Personal Development Review (PDR) Policy
Document Control
Version
Ratified by
Date Ratified
Name of Originator Author
Name of responsible
committee/individual
Date issued
Review Date
Target Audience
3
Human Resources and Organisational
Development Policy and Planning Group
01 March 2012
Head of Learning and Development
Human Resources and Organisational
Development Policy and Planning Group
01 August 2014
March 2015
All staff
Section
Content
Page
No.
1.
2.
3.
4.
4.1
4.2
4.3
Introduction
Purpose
Scope
Responsibilities, Accountabilities and Duties:
Directors and Appointing Officers
Reviewers
Post holders
3
3
3
3
3
4
5
5
5.1
5.2
5.3
5.4
5.5
5.6
5.7
Procedure/Implementation
The PDR process
PDR Stages- Stage 1Stage 2 Personal- Development Plan(PDP)
Stage 3- Learning and Development
Stage 4- Joint evaluation of L&D
Confidentiality
Disagreements
5
5
5
6
6
6
7
7
6.
7.
8.
9.
Training Implications
Monitoring Arrangements
Equality Impact Assessment Screening
Links to other Procedural Documents
8
8
9
9
10.
References
10
Appendix A
PDR review Documentation
11
Appendix B
Guidance notes for completing the PDR
Documentation
18
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1.0
INTRODUCTION
The Personal Development Review (PDR) process plays a critical part in achieving the
Trust’s objectives. Each individual must have the opportunity to develop the knowledge
and skills to do their job, to consistently put these into practice and be a part of a
process to ensure that personal development needs are identified and supported.
2.0
PURPOSE
The purpose of the Personal Development Review (PDR) process is to look at the
way in which the Post Holder is developing in relation to:
•
•
•
The duties, responsibilities of their post and their current agreed objectives
The application of knowledge and skills within the workplace
The consequent development needs of the Post Holder.
The PDR is based on looking at how the Post Holder is applying their knowledge and
skills and developing to meet the demands of the post as described in the job
description and person specification. The PDR is when all of the discussions that have
taken place throughout the year, within supervision arrangements, are brought together
and jointly reflected on.
Objectives are derived from the Trust’s goals and should relate to the key areas of
responsibility in the job and identify the areas of improvement/change agreed for the
next year. Objectives help to provide focus for the Post Holder. Objectives are recorded
on the PDR documentation and, as a rough guide, should not exceed 8-10 in any year.
3.0
SCOPE
This policy applies to all staff of Rotherham, Doncaster and South Humber NHS
Foundation Trust employed under the Agenda for Change National Agreement. The
policy excludes staff not covered by Agenda for Change, including Board Level
Directors, Doctors and people not employed by the Trust, for example agency staff and
contractors who have separate arrangements for personal development reviews.
4.0
RESPONSIBILITIES, ACCOUNTABILITIES AND DUTIES
The Personal Development Review (PDR) is a Trust requirement for all staff subject to
Agenda for Change terms and conditions.
This policy applies to all staff of Rotherham, Doncaster and South Humber NHS
Foundation Trust employed under the Agenda for Change National Agreement. The
policy excludes staff not covered by Agenda for Change, including Board Level
Directors, Doctors and people not employed by the Trust, for example, agency staff and
contractors who have separate arrangements for personal development reviews.
4.1 Directors and Appointing Officers
Accountable for ensuring there are robust and effective annual PDR processes in place
within Business Divisions/Directorates
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•
New starters will have an informal meeting within three (3) months of completing
their Corporate and Departmental Induction with their Line Manager to discuss their
objectives and annual PDR
•
There is equity in the allocation of resources and/or support provided to enable
agreed learning and development needs to be met
•
All Reviewers in the directorate have received the necessary training and have the
skills to fulfil their role as a Reviewer
•
Arrangements are agreed for the PDR discussion to be incorporated into the Post
Holder’s normal working hours or to use TOIL arrangements (Time off in lieu)
•
Mechanisms exist within the service to deal with minor problems or disputes that
may arise from the process (see 5.1)
•
Up-to-date records of PDR’s are maintained by the Reviewers for all Post Holders
within the Business Division/Directorate and Section F of the Personal Development
Plan (PDP) is forwarded on completion to the Learning and Development Service for
monitoring and audit purposes. Information about PDR activity for staff within their
remit may be obtained from the Learning and Development Service.
