Performance Development & Planning (PDP) Toolkit
Appraisal Cycle Timeline
- July/August - Begin Goal Setting
- September/October - Finalize Goals
- December - Mid-year Review
- February/March - Begin Preliminary Draft of Annual Review
- March/April - Self-appraisal/Finalize Annual Review Draft
- April/Early May - Meet for Appraisal
- May/June – Begin Cycle/ Develop Goals/ Prepare Ratins to Support Increases/ Submit to HR
Please note: the performance timeline for writing the appraisal is from April 1st through March 31st..
Guidebook
The guidebook is designed to assist Brown University's supervisors, staff, and faculty in preparing for PDP Conversations, preparing for the Appraisal Cycle, and completing the Appraisal Forms. The Appraisal forms should be completed with specific examples of feedback and include comments about development plans when appropriate. In addition, the guidebook provides assistance with coaching and tips for a successful PDP conversation to achieve the desired performance results.
Appraisal Form
The Performance Appraisal Form is to be completed by the supervisor based on a review of the staff's performance for the appraisal period from April 1st through March 30th of the previous year. The sections of the PDP Appraisal form are as follows:
- PDP Summary should describe the actual performance of the staff with input from the supervisor and staff.
- The Performance against last year's goals should summarize the overall performance the staff achieved in accomplishing her/his goals.
- The PDP Appraisal should summarize the development plan needed to enhance the desired skills, abilities and competencies that need to be improved to achieve the desired performance by the staff member. The Appraisal should summarize frequent conversations during the year between supervisors and staff.
- The PDP Appraisal Form should be completed for all staff.
- Supervisors and Staff are strongly encouraged to consult with the HR Generalist for her/his department and/or the Director of Employee Relations, Performance Development and Programs for staff in the developing/needs improvement and unacceptable areas. Human Resources will help supervisors and staff prepare for the performance conversations, create a development plan for the next appraisal cycle, and develop performance goals for the upcoming year.
Self -Appraisal Form
The PDP Self-Appraisal Form is completed by staff prior to the supervisor completing the PDP Appraisal Form. The Self-Appraisal Form provides staff with the opportunity to provide his/her perspective regarding her/his performance during the appraisal period. The Self-Appraisal Form prepares the staff member for engaging conversations with the supervisor about her/his performance. The Self-Appraisal Form, upon request from the staff member will be included in the Human Resources Personnel file. The following four Assessment Categories will be used in the PDP Cycle.
[Download Self-appraisal Form]
Assessment Categories
The PDP Assessment Categories are the definitions of ratings, which will be used in the Performance Appraisal Cycle and yearly evaluation process. The assessment categories are defined by the four following categories: 1. Highly Accomplished, 2. Proficient, 3. Needs Improvement/Developing, and 4. Unacceptable.
Competency Dictionary and Definitions
The Competency Dictionary and Definitions are a very helpful tool. The tool provides supervisors and staff with recommended "language" or "phrases" to use in verbal and written performance conversations. Each competency is defined in the dictionary. Each competency is further supported by descriptions of positive and negative examples of performance behavior. Human Resources strongly encourages supervisors and staff to use all eleven (11) competencies for staff to ensure consistency across all grade levels.
[Download Competency Dictionary]
Examples of Performance Assessments for MajorJob Responsibilities
The Examples of Major Job Responsibilities chart provides supervisors and staff with a consistent understanding of duties and responsibilities for grade levels four through ten. The chart provides all staff with the eleven competencies associated with each job title within the grade levels.
The Goal Setting Process
The Goal Setting Process is a strategy for sharing best practices. The process which will make you a more effective supervisor and make your staff better performers. During the months of July and September are good times of the year to have a goal setting conversation. The conversation provides an opportunity for supervisors and staff to create, revise, and reprioritize goals for the upcoming year.
Goal setting is the key element in planning how staff will support the work in your department (e.g., goal setting helps staff to visualize the connection between themselves and the department, and then ultimately to the University). Goal setting is built into the PDP Appraisal form and PDP Performance Guidebook. Supervisors and staff are encouraged to work together as active participants. Goal setting is a continuous process requiring on going planning and communication between supervisors and staff. The process works best when feedback about progress is given frequently throughout the year. Please note, the Guide for Performance Development and Planning (PDP Guide, pages 11 & 19 and Sections 3 & 4 of the PDP Appraisal Form.)