FAQ

Can annual employee reviews take place via video conference?

No, because an undisturbed and confidential conversation cannot be ensured. Annual Employee Reviews that you already planned with your employees should be postponed.

Why do we need Annual Employee Reviews?

Good communication forms the basis for good cooperation. In contrast to everyday communication, subject-related or routine job-related meetings, the Annual Employee Review provides an opportunity for a structured exchange regarding the working situation, job satisfaction/incentives, tasks, achievements and development potential. It allows fundamental aspects of work and cooperation to be addressed outside of "day-to-day operations". The Annual Employee Review provides numerous opportunities: It enables a mutual alignment of perspectives between the employee?s individual de-velopment objectives and the senior staff member's appraisal, whilst giving considera-tion to the strategic developments and objectives of the University and the institution. It promotes constructive and goal-oriented cooperation It reinforces employees? involvement in work processes by providing them with more options for participating in and actively shaping their work environment. It allows for a more accurate view of the individual employee?s experience, knowledge, skills, abilities, interests and potentials. It supports a culture of feedback and mutual learning through feedback (praise and constructive criticism). It promotes work and employee professional development through relevant measures for HR qualification, development and support. It supports objectives aimed at balancing professional duties and private life. Employees have an opportunity to address such issues voluntarily during the Annual Employee Review.

What is an Annual Employee Review?

The Annual Employee Review is a mandatory one-to-one meeting between the direct superior and the employee. This meeting is conducted in a structured, confidential, and fair manner and should should be carried out on an equal footing between both parties. It is based on mutual respect and esteem. Together the senior staff member and employee take stock of their cooperation, develop strategies to improve the working situation and work environment, and discuss the employee?s options for further development As part of this process, the Annual Employee Review should not overlap with other contexts of discussion taking place within the workplace. It is not a replacement for the performance appraisal and should therefore take place at a separate time. In academic or research settings, supervisory sessions can serve the purpose of an Annual Employee Review, where fixed topics are to be discussed (see Chapter 3 of the Agreement). Further meetings may be required under special circumstances. A review is recommended particularly under the following circumstances: During the employee's probationary period ("Welcome Meeting") A change in superior A qualification review is requested by the employee (see Agreement governing Qualification) In Case of Conflict

Are Annual Employee Reviews mandatory?

The Annual Employee Review is a mandatory one-to-one meeting between the direct superior and the employee. If the direct superior is not offering the Review, the employee can turn to the next higher superior. If the next higher superior is not available for the Review either or if questions concerning the hierarchical or subordinate relationships arise, faculty representatives can offer orientation and assistance. The Anncual Review is to be held once a year in the first quarter.

How to prepare the Annual Employee Review as an employee?

The better both senior staff member and employee are prepared, the more successful the Review can be. It is important that both senior staff member and employee prepare for the Annual Employee Review independently of one other. This preparation takes place during work time. You are receiving the invitation, sent by your direct superior, at least two weeks before the scheduled date. If this is not the case, you are allowed to ask for a date to conduct the Annual Employee Review. Checklists and working aids for both senior staff members and employees available online and can be used to prepare for the Annual Employee Review. In general, an hour should be allocated for the Annual Employee Review to ensure that it is conducted calmly and without time pressure. To ensure that the Annual Employee Review can be conducted without interruption, an appropriate venue should be selected that eliminates any and all sources of disturbance (e.g. telephone calls, interruptions from uninvolved persons, noise, and other forms of disturbance).

Is the Annual Employee Review replacing the qualification review?

The qualification review can function as the Annual Employee review, if it includes the thematic components of the qualification review. The qualification review in § 5 TV-L is a mandatory part of the Annual Employee Review. If necessary, further qualification reviews can be held.

Who speaks with whom?

As a rule, precisely one Annual Employee Review is conducted with each employee. The direct superior conducts the Annual Employee Review with her or his direct subordinates. It is best when the two parties involved work together as closely as possible in their everyday work setting. Since the senior staff members mostly work closely with their employees in day-to-day operations, it is preferable for the administrative superior to conduct the Annual Employee Reviews. In the following cases, several Annual Employee Reviews may be conducted with one employee: If the employee works at separate workplaces within the organisational unit, the review must be conducted in each case with the direct superior. For employees who report to several superiors within one organisational unit, one senior staff member should be instructed to conduct the Annual Employee Review. The stipulation of responsibility is decided by the management of the respective faculties, central / joint institutions or departments / staff units. If necessary, two meetings may be conducted with two superiors. Annual Employee Reviews are mandatory for the following employee groups: administrative staff and employees, technical employees and research associates. For academic assistants within a qualification programme, the supervisory sessions can serve as an Annual Employee Review, in which specified topics may be discussed as delineated in the Annual Employee Review (see Chapter 3). Student assistants as well as academic assistants who are not participiants of a qualification programme are excluded from this regulation.

Which topics can be part of the Annual Employee Review?

