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Personal Development Review (PDR) - frequently asked questions

The ongoing conversations between reviewees and reviewers form a crucial part of working at Warwick, and we've put together some FAQs to make sure you know exactly what PDR is all about.

Click on a question below to jump to the relevant answer:
Why do we have a PDR framework?

Our framework creates space to reflect on the part we all play in creating and maintaining an environment of diversity, dignity and inclusion at Warwick; and to discuss how our work supports our development, career, department, and the University's wider objectives.

Why Personal (and not ‘Professional’) Development Review?

Following much discussion when the scheme name was amended in 2017, we decided to use ‘Personal’ as opposed to ‘Professional’ to reflect the diverse range of development needs of colleagues across Warwick. These could be professional, career, technical or soft skills development needs.

Is PDR still separate from Merit Pay and SPRR?

Yes - PDR remains distinct and separate from Merit Pay and SPRR.

Do I have to complete a PDR?

There is an expectation that all staff will take part in PDR conversations - it's in our own interest to discuss our development, achievements, contributions and career aspirations.

When will I be expected to have completed my PDR conversation by?

We'd like all colleagues to have completed a conversation by 10 July, but please check locally for any department-specific arrangements.

How does PDR work?

PDR provides a simple framework to enable reviewees (those being reviewed) and reviewers (those facilitating the discussion) to have conversations around a number of core areas described above.

Firstly, it’s really important that people have conversations on a regular basis for both a 'look back' and a 'look forward'. A PDR shouldn’t just take place once a year, so there should be no surprises when a conversation takes place in the PDR 'window' during the summer. This really should be a summary conversation, designed to consolidate those more regular conversations across the year.

Who will see the information recorded on my PDR?

Discussions and records of any PDR conversations are generally confidential between the reviewee and the reviewer, and in some departments this may be shared with the head of department.

Our staff privacy notice contains information on how and why we collect, store, use and share your personal details; your rights in relation to your personal data and who to contact in the event you have a query or complaint.

PDR forms will contain the personal data of staff members and may include ‘restricted’ information (as set out in the ‘Information Classification and Handling Procedures’ at Warwick). All individuals conducting, undergoing or handling the information within the PDR document should be conscious of the confidential nature of content and the personal data contained therein, in relation to their handling, sharing and storing the forms whether electronic or paper-based. Should you have any queries regarding the management of this information, please contact GDPR@warwick.ac.uk.

Which form/process should I use?

If you are a member of staff on an academic contract, there is an Academic PDR form available. Both the retrospective review and future goal-setting parts of the form are aligned to the revised academic promotions criteria (Research and Scholarship; Teaching and Learning; Impact, Outreach and Engagement; and Collegiality, Leadership and Management). This enables information and examples captured as part of your PDR to support and naturally feed into any promotions conversations and processes moving forward, the sections of which align to the promotions criteria.

If you work within Professional Services and CCSG, there are two forms available: one for colleagues on grades 4 to 9, and one for colleagues in grades 1a –3 roles who may choose to use this if they feel it is more aligned to their local working contexts. This form can also be used where managers feel it is appropriate to better enable the conversation. Please discuss locally with your manager.

My department has its own PDR process - can we still use this?

It’s worth noting too that some departments have adopted some really good local practice in helping to further shape and guide conversations. Although these aren't explicitly referred to in the forms or in the how-to guide, we would absolutely endorse the continued use of schemes that are working well locally. PDR is about the quality of the conversations that take place in people’s own contexts, so do look out for additional communications relating to any local arrangements.

What should I talk about in the 'look back' part of my PDR?

In any reflective conversation, people might typically look back on their key achievements and contributions during the last year, and take the opportunity to discuss any particular challenges they might have encountered.

What about the 'look forward' part?

In the ‘look forward’ part of a conversation, the reviewee and reviewer will typically focus the discussion on what needs to be worked on in the future. An individual's goals should align with the work of their team or department, or the wider University in terms of its strategic aims. The reviewee might wish to discuss career development and the kind of support they may need in relation to this.

The most important thing about the PDR is that reviewee and reviewer have quality conversations throughout the year. Don't get too hung up about the process or the forms - it really is just a framework to enable a conversation.

What's different for 2019/20?

There is an enhanced emphasis on inclusion and respect in all PDR forms.

What's changed about the Professional Services/CCSG form?

Colleagues in Professional Services and CCSG who are grade 4 and above are being encouraged to consider each of the goals that were agreed in previous PDR conversations, and to rate their achievements against each goal. Reviewers will also do the same prior to the discussion actually taking place - or, if it suits both parties, this can be left to the pick up at the discussion itself.

The point of this is to provide an objective and consistent approach to discussing the degree to which each goal has been achieved. It’s important that people don’t agonise or wrangle over this but aim to treat it as an opportunity to discuss and explore any differences.

What's changed about the Academic paper form?

As mentioned above, the paper-based PDR form is very similar to the form that was used last year, apart from some small adjustments to language and terminology. The key change is that both the retrospective review and future goal-setting parts of the form are aligned to the revised academic promotions criteria (Research and Scholarship; Teaching and Learning; Impact, Outreach and Engagement; and Collegiality, Leadership and Management). This enables information and examples captured as part of your PDR to support and naturally feed into any promotions conversations and processes moving forward, the sections of which align to the promotions criteria. Find out more about this criteria

In all forms, we’re asking people to consider not just what they do in terms of their activity and outputs, but how they go about their work. There is a considerable drive across the institution to support the overall dignity, inclusion and respect agenda, so all colleagues are being asked to consider how they personally demonstrate support for this agenda as an integral part of their PDR conversations.

How should the PDR process be managed for academics on study leave?

Staff on study leave should be encouraged to complete the PDR form. The reviewee should clearly state they are on study leave on the form, as it is possible that they won’t be able to complete all sections. If the reviewee is unable to attend a PDR meeting, the process could be undertaken by correspondence, or by video messaging where appropriate

I am on a term time only contract - does this impact my PDR?

No - individuals on term time only contracts should not be treated any differently and should still undertake the PDR.

What about joint appointments - who undertakes the PDR?

In situations where an individual holds a formal joint appointment, both departments should conduct a review for their part of the appointment. Alternatively, if departments agree, one of them can conduct the PDR for both appointments, providing input is sought from the other. It is the responsibility of the heads of department (line managers) to communicate with each other and co-ordinate a response.

What about people on a fixed-term contract that's due to come to an end, or those on maternity leave - do they still need to complete a PDR?

All employees are entitled to have the opportunity to engage in the PDR process with their reviewing manager. Discussions at the PDR meeting should be tailored appropriately, to reflect the outputs anticipated within the timescales of the individuals remaining contract or the time spent in work during the review period.

I am on a career break – do I need to have a PDR?

Prior to your career break, you will need to undertake a pre-break interview with your manager to establish how you will keep in touch and arrangements for your return; this could form part of a PDR meeting. A further meeting will be held with you on your return.

What training is available to support PDRs?

There’s a comprehensive range of support materials available on the main PDR page:

  • How-to guide: a detailed guide which provides a comprehensive overview of the PDR
  • Reviewee guidance
  • Reviewer guidance
  • Refresher guidance
  • Top tips
  • A Moodle for reviewers and reviewees which will provide guidance on the process, the approach and the skills required to make the most of these conversations

If you’re unable to find what you’re looking for on the website, or if you have any additional queries, please do speak to your line manager in the first instance, or to your HR Business Partner.