Managers brief their teams on end of year process, support and training available MAY to AUGUST - Further reminder communications to all staff via The Bones, providing support and guidance links to all staff 25 MAY – Inform all staff that My Review 2018/19 form available to record objectives MAY to JULY - Training workshops for staff and managers are available to book via HR Connect to support the end of year process JUNE to AUGUST - End of year reviews and objective setting meetings take place OCTOBER – Confirmation of final ratings to all staff following a University calibration

Next steps checklist Action By who By when Cascade this briefing pack throughout all team members Senior leadership teams 31 May 2018 Schedule your My Review meetings with your direct reports All line managers as soon as possible Ensure your team members have completed their self assessment review in My Review All line managers Before you hold your end of year review meeting Hold end of year review meetings with all your team members and agree overall end of year rating All line managers By 31 August 2018 Agree objectives for 2018 -2019 with your team members Ensure your team members have updated their 2018 -2019 objectives in the 20182019 My review form before the deadline

Any Questions?