4.2 Reviewers are responsible for:
•
Ensuring that the review takes place at the appointed day and time. Adequate notice
(minimum of four weeks) should be provided to the Post Holder to undertake
preparation for the PDR
•
Managing the PDR process in their specified work areas ensuring Post Holders have
an annual PDR
Ensuring they have undertaken the necessary PDR Reviewer training before
conducting a PDR
•
•
Ensuring that the Post Holder is aware of the PDR process and their role and
responsibilities within it
•
Being familiar with the Post Holder’s job performance and the requirements for their
post
•
Completion of the PDR paperwork and comply with the documentation process route
•
Ensuring the Post Holder and Reviewer retain a copy of the PDR documentation
(Appendix A)
•
Where significant changes to the job description have been discussed and agreed
by the Reviewer and Post Holder, advice should be sought from the Human
Resources Department for its potential impact on the job evaluation of the post.
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•
As part of the PDR process the reviewer should direct the post holder to the RDaSH
competencies (available on the website or by contacting the Learning and
Development Service) and the KSF outlines which are available as tools to help and
support them in their discussions
4.3 Post Holders are responsible for:
•
Ensuring they are prepared to engage in the PDR on the appointed day and time
•
Understanding the PDR process (Appendix B)
•
Attending PDR awareness sessions
•
Alerting their Line Manager if they have not had a PDR.
5.0 PROCEDURE/ IMPLEMENTATION
5.1 The Personal Development Review (PDR) Process
5.1.1 The PDR process is compulsory and, to complement the regular ‘job progress’
discussions between managers and staff, a formal PDR must take place at least once a
year.
5.1.2 The PDR process consists of four stages:
Joint review of work
against the demands of
the post and any
agreed objectives and
targets
Jointly produce
Personal Development
Plan – identify learning
and development
needs, goals and how
Joint evaluation of
learning and
development and its
application
Learning and
development by Post
holder supported by
their Line Manager
5.2 Stage 1 – Joint Review of Work -This takes place between the Post Holder and a
Reviewer who will normally be their Line Manager.
5.2.1 The role of Reviewer can be delegated by an Appointing Officer in exceptional
circumstances, for example, where the Appointing Officer has too many direct reports
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and needs to share the accountability in order to have more effective and timely PDRs;
and/or where particular professional/technical input is required; and/or where there are
significant contra-indicators to the Line Manager undertaking the PDR. In such cases,
an alternative reviewer will be identified by the Appointing Officer in consultation with
the Post Holder with the intent of reaching a mutually acceptable alternative. It is a
requirement that the designated person has attended the PDR Reviewer training.
5.2.2 The basis for the PDR will be the reviewing and setting of objectives/targets
accompanied with the reviewing of the knowledge and skills requirements of the post.
5.2.3 The PDR process will take place throughout the year. The Post Holder should
complete the PDR documentation (as identified in the Guidelines) prior to the review to
assist with the process. The Post Holder will also consider the impact on their work of
the learning and development undertaken since the last PDR.
5.2.4 The outcome of the joint review is recorded on the PDR documentation and is a
signed record of progress achieved with learning and development needs identified. A
copy of the PDR documentation will be retained by the Post Holder and the Reviewer
and the Post Holder’s Line Manager, if the Line Manager is not the Reviewer. A copy of
the Training and Development Plan (Section F) must be forwarded to the Learning and
Development Administrator to enable the PDR to be recorded on ESR/OLM and for
identified learning and development needs to be processed.
