Peer Review Panel

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The Peer Review Panel will conduct staff reviews. The panel is nominated by the HR committee and approved by staff. It is generally made up of 2 collective members who work closely with the person, though there could be 3 or 4 people on the panel (ideally with a mix of experience being on review panels). Generally, the panel will be made up of 2 collective members; the collective may decide to supplement the panel with a non-collective individual if appropriate. Efforts will be made to rotate responsibilities.

At the end of one entire rotation of staff reviews, panelists will participate in an informal evaluation of the review process in order to make future reviews more productive.

The review is a chance for the collective to give the reviewee praise for a job well done, as well as serve as a fact-finding mission and problem-solving session if there are issues for the reviewee to work on. The reviewee should come out of the review with a set of short-term and long-term goals. Previous goals can be re-evaluated as well.


Step-by-Step

The details of the collective member review process look like this:

  1. The staff collective schedules reviews for an entire rotation of staff, and assigns review panels to each individual. Each review panel is then responsible for seeing the rest of the processes through.
    • The review panel should be made up of people who work pretty closely with the person being reviewed.

Each individual Review

  1. The review panel creates a draft review form for the reviewee.
    • The review panel emails the empty review form to the collective for additions before being finalized and emailed out.
    • The form should include the goals created for the reviewee from their last review as well as the General Review Questions, which are asked for every review.
    • Use the set of goals created most recently to make the form.
  2. Email the set of questions that you have for the form to the collective.
    • This is the rest of the collective's chance to add questions to the form that they think would be appropriate.
    • Put new questions in the "general questions" section of the review form. Filter out repeats, and reword questions if they're too vague or befuddled (you may need input from the author of the question to do this accurately).
  3. Each collective member receives a form at least 10 days before the scheduled sit-down part of the review, and must fill it out.
    • The final empty review form is emailed out to the staff list, with a request that staff fill it out and send it back to *one* member of the review panel (offlist!) by a certain date. That person is tasked with collating data from all the forms into one.
    • The reviewee must also fill out a form for him or herself and send it to the panel member who is collating forms.
    • Please note: the review panel is responsible for screening comments for appropriateness. Comments should focus on behaviour and job performance and be specific. They shouldn't cite diseases or disabilities as the causes of problems (although the behaviour resulting from these situations, if they are relevant to the functions of the job, may be cited). Obviously, reasons relating to race, gender, religion, or political beliefs are inappropriate.
    • If answers need clarification or should be written in a more constructive way, the panel is responsible for returning the form to the appropriate person for changes.
    • Review forms are emailed back to the review panel long enough before the review that the panel can tabulate the results (at least a couple of days).
  4. The panel member responsible for collection puts all the answers into one master form
    • For the rated responses: list only the average of all the responses for each item. If there are extreme outliers, also list the median and range.
    • For the comments: list every comment without editing it (although fixing spelling mistakes or harmonizing formatting is advised)
    • For the final "Any other comments" section: list every comment, without editing it. If someone listed their name by their comment in this section, list their name by their comment on the master form.
    • The final master form should look kinda like this, but with real stuff filled in:
Review for Joe-Bob Workerguy

Goal    average rating mean low high worker's own
Goal    average rating mean low high worker's own
Goal    average rating mean low high worker's own

General item   average rating mean low high worker's own
General item   average rating mean low high worker's own
General item   average rating mean low high worker's own

Comment
Comment
Comment

Other Comment
Other Comment - Betty Workerwoman
Other Comment
  1. Review panel meets by itself and looks at the collated form.
    • It can be helpful to identify themes to the feedback, and cluster the feedback accordingly under some theme headings. In this case the form should be reorganised and reprinted for delivery to the reviewee.
    • They discuss delivery strategy.
    • They send the review form to the reviewee the night before the review is scheduled to take place.
  2. Hold the sit-down part of the review
    • The whole review panel, as well as the reviewee, should be there.
    • Bring a copy of the Review Panel Questions as it will need to be filled out. Also bring copies of the master form.
    • Give the reviewee a copy of the master form, and go through it section by section.
    • It's good for the reviewee to read out the feedback, both positive and constructive.
    • Work through the questions, taking notes. Ask other questions if you feel like it's appropriate.
    • If problems need addressing, ask clarifying questions, try to get a sense of why the problem happened, and work with the reviewee to find a solution. Make the solution one of the reviewee's goals.
    • It sometimes helps to emphasize that the reviewee doesn't necessarily need to agree with each point of feedback, but rather should try to understand that colleagues feel this way.
    • At the end of this portion of the review, the worker being reviewed should have a set of goals to work towards during the next year. These goals should have resulted from digesting feedback from other workers as well as the reviewee's own aims for the future. Read 'em all aloud at the end of the sit-down and be sure everyone's on the same page. Setting SMART goals can be helpful.
  3. Put a text copy of the goals, as well as the meeting notes into the'what directory?'


-[PDX puts it into the reviewee's directory in the personnel directory. At the end of the process, the following documents should be in the reviewee's directory: -Individual-specific review form (named reviewform<month>-<year>.txt) -Master summary (named master<month>-<year>.txt) -Review meeting notes (named notes<month>-<year>.txt)


  1. Report on the review at the next staff meeting.
    • Print out a copy of the review panel report for each staff person. Be sure to collect these at the end of the meeting!
    • If the reviewee is a probationary staff member, guide the process along.
    • At the end of report, the probationary reviewee leaves the room and the Panel makes a recommendation (e.g. make reviewee permanent member if consensus is apparent from feedback, contingency meeting if further discussion is required, etc).
    • Staff then makes decision on whether contingency meeting is warranted, or if reviewee can be accepted as permanent staff without this. If there is diversity of opinion, or if probation extension or changes to employment status are being considered, contingency meeting is necessary.
    • Staff decides date for contingency meeting as soon as possible.
    • Reviewee comes in and is informed of decision regarding contingency meeting or lack thereof.
  2. After the review has been digested, panel deletes the review forms from wherever you're storing them.
  3. Rinse and repeat for other reviews that you're doing this season. You'll need to complete multiples of this process concurrently in order to get 2 or 3 reviews done in a timely manner.


Hooray! Thank you, review panel! You rock!