The ASR Process
Step 1 - Heads of Departments (HoDs) identify appropriate staff to act as reviewers
Where appropriate, reviewers should be line managers. For academic staff, HoDs should be mindful of the research interests of the reviewee when allocating an appropriate reviewer.
In view of their moderating role, HoDs should undertake as few reviews as possible and only where no-one else would be appropriate.
If line managers or individuals are uncomfortable with their allocated reviewer/reviewee they should raise with their HoD, who will decide if another reviewer/reviewee should be allocated. HoDs will be reviewed by their Divisional Head. Divisional Heads will be reviewed by the Vice-Chancellor.
Step 2 - Divisional Heads and HoDs ensure that all staff are aware of departmental strategy and priorities before review meetings commence
Heads of Department may wish to arrange brief staff meetings to discuss the department's strategy. Alternatively they may wish to distribute relevant extracts of the strategy document to staff in their department by email.
Step 3 - Review meetings take place for all staff
The member of staff's role should be discussed and reviewed in light of departmental strategy/priorities. All staff should review progress against objectives over the previous year, agree objectives and key milestones for the coming year and, where necessary, agree any personal or professional development requirements.
Step 4 - Summary of the review meeting
The reviewer should discuss and, where appropriate, give feedback on the reviewee's performance over the last 12 months. A summary of the meeting should be agreed by the reviewer and the reviewee and the review form signed by both parties.
Step 5 - Completed forms
Once the reviewer has completed all his/her reviews, a copy of the whole Annual Staff Review form should be forwarded to the HoD for his/her information.
If there are a large number of Annual Staff Reviews in a department, the Head of Department may wish to delegate the responsibility for reading the review forms to their deputy or another senior colleague.
For all academic staff (except for those on a teaching only contract) a copy of the PRP should be sent to the department's Director of Research and, if applicable, to the Head of the Research Group or cluster.
Any cases of underperforming staff must be highlighted to the HoD who will be responsible for ensuring that a supportive development plan is put in place.
Step 6 - Consideration of training and development needs
The HoD should consider the department's training needs in light of departmental priorities; where appropriate, group training needs should be identified, priorities agreed and, if necessary, budgetary provision made in the departmental planning submission.
Feedback must be provided to individuals on the outcomes of the review. A summary of the department's training needs should be forwarded to Mark Crabtree, Assistant Director of HR (Training and Development) and/or the Academic Staff Development Officer where relevant.
Step 7 - HoD summary report to staff
Once the ASR process has been completed each HoD should provide a brief report to his/her staff, outlining the main departmental issues/trends that have emerged from the ASR process and the way in which the Department plans to respond. A copy of this report will be sent to the Divisional Head.
Step 8 - Where appropriate, each HoD provides written recommendations for exceptional contribution payments to the Divisional Head
The Head of Department or their nominee should inform those individuals who have been nominated for an exceptional contribution payment; it should be explained that a nomination is not a guarantee of success.
The Divisional Head should consider and moderate recommendations. Divisional Heads have authority to approve contribution payments for all departments in their Division. All recommendations for contribution payments must be accompanied by the review form and any other supporting documentation to enable the Divisional Head to assess the evidence in support of the case. The Divisional Head also has authority to approve contribution payments for all of his/her direct reports.
Step 9 - Divisional Heads provide moderated outcomes to Human Resources
HR will ensure effective university wide, high level, equal opportunities and diversity monitoring. A statistical analysis of contribution payments will be provided annually to UEC and JCNC.
Step 10 - Divisional Heads issue letters to individuals confirming contribution payments
Divisional Heads will inform the Heads of Department which applications have been approved and rejected, giving reasons in cases where the award has not been approved.
The Head of Department or their nominee in turn informs the individuals, providing feedback in cases where the award has not been approved.