Work reviews

Below are some notes on work reviews / ROGs (Resultaat- & Ontwikkelingsgesprek, or ‘Performance & Development Review’). Please have a look before you download the form, available in Dutch and English at the bottom of the page. The university is in the process of digitalizing work reviews in Self Service, but the forms below can still be used for now.


Why?

Properly conducted work reviews are indispensable for good HRM. Reviews are about

  1. looking back: evaluation
  2. looking ahead: aims
  3. reflection on your work
  4. documenting this process through time.

They concern both results (e.g. courses taught, publications, committee work) and professional development (e.g. training).

Frequency

Work reviews are both a duty and a right. All employees are obliged and entitled to have one review per year. Normal annual pay raises (one-step-up) can be effectuated only if reviews are conducted and reported on time. This is primarily the supervisor’s responsibility.

Extra reviews can take place at the initiative of your supervisor and/or yourself and/or the next-level supervisor. This can be occasioned by concerns, by new opportunities or changing prospects, and so on. See also under Scores, below.

Effectiveness

  • Prepare a clear annual report, enabling concise evaluation and concise formulation of aims.

  • Refer to the pointers offered in the outline for the annual report (part C) to identify the relevant areas for evaluation (part A) and aims (part B).

  • In part A, actually evaluate (rather than repeating information from the annual report).

  • In part B, make sure the aims are SMART: specific, measurable, acceptable, realizable, time-bound.

  • Make sure the form is filled in ahead of time, so that during the meeting, you can really take time to reflect together on how things are going. Supervisors ideally plan time for finalizing the report immediately after the conversation.

Who?

All those employed for minimally two semesters (ten months) should have work reviews. If your supervisor wishes to consult any third parties, s/he should inform you ahead of time. This may, for instance, happen if your supervisor needs input from others to evaluate the quality of your teaching.

Normally, a work review is one-on-one, but either or both parties can bring an observer if they wish, with prior notice. If either party is worried that the meeting will not go well, they can request an HRM official to be present.

Replacement positions are often for shorter periods than a full year, but it is in the interests of both the employee in question and the supervisor to have their work formally reviewed, through a first meeting immediately upon appointment (aims only), and an evaluative meeting toward the end.

Scores

5 = exceeds the requirements (‘outstanding’)
4 = generously meets the requirements (‘good’)
3 = meets the requirements (‘satisfactory’)
2 = does not fully meet the requirements (‘insufficient’)
1 = does not meet the requirements (‘poor’)

A score of 2 or 1 for any assessible item automatically leads to an overall score of 2 or 1. In case of an overall score of 2 or 1 (see below), the next review follows after maximally six months instead of twelve.

Logistics

two weeks ahead of time:

Supervisor makes review appointment with employee.

one week ahead of time:

Employee supplies form to supervisor, with part C and part B filled in.

review meeting:

Supervisor shows draft evaluation-in-words and number scores (part A). Discussion, and adjustment as appropriate, of full draft report. Supervisor completes report immediately afterwards and sends to employee.

asap:

Employee adds response to overall assessment, and notes any changes they would like to see in other parts of report. Supervisor finalizes report. Both sign parts A and B. Supervisor sends report to next-level supervisor.

The form

Self Service includes a digital work review module, but the forms below can still be used.

Dutch 
English

Last Modified: 01-07-2014