Frequently asked questions

If you are due to leave the University, you can choose whether or not to have a PDR. If you would like a PDR discussion your manager will facilitate this. You may decide there is value in having a more informal reflective conversation on your achievements and development needs to help with your onward career journey. Equally, you may prefer not to be part of the PDR process this year. Please speak with your line manager to let them know your preference.

What about colleagues who are on a low Full-time-equivalent (FTE) contract?

All colleagues should have the opportunity to have an annual review, regardless of their FTE. It is an important opportunity to discuss their contribution to the university and to talk through any concerns and development needs they may have. For staff on very low FTE's (0.1) a more informal chat may be more appropriate than the full structured PDR meeting.

No, in many areas your reviewer is defined by your management structure and would be your line manager. However, in some areas the Head of Department (HoD) will need to identify appropriate reviewers.

What if the reviewee is a Professor?

Your completed form will be seen by you and your reviewer. It may also be seen by your reveiwer's line manager and the Head of Department/Professional Service. 

Will there be any reporting using my PDR data?

The PDR is confidential to the reviewee, reviewer, the reviewer’s line manager and the Head of Department/Professional Service. These colleagues may use the information in PDR forms to:

• check the consistency of how PDRs have been conducted
• look at participation rates and equality monitoring
• inform future plans
• understand learning and development needs across teams/department

What is the best way to share PDR forms to protect confidentiality?

The recommended method for sharing a PDR form is to store it in Google Drive and ensure that sharing permissions are correct.

How long should PDR forms be kept for?

As the Reviewee, you are the owner of the PDR form. It is up to you how you choose to store and retain this information and for how long.

As a Reviewer it is recommended that you retain completed PDR forms for the most recent three PDR cycles. These should be stored securely and in line with your departmental guidelines on GDPR.

Can we use our own versions of the PDR form?

Colleagues are encouraged to use the standard form. It has been designed to provide an in depth and holistic template to support a meaningful PDR discussion. Using the standard form provides consistency and minimises the administrative burden.

Do I have to comment on everything on the PDR Form?

You should cover all the topics on the form as part of your PDR. The most important thing is to have an open and supportive two way discussion. The PDR should not create an administrative burden and the form should not be a place to capture an in depth audit of the year. Instead it is designed to guide the conversation and compliment the notes and discussions you've been having throughout the year.   

Your reviewer will set expectations about whether they want you to make notes on the form ahead of the meeting. This is not essential and may vary based on the preferences of individual teams.  

Following the PDR discussion, you should write up your final objectives and record any actions / development activities that will need revisiting as part of your ongoing one-to-one conversations. 

No, during the review of the PDR process, colleagues provided feedback that they did not like the use of ratings in the PDR process. 

The removal of ratings provides greater psychological safety, creating a space where colleagues can offer constructive challenge, admit setbacks and ask for support without the threat of a numerical label. 

What if a member of staff is still in their probationary period?

Members of staff in the probationary period are not covered by the PDR process. For these staff, performance should be managed and reviewed in line with the existing probation and policy procedure. On passing probation, staff will move under the PDR framework and benefit from ongoing one-to-ones and an annual PDR meeting. 

How does the process link with rewarding excellence and other reward schemes?

The line manager/reviewer may use information gathered in the review to celebrate good performance. If the line manager sees that the individual has performed consistently over and above their objectives, for a sustained period, they may decide to celebrate this via the the Rewarding Excellence Scheme.

It is important that positive feedback is shared as and when it arises and that celebratory conversations take place during the course of the year. These discussions shouldn't be saved up until the annual review. 

How does the PDR process link with other Performance Management Processes?

The PDR is an annual opportunity to take stock of achievements, objectives and development needs. The PDR is not a mechanism to trigger other performance management processes. There should be no surprises at the annual meeting as individuals should be supported throughout the year with regular 1-1 discussions. Any concerns about performance should be addressed when they arise and not put off until the annual meeting.

How can PDR be used for academic promotion?

PDR is the opportunity for you to talk about your development and future career aspirations whether that is within or outside the department. It is the opportunity to identify future learning and development in order to enhance skills and put you in the best opportunity to make your next career move. If you are considering applying for promotion you can use the PDR meeting as an opportunity to discuss your performance and achievements against the promotions criteria.

There is no direct link between PDR and promotion; however where relevant, the Head of Department may reference things such as capability and conduct as part of a promotion application.