5.3 Stage 2 – Joint Personal Development Plan (PDP) - The output from Stage 1 flows
into the preparation of an agreed individualised Personal Development Plan – Section D
of the PDR documentation. The PDP identifies the objective(s) discussed and agreed
during the PDR and shows how the objectives will be achieved, support required and a
proposed timeframe.
5.4 Stage 3- Learning and Development.
This stage is crucial as it is through learning and development that the Post Holder
develops their knowledge and skills to apply to their work and supports their personal
development.
The Training and Development plan (Section F) identifies and records the Post Holder’s
learning and development requirements and requests. Timescales for achieving the
listed requirements and requests should be specified and will normally be undertaken
before the next PDR. A copy of Section F must be forwarded to the Administrator after
the PDR.
5.5 Stage 4- Joint Evaluation of Learning and Development
The purpose of this stage is for the Post Holder to reflect on the effectiveness of their
learning and development in increasing their knowledge and skills. The evaluation stage
is not the end of learning and development: it should take the Post Holder and Reviewer
back round the cycle and inform the next PDR.
Evidence should be:
Valid- does it meet the needs of the dimension
Authentic-can it be attributed to the post holder
Sufficient-is here enough evidence to demonstrate achievement
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Current- is it up to date and relevant (within the last 12 months)
Reliable- does it accurately reflect the knowledge and skills required
5.5.1 The Trust provides PDR training for all members of staff who have the
responsibility of reviewing others (Reviewers) who have not previously been trained in
this area. It is compulsory for staff taking on responsibility for reviewing others to attend
this training programme. Half day training workshops around PDR will be delivered
throughout the Trust for all Reviewers.
5.5.2 The Trust will provide a variety of educational, learning and development
activities to assist the Post Holder’s learning needs identified in the PDP and Training
and Development Plan. Information is available to Service Managers, Reviewers and
Post Holders via the Trust’s Learning and Development Programme and on the Trust’s
Intranet.
5.5.3 This policy assumes that sufficient time is built into the working arrangements of
all staff to enable the PDR process and associated training to take place
5.6 Confidentiality
Post Holders and Reviewers must respect the confidentiality of the KSF PDR process.
The only people with access to a Post Holder’s PDR record will be the Post Holder, their
Reviewer (and/or designated Reviewer if not their Line Manager) and their Appointing
Officer.
PDR documentation should be kept in a secure place in line with the Trust’s policy on
Data Protection.
Section F of the PDR documentation will be used to record information on to the
ESR/OLM monitoring system maintained by the L&D Administrator. This information is
a requirement for DOH monitoring of the PDR process.
5.7 Disagreements
In the event of disagreements and or disputes in connection with the PDR process, the
following will apply:
5.7.1 If the dispute concerns the Post Holder objecting to his/her Line Manager
undertaking the review, then the Appointing Officer will assess the reason(s) for the
objection and determine whether an alternate Reviewer will be identified.
5.7.2 If the dispute concerns the Post Holder not accepting the outcome of the Review,
then the grievance procedure may be initiated by the Post Holder. In such
circumstances, the Appointing Officer and the Post Holder may initially seek internal
support in the form of an independent review from a mutually agreed third party who
may in turn seek further information from the parties involved in order to resolve the
dispute. Where this approach is adopted the outcome of the independent review will be
binding on both parties.
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6.0
TRAINING IMPLICATIONS
Details of
staff
requiring
training
All staff
7.0
How
Frequency Number
many
of training of
staff in
sessions
total
per year
Dependant Bi-monthly 6
on number
sessions
of new
per year
recruits
Delivery
mode
Responsibility Review of
for training
Training
Face to
face
contact.
Learning and
Development
Team.
Evaluation
from each
update
session to
establish
themes and
requirements
to support
staff in
practice.
MONITORING ARRANGEMENTS
Area of
Monitoring
How
Who by
Reported to
Frequency
All staff
Review through
Attendance
record for
workshops.
PDR process
and completed
preceptorship
package.
