Departmental Review Panel (DRP)
Membership of the DRP
The Departmental Review Panel (DRP) will be chaired by the Head of Department and will consist of senior members of staff (e.g. the senior management team/executive group) and a HR representative (where practicable this should be one of the Faculty HR Managers); other managers may be invited to contribute to the DRP discussions in order to provide supporting information on a particular case.
The Role of the DRP
The role of the Departmental Review Panel (DRP) is to support the Head of Department/School in overseeing the SRDS process within the department and ensuring that it is implemented appropriately.
The DRP will normally meet twice. The first meeting normally takes place in March or April and needs to happen before SRDS meetings commence. The second meeting is expected to take place in September, following the conclusion of SRDS meetings:
First Departmental Review Meeting
- Agree the departmental SRDS timetable (which should ensure that the Department is able to meet the University timetable);
- Consider the pack of management information which will be provided by the HR Manager, along with feedback and participation statistics from the previous year, including whether there were any concerns or difficulties which need to be overcome in the planning for the next round;
- Provide guidance to reviewers and reviewees to encourage a high quality conversation about the contribution the reviewee has made to the University in the previous year and feedback is provided about how well the reviewee has met their objectives including any issues or clarifications around performance, contribution and expected standards;
- Ensure reviewers and reviewees are appropriately paired. In the majority of cases the reviewer will be the immediate manager of the reviewee. If this isn't possible the reviewer should be a senior member of the same team or department who is sufficiently knowledgeable about the quality and impact of the reviewee's work and is appropriately skilled to undertake the review. Reasonable requests for a different reviewer should be considered, but the appropriateness of the pairing must take into account the intended outcomes of the SRDS process, year on year consistency and effectiveness of objective setting. Reviewers should normally have responsibility for a maximum of six reviewees.
- Provide guidance to reviewers and reviewees about Faculty and departmental objectives, priorities, and generic areas for objectives which should be included in individual objectives. The DRP should also agree a method for sharing these with all staff (eg briefing session for reviewers followed by an email to all staff);
- Consider whether there are any training and development issues which need to be included in the SRDS discussions to support the Department in the next year;
- Identify any additional information which may be sought in advance of the review, for example where staff report to more than one individual or have contributed to a substantial project outside of the Department, the reviewer should be encouraged to seek feedback on the reviewee’s performance;
- Identify any groups of staff who will have a different SRDS form, eg GTAs and confirm how that process will be communicated to reviewers and reviewees.
Second Department Review Meeting
- Follow up on staff who have not had an SRDS review to ensure that a meeting is held where possible;
- Consider and if necessary prioritise training and development requests;
- Ensure issues and concerns raised by reviewees during SRDS meetings are considered and addressed as appropriate;
- Consider cases where the reviewee is dissatisfied with the feedback which has been received;
- There is an expectation that the review of performance and contribution will inform decisions relating to staff rewards; consider the quality of the feedback which has been given to staff to ensure that any decisions taken about contribution are consistent with the feedback which has been given to reviewees. Where the quality of the feedback could be improved agree how this will be taken forward with the reviewer;
- Consider whether any performance concerns have been highlighted and if so how they will be taken forward (it may be appropriate for the detailed consideration to take place outside the DRP meeting);
- Reflect on the SRDS process, identifying any issues to be addressed in future years to improve the process within the Department.
As the SRDS Co-ordinator, you are responsible for:
- Communicating the reviewer / reviewee pairings and directing them to the appropriate training material.
- Arranging the Departmental Review Panel (DRP) meetings. The DRP meeting should consider the points in the guidance for DRPs.
- Arrange for members of the DRP and reviewers to meet before any SRDS meetings take place, to outline and discuss the departmental timetable, objectives and priorities (including any generic objectives where relevant).
- Ensuring SRDS completion have been recorded in MyTeam against each individual by the deadline.