Human Resources Development and Vocational Training

FAQs

What are annual employees interview?

Annual employee interviews are part of a modern management culture and promote active and motivating cooperation between managers and employees. The annual employee interview is not an occasion-related discussion, but is conducted independently of the specific work situation and must be clearly distinguished from discussions of a disciplinary nature. It is understood as a relationship-forming and development-promoting element and is a structured discussion prepared by both partners.

Why are annual appraisals conducted for employees?

Annual appraisals for employees help to improve communication and cooperation between managers and employees. They support the professional as well as the personal development of the employees, accompany the development progress and actively promote equal opportunities.

Can other discussions continue to take place between managers and employees in addition to the annual appraisal interview?

Of course, regular discussions between managers and employees can and should take place on all kinds of occasions. It is particularly important to discuss problems and conflicts as soon as possible. The annual appraisal interview for employees should not be preoccupied by postponed problems or similar and should not replace further communication between the manager and the employee.

Is the appraisal part of the annual appraisal interview? Does the annual appraisal for employees replace the appraisal for civil servants?

No, the annual appraisal for employees and the appraisal for civil servants take place independently of each other.

Who conducts the annual appraisal interview?

The annual appraisal interview for employees takes place between the direct manager and the employee. As a central management task, it can be delegated to the specialist level within the framework of KIT governance.

Is the annual appraisal interview for employees obligatory for me as an employee?

The annual appraisal interview for employees is voluntary for you as an employee. However, you should see the annual appraisal interview as an opportunity to play an active role in shaping your workplace and your tasks, and to point out to your manager any development measures you may need.

Who is exempt from conducting an annual review for employees?

Excluded are:

  • Apprentices,
  • trainees and interns,
  • authors of final theses,
  • scientific and student assistants, marginally employed persons,
  • employees with a fixed-term employment contract of one year or less (unless it is a follow-up employment).

As a manager, how can I prepare for the annual appraisal interview for employees?

The guidelines provided by Human Resources Development(Annex 1 of the Service Agreement on the Conduct of Annual Appraisals for Employees) can be used as a basis for preparing and conducting the annual appraisal interview for employees. This serves as an orientation and anchor to guide you through the interview in a structured way. In addition, you can use Appendix 3 with impulse questions for managers for preparation. The questions only serve as orientation and can be adapted if necessary.

How can I, as an employee, prepare for the annual appraisal interview?

The guidelines provided by Human Resources Development(Annex 1 of the Service Agreement on the Conduct of Annual Appraisals for Employees) can be used as a basis for preparing and conducting the annual appraisal interview for employees. This serves as an orientation and anchor to guide you through the interview in a structured way. In addition, you can use Appendix 2 with impulse questions for employees for preparation. The questions only serve as orientation and can be adapted if necessary. The instruments Job Assignment, Competence Model and the Career Compartment can also be used as support.

What is the content of the annual appraisal interview for employees?

The annual appraisal interview for employees includes an exchange about tasks, cooperation, development perspectives and general conditions. The work behaviour and work results of the past period are reflected and expectations, ideas and perspectives including concrete measures regarding the professional development of the employee can be discussed. The focus is on the possibilities of activating and promoting personal resources, in particular qualification and career goals. Depending on the qualification and life phase, certain contents can be deepened.

When does the annual appraisal interview for employees take place?

The annual appraisal interview for employees takes place at least once a year during personal working hours. In addition to the annual meeting, it is possible to hold another annual meeting for employees within a year, e.g. at the employee's request, in the event of a change of job, manager or transfer.

When should I be invited to the annual appraisal interview?

The manager invites employees to the annual appraisal interview at least one week before it takes place.

How long does the meeting last?

Sufficient time is reserved for the annual appraisal interview for employees so that the interview does not take place under any time pressure. As a rule, the annual appraisal interview for employees lasts between one and two hours.

Can other parties be invited to the annual appraisal interview?

The annual appraisal interview for employees usually takes place in private between the employee and the direct manager. In justified exceptional cases or in the event of conflict, the employee or the manager may, by mutual agreement, call in expert third parties, e.g. the next higher superior, a member of the staff council, a member of staff development or an equal opportunities officer.

Do the essential contents of the interview have to be documented?

There is no obligation to document. However, a written agreement helps to end the annual appraisal interview for employees in a results-oriented manner. The agreement form(Annex 4 of the service agreement on the implementation of annual appraisals for employees) or the target agreement form(Annex 5 of the service agreement on the implementation of annual appraisals for employees) can be used for the documentation.

Where is the agreement form kept?

The agreement form and the target agreement form are always kept confidential. The documentation may not be passed on to third parties, nor may it be stored electronically or reproduced. An exception is the duplication directly after the interview for the interview participants.

Where do the documents of the annual appraisal interview for employees remain in the event of a change of manager?

In the event of a change of manager, the documents may not be passed on to the future manager; however, they may be passed on at the request of the employee.

How long is the target/agreement sheet kept?

After a maximum of five years, the documents of the annual appraisal interviews for employees are destroyed in accordance with data protection regulations. In the event of departure or transfer within the employee's department, the documents are destroyed immediately.

What further training is offered to employees to prepare them for the annual appraisal interview?

Training on conducting annual reviews for employees at FTU is offered in a timely manner and as needed (at least once a year). Managers are generally expected to attend training, while participation is voluntary for employees. In addition, there is the possibility to use the e-learning offer of the personnel development.