Reviewer and
Directly to the
Learning and
Development
Service.
One off
Learning and
Development
Service.
.
This policy will be reviewed in partnership by the Trust and Staff Side organisations. An
audit process will be devised to review the quality of PDR’s throughout the Trust.
13.2 Business Divisions/Directorate Lead(s) will be required to monitor that PDR’s are
occurring and that systematic follow-ups are in place to ensure reviews are completed
for all staff groups. Assistance can be provided by Learning and Development Service
who will use the ESR/OLM system to record completion of PDR’s.
13.3 The annual staff survey also provides data, which indicates the uptake of PDR’s
for those staff who choose to participate in the survey.
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8.0
EQUALITY IMPACT ASSESSMENT SCREENING
Privacy, Dignity and Respect
The NHS Constitution states that all patients
should feel that their privacy and dignity are
respected while they are in hospital. High
Quality Care for All (2008), Lord Darzi’s review
of the NHS, identifies the need to organise care
around the individual, ‘not just clinically but in
terms of dignity and respect’.
Indicate how this will be met
No additional issues have been
identified in respect of the privacy,
dignity and respect of patients.
As a consequence the Trust is required to
articulate its intent to deliver care with privacy
and dignity that treats all service users with
respect. Therefore, all procedural documents
will be considered, if relevant, to reflect the
requirement to treat everyone with privacy,
dignity and respect, (when appropriate this
should also include how same sex
accommodation is provided).
9. LINKS TO OTHER TRUST PROCEDURAL DOCUMENTS
This policy should be read with reference to the following:
Policy for Managing Poor Performance
Mandatory Risk Management Training Policy
http://www.rdash.nhs.uk/wp-content/uploads/2009/11/Mandatory-Risk-ManagmentTraining-Policy-19.-1.2011.pdf
Policy relating to Equal opportunities and Diversity in Employment
http://www.rdash.nhs.uk/wp-content/uploads/2009/11/Equal-Opportunities-approvedHROD-2.6.2011-V2.pdf
Policy for the Management of Local and Corporate Induction
http://www.rdash.nhs.uk/wp-content/uploads/2009/11/Induction-Policy-HROD-approved4.11.10.pdf
Clinical and management Supervision Policy fro Clinical Staff
http://www.rdash.nhs.uk/wp-content/uploads/2009/11/Supervision-Policy-for-clinicalstaff-PAG-approved-final-5.10.10.pdf
Clinical and Managerial Supervision policy for Non Clinical Staff
http://www.rdash.nhs.uk/wp-content/uploads/2009/11/Non-clinical-managerialsupervision-policy-approved-HROD-2.6.2011-V21.pdf
Page 9 of 20
Data Protection Policy
http://www.rdash.nhs.uk/wpcontent/uploads/2009/11/Data_Protection_Policy_version_2_2010.pdf
10. REFERENCES
The NHS Knowledge and Skills Framework (NHS KSF) (October 2004)
http://www.dh.gov.uk/en/Publicationsandstatistics/Publications/PublicationsPolicyAndGu
idance/DH_4090843
RDaSH Competencies
http://nww.intranet.rdash.nhs.uk/wp-content/uploads/2012/06/RDASH-CompetenciesMay-2012-v31.pdf
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Appendix A
Personal Development Review
Documentation
Post holder details
Name: …………………….…….
Post: ………………...…………
Work Location: ……………………..………
Pay Band: ………
Directorate: ...............…...............……
Reviewer details
Name: ………………………………..……………………
Post: ..…………………
Review details
Date: ……………..…
Time: ………………
Venue: …………………………….
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SECTION A
Review of Objectives and Performance from …………………… to ………………………
Objectives from previous PDR
How and when was this achieved/
evidence to be presented/discussed
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Comments
SECTION B
Post holder’s Self Assessment
Please use this space to summarise your achievements against previous period’s objective(s).
You may also use this space to record other more general areas of contribution or factors
affecting performance.
