Roles and Responsibilities

It is the responsibility of the Head of Department or equivalent to:

• • Ensure they are fully aware of the PDR Process through attending relevant training events, reviewing the PDR webpages and discussions with  HR colleagues.

  • Ensure that the PDR is implemented in their department.

  • Monitor participation and engagement in the process via the online system, supported by conversations with Reviewers and Reviewees about the process.

  • Develop a review structure and timetable for their department, ensuring that all staff are aware and given the opportunity to comment.

  • Allocate the most appropriate Reviewers. This would usually be the individual’s line manager, although it may be delegated to another senior colleague. Allocations should be guided by an efficient deployment of resources and take into consideration the size, structure and complexity of the department. As a guide, it is recommended that each Reviewer conducts a maximum of ten review meetings per cycle.

  • In all cases the assigned Reviewer must have an understanding and knowledge of the work of the Reviewee. For example, a member of research staff would benefit from being reviewed by the Principal Investigator.

  • In some cases it may be appropriate to have more than one Reviewer. For example, a Professor may be reviewed by the Head of Department and the Dean.

  • Alternatively, it may be more appropriate to include a Commenter on an individual’s review form. For example, a Head of School may wish to comment on a School Manager’s review. (See below for more information on the role of a Commenter).

  • In all cases the Reviewee should be notified who is conducting their review.

  • Ensure all staff in their department are fully aware of the University’s key strategic ambitions and how the department/faculty/service contributes to the achievement of those aims through more local plans.

  • Ensure all staff are made aware of the Portsmouth Hallmark and, where appropriate, the Leadership Attributes, and how they impact on the PDR Process.

  • Ensure all Reviewers are aware of what is available in terms of financial support and resources and are realistic about setting objectives and agreeing development opportunities.

  • It is the responsibility of senior managers to outline their expectations of Reviewers in terms of agreeing  objectives and budgets for development needs.

  • Ensure all staff are aware of the PDR Process, attend relevant briefings and access online PDR support and resources.

  • Collate and disseminate collective outcomes from the review process and ensure issues raised are considered and addressed at local and Institution level.

It is the responsibility of the Reviewer to:

• • Undertake the relevant training.

  • Engage with the PDR process and participate in a professional, open and constructive dialogue with the Reviewee.

  • Ensure the Reviewee is aware of the PDR Process , attends relevant briefings and accesses online PDR support and resources.

  • Set aside time for the meeting and allow sufficient time to reflect and prepare for each review. It is recommended that the meeting should be between 1 to 2 hours in duration.

  • Ensure the relevant documentation has been submitted and the Reviewer is prepared. This includes having obtained a clear understanding of the Reviewee’s PDR form, including sources of evidence shared by the Reviewee.

  • Consider performance, acknowledge achievements, and offer constructive feedback on progress and contributions for the review period.

  • Fully understand the relevant Faculty/Professional Service/Departmental plans and help to identify how the Reviewee contributes to the achievement of those plans by identifying appropriate SMART objectives.

  • Advise the Reviewee of what is available for them in respect of financial support and resources and that the setting of objectives and agreed development opportunities are clear.

  • Encourage and support Reviewees to take responsibility and ownership for implementing their agreed objectives and demonstrating the University’s values as outlined in the Portsmouth Hallmark and Leadership Attributes.

  • Help to identify areas where further support or development may be required.

  • Ensure the Reviewee has undertaken all core training relevant to their role.

  • Inform their Head of School/Department of the outcomes (if appropriate) and ensure issues raised are considered and addressed as appropriate, whilst maintaining confidentiality.

  • Regularly review actions agreed and feedback on progress.

Both Reviewers and Reviewees can invite an individual(s) who is not the Reviewer to make a comment on a PDR form. The Commenter can only add comments after the PDR meeting has taken place and the online form has been finalised. The addition of a Commenter should be discussed and agreed with both Reviewer and Reviewee and the nominated Commenter. You can add more than one Commenter.  

An example might be a Head of Department may wish to add a comment to all PDRs for their department, or where someone has worked with another department on a particular project.  All parties should consider and agree that the Commenter will add value to the PDR process.

A commenter:

• • will be asked to add a comment on a review after it has been finalised by the reviewer and reviewee

  • will only be able to add a single overall general comment to the whole review

  • the comment cannot be edited once it has been submitted

It is the responsibility of the Commenter to:

• 1. Ensure they are fully aware of the PDR Process, attends relevant briefings and accesses online PDR support and resources. They should also read the Reviewee’s PDR form, including sources of evidence shared by the Reviewee.

  2. Consider performance, acknowledge achievements, and offer constructive comments on progress and contribution over the review period. All comments must refer directly to the Reviewee’s performance in relation to their objectives and outcomes, and/or to their behaviours in relation to the Portsmouth Hallmark/Leadership attributes.

It may be necessary for Reviewees to remind Commenters that they are awaiting their comment so that the PDR process can be completed.

It is the responsibility of the Reviewee to:

• • Ensure they are fully aware of the PDR Process, attends relevant briefings and accesses online PDR support and resources.

  • Ensure they set aside enough time for the meeting and allow sufficient time to reflect and prepare for their review meeting; this includes completing the PDR Form and providing sources of evidence where appropriate.

  • Ensure they share the PDR Form with their Reviewer a minimum of ten working days prior to the PDR discussion taking place.

  • Participate in a professional, open and constructive dialogue with the Reviewer.

  • Inform the Reviewer about achievements, progress and contributions over the review period including any constraints that may have been experienced.

  • Familiarise themselves with the relevant Departmental/School /Faculty/Professional Service plans and identify how they contribute to the achievement of those plans by identifying appropriate SMART objectives.

  • Commit to and take responsibility for implementing their agreed objectives whilst maintaining the University’s values outlined in the Portsmouth Hallmark and Leadership Attributes.

  • Identify areas where further support or development may be required.

  • Ensure they have undertaken core training relevant to their role.

  • Regularly review actions agreed and feedback on progress.