In terms of content, the Annual Employee Review comprises the following topics: working tasks and work organization, management and cooperation, HR development and support, agreements and objectives. Included are HR development topics, such as specialist competence, methodological expertise and professional qualifications, social and personal competencies, developmental perspectives and career wishes as well as HR development and fostering measures. Personal and family circumstances can be part of the Review, but only if the employee voluntarily addresses these subjects. The Annual Employee Review may also address the subject of (disability-related) restrictions at the workplace at the request of an employee with disabilities. Before implementing any measures, a person of trust advising the disabled employee and, if necessary, the Representative for Severely Disabled Persons appointed by the employer to represent the concerns of persons with disabilities, should be consulted.

When is the Annual Employee Review taking place?

The Annual Employee Review takes place in the first quarter of each year and is scheduled as an official meeting. The Review is conducted during work time. The meeting can take place after the first quarter, if it is part of a welcome meeting for new employees within three months after starting the new job.

How to schedule the appointment?

The Annual Employee Review takes place in the first quarter of each year and is scheduled as an official meeting. The Review is conducted during work time. The senior staff member sends out the invitation for the Annual Employee Review at least 2 weeks before the scheduled date. If the senior staff member does not offer an Annual Employee Review, the procedure follows the provisions provided in Article 2 (4) of the Work Agreement. In general, an hour should be allocated for the Annual Employee Review to ensure that it is conducted calmly and without time pressure. An Annual Employee Review should be thoroughly prepared to ensure that it takes place effectively and on a positive note. It is important that both senior staff member and employee prepare for the Annual Employee Review independently of one other. This preparation takes place during work time.

How much time do we have to take for the Annual Employee Review?

In general, an hour should be allocated for the Annual Employee Review to ensure that it is conducted calmly and without time pressure.

Which employees are not part of the mandatory Annual Employee Review?

Annual Employee Reviews are mandatory for the following employee groups: administrative staff and employees, technical employees and research associates. For academic assistants within a qualification programme, the supervisory sessions can serve as an Annual Employee Review, in which specified topics may be discussed as delineated in the Annual Employee Review (see Chapter 3). Student assistants as well as academic assistants who are not participiants of a qualification programme are excluded from this regulation.

How do I have to document the Annual Employee Review?

During the Annual Employee Review or shortly thereafter, the senior staff member records the minutes on a form that both parties are to sign. The record of minutes (see template Annex 1 of the Work Agreement) is recommended for use, but is not mandatory. One copy remains with the senior staff member and one with the employee. It must be archived in such a way that it is inaccessible to third parties. The record is not part of the personnel file. As a rule, it is destroyed after three years. The senior staff member and employee confirm in writing on the documentation form (see Template Annex Guidelines Annual Employee Review) that the Annual Employee Review was carried out. It is then forwarded without delay to the HR Department, where it is added to the employee's personnel file.

How to archive the minute of the Annual Employee Review?

During the Annual Employee Review or shortly thereafter, the senior staff member records the minutes on a form that both parties are to sign. The record of minutes (see template Annex 1 of the Agreement) is recommended for use, but is not mandatory. One copy remains with the senior staff member and one with the employee. It must be archived in such a way that it is inaccessible to third parties. The record is not part of the personnel file. As a rule, it is destroyed after three years. The senior staff member and employee confirm in writing on the documentation form (see Template Annex 2 of the Work Agreement) that the Annual Employee Review was carried out. It is then forwarded without delay to the HR Department, where it is added to the employee's personnel file.

How long do we have to archive the minutes?

The minutes are to be archived at least until the next Annual Employee Review to compare agreements and goals as well as their implementation during the past year. For long-term comparison, it can be useful to archive the minutes more than one year. Usually, the minutes are destroyed after three years.

What to do in case of a conflict?

Should a conflict exist between the conversation partners, an initial meeting with a person of trust may be arranged on behalf of the senior staff member or the respective employee in order to clarify the situation so that the Annual Employee Review can successfully take place. This person of trust can be a member of the HR Department, the Staff Council or the Equal Opportunities Officer responsible for that faculty or institution. Should the conflict be resolved in attendance of a person of trust at the initial meeting, the Annual Employee Review may be carried out as part of the initial meeting (irrespective of the "one-to-one principle"). Contact persons who give support in conflict situations can be found here: Contact persons. The HR development department answers your questions and offers consultation as well as support for getting in contact with neutral external moderators. Details: Human Ressource Development departement.

Can another person take part in the Annual Employee Review between direct superior and employee?

If both superior and employee agree to invite a third person, yes. It can be helpful in certain circumstances, e. g. in conflict situations, to improve the communication and mediation. A third person can be e. g. the next higher superior or an external consultant, which can be found through support of the HR development department. Information can be found on HR development department.

Which courses are offered for preparation of the Annual Employee Review? Are these courses mandatory?

The HR development department offers courses for superiors. You can find further information and dates here. These courses are not mandatory, but are recommended, especially if you have just recently started a job including managerial functions. Working aids for your preparation can be found online as well: Working aid.