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SECTION C
Reviewer’s Assessment
Please use this space to summarise the achievements of the Post holder against previous
period’s objective(s). You may also use this space to record other more general areas of
contribution or factors affecting their performance.
Is the Post holder up-to-date with the relevant Statutory/Mandatory training requirements for
their post?
Yes
/
No
If No, please list statutory/mandatory training required below and timescale for completion.
Is the Post holder up-to-date with specific areas of training identified within local work area
and/or required for their post?
Yes
/
No
If No, please list areas required for development and timescale for completion.
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SECTION D Future Objectives for period ………………. to ……………………..
Objective
no.
Objective(s) for forthcoming PDR
How and when will the objective(s)
be achieved
Personal Development Plan
Objective
no.
Development that can be acquired
within work base
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Development that requires Third
Party support*
SECTION E
Summary
In this section, both the Post holder and Reviewer have the opportunity to summarise the PDR.
Reference can be made to the Post holder’s Job Description and Personal Portfolio.
Post holder comments:
Reviewer comments:
This is to confirm that the PDR is mutually agreed and this documentation reflects an
accurate record of the PDR and on-going areas of development
Post holder
Sign:
Reviewer
Sign:
Date:
Date:
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SECTION F
Training and Development Plan
Post holder details
Name: …………………….…….
Post: ………………...…….…………
Pay Band: ………
Work Location: ……………………..……… Directorate: ...............…........................……
Reviewer details
Name: ………………………………..…
Post: ..…………………………………
Review details
Date of PDR: ……………..…
Date of next PDR: ..……….…………
Primary (Essential to role) learning and development
requirements
Period Requested
(e.g. training needs, qualifications, etc)
Objective
1
2
3
4
(0-3 months)
(3-6 months)
(6-9 months)
(9-12+ months)
Secondary learning and development requests
Period Requested
(e.g. training needs, qualifications, etc)
Objective
1
2
3
4
(0-3 months)
(3-6 months)
(6-9 months)
(9-12+ months)
This is to confirm the learning and development requirements and requests identified within the Post holder’s PDR.
Post Holder
Signature:
Reviewer
Signature:
Date:
Date:
Distribution:
One copy of completed PDR documentation to both the Post holder and Reviewer
One copy of Section F Training and Development Plan to be forwarded to L&D Administrator,
RED Centre, St Catherine’s Hospital, Doncaster. DN4 8QF
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Appendix B
Guidance notes for completing the PDR documentation
Reviewers and Post holders must use the Trust’s PDR documentation for the PDR.
Documentation is available to download from the Trust Intranet. This can be located in the “PDR
Zone” under “Documentation”. For Reviewers who do not have access to the intranet, please
contact your manager or the Learning and Development Service who will access and provide
you with the documentation.
Reviewers will require the Service and Directorate’s objectives, together with the Post holder’s
job description and any previous PDR documentation.
It is the responsibility of the Reviewer carrying out the review to distribute the PDR
documentation to the Post holder at least four weeks prior to the PDR. The Post holder should
complete Section A, Section B and the identified parts of Section C before passing the
documentation back to the Reviewer at least two weeks before the PDR meeting.
FRONT PAGE
The Reviewer must complete the front page of the PDR documentation with details of the
Post holder, the Reviewer and the date/time/venue for the meeting.
SECTION A.
This section will contain the Objectives identified in the previous PDR – unless the Post holder
has recently commenced employment within this post. The Post holder will complete Section A
with information about how and when the objective(s) was achieved and/or the progress made to
date. Any comments the Post holder or Reviewer wish to make should be entered under the
Comments column.
An Objective is a “significant” work element covered by “a statement of what is to be done, by
when and within what limits”.
Objectives should be SMART:
Specific
- Significant, Stretching, Simple
Measurable
- Meaningful, Motivational, Manageable
Attainable
- Appropriate, Achievable, Agreed, Assignable, Actionable, Action-orientated
Relevant
- Realistic, Results/Results-focused/Results-oriented, Resourced, Rewarding
Time-bound - Time frames, Timed, Time based, Timely, Time Specific, Timetabled
SECTION B.
