See Annual performance appraisal

Guideline annual performance appraisal cycle for UT staff members support staff

Within the UT, organizational development and the development of professionals receives a lot of attention. We believe it is important for you to know how you can contribute to our common goal, to make agreements to that end and to be recognized for your achievements.  

The UT uses the Annual Performance Appraisal Cycle as an instrument for making agreements with individual staff members and following their progress. This instrument enables us to offer any necessary guidance or direction in a timely fashion and, ultimately, to evaluate the results.

In this guideline, we will explain what the annual performance appraisal cycle entails and how staff members can prepare for the appraisals. These will be filled in before the performance appraisal. 

What happens in the annual performance appraisal cycle?
During the annual performance appraisal cycle, agreements between the supervisor and the staff member are recorded and monitored. This happens twice a year (optional) in an annual performance appraisal and a progress review. These will be filled in before the appraisal.

Once per calendar year, supervisors and staff members have an annual performance appraisal meeting. This is a two-way discussion that consists of two parts:

  1.  Reviewing agreements that have been made in the past year
    We evaluate the results and development of the previous year. As part of the evaluation, the supervisor assesses the results achieved by the staff member. These are measured using a 5-point scale. The overall assessment of the staff member's performance can vary from well above expectations to well below expectations.

  2. Making agreements for the coming year
    We make agreements for the coming year with regard to work results, behaviour and professional development. This is done within the framework of the University Job Classification profile and the corresponding competencies.

 To record and evaluate result agreements, we use AFAS application.

Halfway through the year, we conduct a progress review (optional) during which the supervisor and staff member take stock of the progress made on the agreements. As part of the review, the current situation regarding agreements made in the annual performance appraisal meeting is considered and the supervisor and staff member discuss whether these agreements need to be adjusted.

What kind of agreements are made?
In the AFAS application, agreements are recorded with regard to:

  • Results
  • Behaviour and competency development
  • Career development
  • Miscellaneous  

What topics could be addressed in the course of the annual performance appraisal?
The content of the annual performance appraisal is determined by the agreements made in the previous year and the wishes and ambitions of the staff member, as well as by new developments in the organization, team, or discipline.

The following topics may be addressed:

 Result agreements: (see also current discussion topics) 

  • The annual performance appraisal cycle connects organizational objectives and individual agreements. For example our UT core values entrepreneurial, inclusive and open, and (team) objectives.
  • The result areas that apply to the staff member on the basis of his/her University Job Classification profile.
  • Projects and related activities that are relevant to your position.

Behaviour agreements:

  • Discussing competencies that are important for your position, their development, and any feedback you obtained.

Career development agreements:

  • Wishes regarding tasks, training or career. On what would you like to spend more time in the coming year/what would be good for you to develop and how could you achieve that?

 Other agreements and wellbeing:

  • In response to Covid:
     - Social isolation
     - Future uncertainty for temporary contracts
     - Workload (digital education, support)
     - Homeschooling
     - Informal care
     - Working conditions (work-life balance, home facilities)
  • Sustainable employability: agreements about, for example, working part-time, a combination of work and private life, customization to achieve proper coordination of business and working hours; gradually facilitating the transition to retirement by, among other things, adjusting individual working hours; agreements about the subject and/or job-oriented education/training, coaching, career advice/orientation opportunities, job rotation, etc.
  • Working conditions, work pressure and work stress, safety and health aspects in the workplace.
  • Wellbeing page
  • Involvement in employee participation
  • Ancillary activities

 How do you prepare for the annual performance appraisal?
You prepare for the annual performance appraisal by completing the form provided by the AFAS application prior to the meeting. State whether results - agreed upon in the previous year - have been achieved and how. During the meeting, you will discuss the details of the results and the way in which they were accomplished. The feedback you have obtained is also laid down in this form. When you have completed the form, you submit it as a concept to your supervisor. (see a way of working AFAS).

Make SMART agreements
Always try to specify first what the end result will be once the agreement has been fulfilled. Keep asking yourself the question: “How can I tell that the end result is good? “ and “How can I tell that I am successful?”. As a final check, you assess whether you have formulated the result agreement in a SMART (Specific, Measurable, Acceptable, Realistic and Time-Bound) manner.

 Getting feedback
To prepare for your appraisal, it is useful to get feedback from, for example, customers, clients and colleagues. You do so in consultation with your supervisor. There are two ways of getting feedback:

1. If you wish to get feedback on all competencies related to your position, we advise you to use the digital University Job Classification feedback instrument.

  • Open the University Job Classification instrument and log in with the user name ut and the password utufo.
  • Select the tab ‘Feedback Instrument’.
  • To ensure proper use, please read the user instructions first.

 2. You may also choose to use the ‘informant form’, which can be downloaded.

 How is the annual performance appraisal cycle completed?
By signing the annual performance appraisal report, the staff member confirms that he/she has taking cognizance of its content and that the report offers a correct representation of the meeting. You can add relevant documents to your annual performance appraisal report. The report is saved in the web application. A copy is saved in the digital archive.