Frequently Asked Questions
Q - Do final performance ratings for individuals get published anywhere for other team members/ staff at the University to see?
A - No, after moderation the manager is responsible for informing direct reports of the final moderated rating. this information is not published elsewhere.
Q - I am an academic member of staff - How will I manage to fit PDR into my workload?
A - Workloads were given significant consideration in the development of PDR. PDR has been designed to fit in with your current workload model.
Q -What feedback was received from the pilot?
A - We received feedback from the pilot over a broad range of topics, such as, Guidelines, academic measures, cycle timings, online tool. This feedback was presented to the steering committee and certain changes were implemented. These changes included; the timing of the cycle, updates to the academic and research standard metrics, user functions on the online PDR tool and revision of the academic guidelines.
Q -Who can access my performance plan?
A - Your direct Supervisor, your Supervisor's Supervisor (so one level up) and HR staff with administrative access can access your plan on-line.
Q -Are there any other alternatives to the PDR resolution process if I disagree with my supervisor (regarding PDR)
A - Staff can contact HR for advice at any stage of the PDR process.
Staff are encouraged to resolve PDR issues and disputes at a local level by discussing it with their Supervisor in the first instance. If this does not resolve the issue then staff request a meeting to be held with the individual, the supervisor and the supervisor's supervisor as the chair in order to resolve the issue.
Alternatively, if staff believe they are being discriminated against or bullied during the PDR process then they may decide to access the relevant HR policy. Staff are encouraged to contact the Equity Officer or a HR Consultant for advice and support in these circumstances.
In some instances where staff have contacted their supervisor's supervisor and this has failed to resolve their PDR issues, staff can contact HR for further advice.
Q - How many people will get a reward?
A - Approximately 30% of eligible employees are estimated to receive a reward. The payment of rewards is funded centrally and is not dependent on the university hitting its overall targets. It is completely separate from your agreed salary package and any agreed increases and will be taxed at the normal rate.
Q - Will the names of people who receive a reward get published?
A - No, individual outcomes received will remain confidential but it is important that the process is transparent and that it is clear that staff at all levels are able to receive a reward.
Q - Is there a dispute resolution process?
A - If you and your Manager cannot reach agreement when setting performance objectives and measures, or you disagree with your Manager's assessment of your performance, you are able to request your second level Manager to intervene and decide. This Resolution process will be outlined in detail in the PDR guidelines that will be distributed to staff during PDR training. Furthermore, if a staff member believes they have been treated in a manner that might constitute bullying, victimisation, discrimination or harassment, there are formal avenues available for them to pursue. Refer to the policy database for specific policies.
Q - What about areas where team objectives are common?
A - There is an option for team based objectives and measures as part of the PDR process but individuals will still be rated against all their objectives based on their individual performance.
Q - What kind of support is available?
A - All managers are invited to a full day training course and all staff will receive a detailed guidelines document as well as a quick reference card during this time. Additionally, support will be provided via a go to network as well as via the PDR website, email and the HR team.
Q - How can I find out more?
A - Attend information sessions in your area, check out the pdr website, email pdr@swin.edu.au, or talk to your manager or your HR representative.
Q - Timing – why was March/Apr picked?
A - Due to the Moderation process, a common cycle is required so that everyone completes their reviews by a certain point. A variety of timings were reviewed during the consultation sessions and there is no one perfect time for everyone so Mar/April was the least difficult time for the majority of areas. Note that the timings that have been agreed are completion dates, there is flexibility around when activities can be started, it is the completion date that needs to be adhered to.
Q - Will the system allow for you to start a new year while the current year is underway e.g. enter the Performance Plan for 09 in Dec 08?
A - This is dependent on the system administrator preparing the plans which can be done at any stage of the year, but generally won’t be done until Dec/Jan.
Q - With Direct Reports who work between two managers, who will be the owning manager?
A - Whichever manager is allocated in the HR system will be the “owning” manager but both managers will be expected to provide input into the individual’s review.
Q - Will the previous years’ plans be available in the system to cut and paste from?
A - Click the “print” icon/button 
and choose PDF format instead of HTML, then use the Select Tool in Adobe to select text and you can copy this to the clipboard and then paste into your new plan.
Alternatively, you can contact Yana Zhang (ext 5742) who can run an excel report of people's objectives.
Q - When there is a change in roles e.g. a Direct Report receives a promotion what happens to their current plan?
A - This depends on the time of year the change in role occurs, it will be managed on a case by case basis. The plan will stay with the individual and in some cases the objectives will need to be updated, in others they will not. Regardless it is important that all managers provide input into the individual’s review.
Q - Is the Behaviours Performance Objective in the Library of Measures and can we edit / enhance (add to it) it if necessary?
A - Yes, it sits under "Swinburne Behaviours" in the online tool's objective library. The weighting is to be set between 10% and 20% and it is expected that the measures will be edited and tailored for your role and area in consultation with your manager.
Q - Do we have to attach the evidence for the Moderation process or will it be called on if necessary?
A - It is the manager’s responsibility to support the ratings based on evidence which will be referred to/captured in the online tool.
Q - What, if any, feedback will I get back from the Moderation process?
A - Each individual’s rating will be finalised at moderation so your manager will communicate your final rating to you after Moderation. This may include additional feedback.
Q - What happens if your career goals aren't compatible with any of the metrics?
A - Your career goals are used to underpin your Personal Development Plan. Unlike Performance Objectives, your Development objectives are coupled only with a Learning activity, rather than actions and measures. The standard metrics (for academic staff only) apply only to performance objectives.
Q - Is there a limit on the number of employees who can receive a reward?
A - No. However, we would anticipate that approximately 30% off staff across the University would normally be rewarded, however there is no predetermined limit..