rpd briefing session - university of kent · – agreeing interim reviews of the rpd discussion...
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RPD Briefing Session
Appraisers and Managers 2013
Session Outline • Welcome and Introductions • Some Background to the Appraisal Review Project • The Overall Solution Design • The New Scheme Principles • The Detail • Follow Up / On-going Discussion • A Reminder of Good Practice • On-going Support
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The Project Background • The Objectives of the Project:
– As part of the implementation of the original HR Strategy in 2009, the University committed to :
• “Overhaul the current appraisal process” • “Implement personal development planning as part of
the appraisal process, to support the development of all our staff in line with the objectives of the Institution”
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The Project Background • A wide number of inputs to the review:
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Appraisal Review HEI and Sector
Wide Research (2010 / 2011)
Internal Stakeholder
Feedback (2010 / 2011 /
2012)
Performance Management
Audit (2011)
“Performance For All”
Pilot On-Line Project for HE (2011 / 2012)
HR Pilot
(2011)
AUA Competency Framework
Pilot (2011 / 2012)
New HR / Payroll System Tender Process (2011 / 2012)
The Project Background • What did this all tell us?
– Appraisal should....
• Be about the quality of the conversation • Have the option to set and review objectives • Give flexibility and choice • Be supported by good quality management training • Encourage more regular review meetings • Enable the option to link to competency and / or behavioural frameworks • Support recognition and praise • Enable the option to link to organisational and departmental strategy and objectives • Continue to be a supportive process • Continue to focus on Career Development • Enable the option to link to performance ratings and reward • Be relevant to the role and the needs of individuals • Administratively simple and easy to use • Not simply be about filling in the forms
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The Solution
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REFLECT PLAN DEVELOP
Insert Image Insert Iamge
“Talk about the last 12 months”
“Talk about the 12 months ahead”
“Talk about personal development”
•Simple and easy to use •Focuses on the conversation •Provides a consistent framework of discussion for all roles •Enables complete flexibility •Will link to other existing University procedures
The Solution • An analogy to help explain:
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How do we use the new scheme? • All of the documentation and supporting
resources will be held on-line:
– RPD Website – Three key stages to having and RPD review:
1. Preparation 2. The Conversation itself 3. Follow up
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How do we use the new scheme? • The University has some expectations:
– Everybody should have at least one RPD discussion per year
– Everybody should be clear about their objectives or required outcomes for the year ahead
– Everybody should understand how they ‘fit in’ to the University's direction and ambitions
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How do we use the new scheme? • RPD Principles:
– Confidentiality – Conversation format – Conversation content – Who conducts the conversation – Training – Linking to other processes – On-going conversations
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How do we use the new scheme? • RPD Timelines (Academic):
– Enabling the cascade of University level priorities (process starts in December)
– Pre RPD meetings between Heads of Schools and the reviewers (March) – RPD discussions with Readers and Professors (by end of April) – RPD discussions with all other academic staff (by end of June) – Common themes and non-confidential outcomes shared with Head of
School (late June, early July) – Invitation to apply for promotion sent out (October) – Promotion application deadline (December)
– RPD Academic Timeline
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How do we use the new scheme? • RPD Timelines (Professional Services):
– Enabling the cascade of University level priorities (yearly planning process starts in February)
– Budget bids agreed (April) – Pre RPD meetings between Heads of Departments or Senior Managers
and the reviewers (late April, early May) – Invitation to apply for re-grades sent out (April) – RPD discussions commence (April/May/June) – Re-grade application deadline (June) – Common themes and non-confidential outcomes shared with Head of
Departments (July)
– RPD Professional Services Timeline
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How do we use the new scheme? • Confidentiality:
– RPD forms will be held locally in your School or Department. – Accessible by staff member, reviewer, Head of School / Department
only. – Agreement to be made between reviewer and reviewee about any
elements of the conversation that need to be shared / recorded or remain strictly confidential
– Some information from the discussions will be collated by the Head of School / Department to inform other planning activities (i.e. Development needs).
– RPD Scheme Principles
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How do we use the new scheme ? • Preparation:
– Agree the date, time (based on the University timeline) and location – Ask reviewees to consider what they would like to discuss – Ask reviewees’ to look at the R,P,D guidance on the website and
consider any elements that they want to ‘add to the basket’ – Reviewers need to do the same – “what needs to be in the basket” – Share the discussion topics
– Scheme Guidance - Preparation
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Reflect
• Looking back over the past 12 months (Reflecting):
– Successes / Challenges – University / Department / Team Individual Objectives – Using Data or Statistics – 360 Feedback – Stakeholder / Customer Feedback – Psychometric Tools – Individual Research Plans – Peer Reviews – Teaching Reviews
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Plan • Looking to the year ahead (Planning):
– Considering the priorities – What challenges may lie ahead ? – Setting and agreeing personal objectives or desired
outcomes – Planning for promotion or re-grading – Linking to the University plans and ambitions – Planning for performance improvement
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Develop • Identifying learning and develop needs and priorities
(Developing):
– Career plans (3-5 Years) – Developing new and necessary skills – Work based learning (i.e. Secondments) – Informal learning (i.e. Mentoring) – Network Development – Formal Learning (Training Courses / Qualifications) – Professional Frameworks (AUA Competencies)
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The Detail • Documentation:
– Remember – this is the secondary focus – The reviewer captures the key points of the discussion – Include any agreed actions – Agree a final version
– Simple template (RPD Form)
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The Detail • The follow up:
– Agreeing interim reviews of the RPD discussion (termly / monthly) – Committing to follow up on agreed actions – RPD is not the only time of year for reflection and revising the plans
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RPD Briefing Session
Good Practice Reminders
Good Practice Reminders • Preparation:
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Good Practice Reminders • Listening:
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Types of Information Received What to Consider
Background Noise
Anxiety Lack of Preparation Distractions
Factual Make Notes Summarise
Interpretive Themes Repetition – Common Occurring Messages Things Unsaid
Empathetic Stand in their shoes See through their eyes
Good Practice Reminders • Questioning:
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Questioning Types Purpose
Open
Explores; encourages descriptions and explanations “tell me about”
Probing Delves into the detail; “give me an example” “what exactly…”
Summarising Confirm, reinforce understanding “from what you have told me…..”
Trawling Closed questions, but check for omissions; “You didn’t mention” “can you confirm” “are you aware of …..”
Signposting Signal closure, point to new directions, help mesh conversations; “given what you have said, have you looked at….”
Good Practice Reminders • Setting Objectives:
– Need to relate to University and Departmental objectives / plans / priorities
– Include improvements, key success criteria, overall outcomes, personal development
– Team or Individual (or a combination of both) – Discussed and agreed at the RPD meeting
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Good Practice Reminders • Setting Objectives:
– SPECIFIC – MEASUREABLE – AGREED – REALISTIC – TIMEBOUND
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Support for You • After today:
– The website and connected tool kits – Your line manager / Head of School or Department – Each other – peer group – Learning and Development – Human Resources – RPD Formal Training (Reviewers and Reviewees)
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Over to you……
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Finally….
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