This section enables the Post holder to summarise their achievements against the previous
period’s objective(s) ready for the PDR discussion. This should preferably be in writing but may,
in some cases, be provided verbally during the PDR meeting. The Post holder may wish to
record additional information of how they feel they have contributed to or performed in their role.
The Post holder can also include factors here that may have affected their performance.
SECTION C.
This section allows the Reviewer to provide feedback on the Post holder’s achievements and
general areas of contribution in a positive and/or constructive manner. The Reviewer may also
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relate to factors that may have affected the Post holder’s performance and provide positive and/
or constructive advice. Section D may be completed prior to or after the PDR meeting.
The Reviewer should ask if the Post holder is up-to-date with the relevant Statutory/Mandatory
training requirements for their post. The Reviewer may ask the Post holder to provide evidence
that illustrates they are current e.g. certificates of attendance. If there are areas where the Post
holder is not up-to-date, the Reviewer should use the current booking process to address this.
Some areas of the Trust may have specific areas of training that are identified for a particular
role or work area. The Reviewer may ask the Post holder to provide evidence that they are
current with the areas of learning/training identified.
SECTION D.
It is the joint responsibility of both Reviewer and Post holder to discuss and agree future
objective(s). Objective(s) must be numbered. This will assist the Post holder is collecting
evidence for future meetings and the next PDR. It is the Reviewer’s responsibility to complete
the summary in Section D.
The Personal Development Plan must indicate whether the development needs can be met
internally i.e., within the work base or through Third Party support.
Areas of development that require Third Party support must be categorised as Primary learning
and development requirement or Secondary learning and development requests. The results
from this should be transferred to Section F.
SECTION E.
After the PDR the Reviewer should ensure the documentation is completed. Two copies of the
documentation must be passed to the Post holder. The Reviewer and Post holder must
complete the Comments in Section F and sign both copies as acknowledgement that the
process has been completed. One copy of the documentation must be kept by the Post holder
and one copy retained in a secure manner by the Reviewer.
SECTION F.
Reviewers should complete the Post holder, reviewer and review details.
It is the joint responsibility of both Reviewer and Post holder to discuss the Primary learning and
development requirements and any Secondary learning and development requests.
A copy of Section F must be forwarded to the L & D Administrator at the RED Centre, St
Catherine’s, Doncaster DN4 8QF for processing. In the event no Primary or Secondary learning
and development requirements or requests have been identified, a copy of this page must still
be sent to the RED Centre to ensure the recording of the PDR that has taken place.
Primary learning and development requirements should be identified and cross-referenced back
to the objectives. The Period Requested columns enables the Reviewer to request the training
need to be undertaken by the Post holder.
Any Secondary learning and development requests should be cross-referenced back to the
objective or dimension. The Period Requested columns enables the Reviewer to request the
training need to be undertaken by the Post holder. The Reviewer should include any conditions
Page 19 of 20
discussed around supporting the Post holder for any secondary learning and development
requests in this area.
DISTRIBUTION ROUTE
The Post holder should retain one copy of the PDR documentation for their own use (progress
reviews etc.).
One copy must be retained by the Reviewer and kept in a secure manner.
A copy of Section F must be forwarded to the L & D Administrator at the RED Centre, St
Catherine’s, Doncaster, DN4 8QF. This will ensure the recording of the PDR that has taken
place. It will also enable any Primary and Secondary learning and development requirements
and requests to be processed.
CONFIDENTIALITY
The PDR is a personal matter between the Reviewer and the Post holder which will not be
discussed with any other party unless there are issues which need to be addressed using the
assistance of others.
If this is the case, the issues will be shared with the Post holder and agreement will be sought on
how best to address them.
Sue Sparks
Head of Learning and Development
February 2012
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