Manual web application FJUT

Introduction

Objective of the web application FJUT

How do you access the Annual interview Form UT?

Completing the form

 

Introduction

The web application FJUT has been developed to support the annual interviews within the UT. This means that the annual interview – an interview between a superior and a staff member – will remain the basis for the interview on the staff member’s functioning. Therefore the web application is not intended as a new alternative in which the superior and the staff member can communicate with one another “from a distance”!

The web application is intended to simplify the recording of the annual interview and to provide a better structure for the agenda of the interview. The form may be used prior to, and of course after the annual interview to record the items discussed.

The FJUT has an electronic approval system. This means that the report can no longer be signed in writing (using a ball pen).

Here you can find a manual for the use of the web application. You can find more information on the function and content of the annual interview here.

We wish to draw your attention in particular to the checklist of obligatory Personnel department subjects you have to incorporate in the various parts of the form.

IN ADVANCE:

It is very important that the superior and the staff member make proper arrangements on who will record the information in FJUT. Both the superior and the staff member have to give their approval. After one of the two has given his/her approval, in principle data can no longer be changed! Therefore always wait with giving your approval, until you are certain the “other party” also approves! See for further information under Approval.

The web application can be started here. However, the web application can only be used once the Personnel department of your unit has made the web application accessible. This will be when the annual interviews are to be held in your unit.

The only browser suitable for FJUT is Internet Explorer. Other browsers may cause problems, such as a limited display of text and lost text during copying.

Objective of the web application FJUT

All the units within the UT will use the same form for the annual interviews. The form is available via the web application FJUT. The most important functionalities of the web application are:

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recording a number of fixed personnel data;

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displaying agreements as made during the previous annual interview;

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recording what was discussed during the annual interview;

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storing new agreements so that these can easily be retrieved during the next annual interview;

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using data from other administrations (publications, journal registration and recording of absenteeism owing to illness).

How do you access the Annual interview Form UT?

To use the form and record what was discussed during the annual interview, you need to log in using a ‘User Name’ and ‘Password’. A number of personal data are recorded in the form. For reasons of confidentiality besides yourself only your superior and relevant Personnel staff members can view the information stored. You have received your ‘User Name’ and ‘Password’ in a once-only special letter from the ICTS. For 'User Name' you fill in a small letter 'm' followed by the first 7 positions of the staff member number. This number is stated on your staff member card.

If you have forgotten your ‘Password’, you can get a new password from the ICTS-Servicedesk. For this it is necessary to visit the ICTS-Servicedesk in person and to identify yourself with your staff member card. Subsequently,

If you are unable to log in on the UT intranet both at home and at your workplace, then your superior can probably do this. The final result is a report of the annual interview in pdf format. This can be printed out. After electronic approval, the pdf file is automatically stored in your personal file.

After having logged in, superiors can select their own form or one of the forms of one of their staff members, by clicking on the name in question.

Of course staff members only have access to their own form.

It is also possible to see the annual interview forms from other years (of course only if these were also recorded via FJUT). This is possible by clicking the relevant year in the left of the screen.

Completing the form

After having made your choice, the form is displayed on the screen. This is the FJUT main menu.

You see an overview of the staff member’s personal data (name, superior, UFO profile, result areas, classification criteria, job position code, part of organisation, salary scale, scope of appointment, date annual interview and date previous annual interview).

If the UFO profile has been filled in, you can see the applicable UFO classification by clicking on the UFO classification. This link enables you to see the applicable UFO profile, and enables you to see other UFO profiles via the web application MY-UFO.

Below the block with personal data you see several tabs, which together constitute the contents of the form of the annual interviews, specifically the following tabs:

Part 1: Functioning (per subject)

Part 2: Total picture of functioning

Part 3: Personal development

Part 4: Relation with superior and colleagues

Part 5: Other topics of conversation

Annexes: Publication list, Hours registration, Recording of absenteeism owing to illness

Approval: Approval

You complete the form by filling in the various tabs. To do so, always select the “edit” button. The size of the various fields in the tabs is automatically adjusted to the size of the text when you type the text. The web application does not have any text layout options, although it is possible to copy&paste text from other applications. Any changes have to be stored first before closing the tab and returning to the main menu.

Part 1. Functioning (per subject)

In this tab under “Agreements previous annual interview” you see the agreements as recorded in the previous annual interview.

Subsequently there are five blocks which per subject enable you to make an evaluation of the functioning in relation to the subject in question (see also the brochure for possible subjects). You may select no more than 5 subjects to be discussed.

