‘Tips & tricks’ for evaluation meetings

(18-05-2017) We are currently conducting our two-yearly evaluation meetings for all administrative and technical staff and professional staff members at the university.

What is the difference between an evaluation meeting and a performance review And what is the best preparation? Here are a few ‘tips & tricks’ to help you.

Evaluation meetings for administrative and technical staff

By 30 June 2017 all administrative and technical staff members at Ghent University will have been invited to an evaluation meeting by their manager. This is documented in an electronic form in e-hr Apollo.

During years with an even number, Ghent University organises performance reviews. Evaluation meetings are conducted in years with an odd number. A list of the key differences:

Performance review in years with an even number

Evaluation meeting in years with an odd number

Purpose:to make agreements regarding future performance: what needs to happen and the approach to be taken.

Purpose: to review the past and run through what went well and what could still be improved.

A two-way conversation during which both parties confirm their needs/expectations for good performance. This could be training but might also relate to management and guidance at work.

A one-way conversation led by the manager, but during which we recommend members of staff to evaluate themselves and take a critical look at their talents.

Together a Personal Development Plan (PDP) is completed on e-HR Apollo. The job content is explained, agreements are made in the form of an action plan and there is confirmation of the person responsible for carrying out the work and the indicative timing.

Managers use the evaluation form in e-Hr Apollo to score a number of competencies (e.g. quality work, initiative-taking, ability to work in a team, …) and thus give you a final score (unsatisfactory-poor-acceptable-good-very good).

Professional staff evaluations

Evaluations for professional staff began on 15 May 2017. Professional staff member will be given access to a new activity report on e-HR Apollo. At the same time an evaluation form will be created for those professional staff members to be evaluated in the current academic year. This evaluation form will be accessible to the director of studies.

The departmental evaluation commission will evaluate professional staff members based on their job description, activity report and evaluation report.

The career development team in the department of Personnel and Organisation will provide support to the faculties during this automated process on e-HR Apollo and monitor the legal requirements and deadlines, so that professional staff can possibly continue enjoying an efficient and effective career as from 1 October.