In the last block “New agreements (including preconditions within which these are to be realised)” you record new agreements pertaining to the subjects discussed. In the next year these agreements will appear under the block “Agreements previous annual interview” referred to above.

Part 2. Total picture of functioning

In this tab you are to give a concise conclusion on functioning; you can choose between Excellent (if the functioning is better than that of good staff members); Good (if no fault can be found as to functioning); Sufficient (if the functioning is reasonable); and Insufficient (if the functioning is insufficient and requires the necessary improvement). There is space under Observations to make the necessary differentiations.

Part 3. Personal development

In this tab you can lay down any agreements as regards personal development. Also in this tab the agreements made during the previous interview are shown under “Agreements previous annual interview”. There is space for an evaluation and in the next block new agreements on personal development can be recorded. Click here for the relation to the Personal Development Plan.

Part 4. Relation with superior and colleagues

In this tab you can lay down agreements as regards the relation with your superior and your colleagues. Also in this tab the agreements made during the previous interview are shown under “Agreements previous annual interview”. There is space for an evaluation and in the next block new agreements on these relations can be recorded.

Part 5. Other items of conversation

In this tab you can lay down agreements as regards other items of conversation. This involves items of conversation not covered in the previous parts of the form. Check the checklist in the brochure! Have all the obligatory personnel department subjects been covered sufficiently and in-depth, and have they been recorded? Under the blocks “New items of conversation put forward by the staff member” and “New items of conversation put forward by the superior”, you can record what was discussed during the interview. Under “New agreements for the next period”, you will record the new agreements.

Annexes: Publication list, Hours registration, Recording of absenteeism owing to illness

In this tab you can generate a number of overviews. These overviews are included as annexes to the report and provide information on possible publications of the staff member (data collected from METIS), the time working hours registration (data collected from the journal system TAS) and the recording of absenteeism owing to illness (data collected from ZRST, part of the personnel administration) over a certain period.

Using these overviews is, of course, only useful if you also keep up-to-date the data in these systems. The data of the recording of your absenteeism due to illness are kept by the personnel administration of your unit.

Per overview you can set the period over which you wish to make inquiries.

Approval: Approval

It is no longer necessary to sign the form in writing (using a ball pen). FJUT has an electronic approval system in place.

It is very important that proper arrangements be made between the superior and the staff member on whom of you will record the information in FJUT. Both the superior and the staff member have to fill in their approval.
After one of the two has given his/her approval, in principle data can no longer be changed! Therefore always wait with giving your approval, until you are sure the “other party” also approves!

Therefore it is important to follow the following procedure:

1.

Discuss between yourselves who – the superior or the staff member – will fill in the form (‘the reporter’, the other is referred to as the ‘report reader’). Ordinarily this is the responsibility of the superior. However, in certain situation it is possible to leave this to the staff member, for example in case of departments with a high level of professionalism, where a greater responsibility may be expected of the staff member.

2.

Prior to the interview, both parties may enter their subjects, evaluations and draft agreements for the next year into the form: Remember: the form can be read by both parties at all times. This way the agenda for the interview may be determined and steered in a certain way by the parties in advance.
Do not give your APPROVAL until later!

3.

Conduct the annual interview together. For convenience, use a print-out of what has already been entered into FJUT as a basis for the interview.

4.

After the annual interview the reporter will enter the evaluations, conclusions and new agreements into FJUT. Once all the information has been stored, the reporter requests the reader of the report to go through the text and possibly adjust the text (this can take place both in FJUT and ‘in the old-fashioned way’ using a pen on the print out). Of course this may result in further consultation.

5.

Once it is clear that both parties agree on the content, first the reader of the report and subsequently the reporter give their approval via the tab Approval. After the staff member or superior has given his or her approval, the content of the annual interview can no longer be changed. An approval can only be set aside by the Personnel department on the instruction of the superior in an emergency situation.
Once approval has been given, both parties will receive an automatic email including the report in pdf format, in which the approval is confirmed.

6.

After approval the form is also stored automatically in the electronic personal file of the staff member, to be used during the staff member meeting (at the end of the annual interviews) with the management of the faculty.

NB: Unfortunately there may be a situation in which the superior and the staff member cannot reach agreement because of a difference of opinion. Consider in this context that approval means that you approve the report as a fair representation of what was discussed. This does not mean that the parties also have to share their positions on the functioning etc. However, if there is no agreement on the report, then this will be stated and explained in Part 5, “Other items of conversation”, the superior will fill in and press the tab “Approval” on the “Send PDF (draft version)” button. Both the staff member and the superior receive the pdf file by email. The superior sends this to the Personnel Department of the unit. Both parties may add a separate written response, in which their separate views are phrased.