7.8.1 Uses and Filing of the Activities Report and Learning and Development Review
Access to the file is governed by Human Resources Policy and procedure Human Resources Files. Access to BUILD files - The records will be retained and disposed of in accordance with the General Disposal and Retention Schedule for Admin Records (1997).
The content of the completed Activities Report will be available to certain designated persons whose duty requires the completion of a specific report that aggregates similar components across Activities Reports, for example, a departmental research report or a University report on consultancy. The employee is expected to allow the current Activities Report to be made available in the context of probation review, incremental progression, academic promotion and review of study leave proposals. Beyond such designated individuals and uses, the reports will be treated as confidential. Normal confidentiality provisions will apply to the personal file, access being provided according to standard protocols or with the prior knowledge of the employee. The content of the reviewed Activities Report will be held electronically in a central database. The Learning & Development Review will be placed on the individual's personal file.
The matters considered during the review will be formally documented on standard documentation with the assistance of the BUILD policy contained within the HR Policy Manual. Both parties should sign the document with the original being placed on the individual's BUILD file and stored securely by the supervisor (Head of Department/Discipline, Dean of Faculty etc) and a copy provided to the individual employee.
7.8.2 Scope of Application
All continuing and fixed term employees appointed for more than 12 months are required to participate in the BUILD Program.
The system will incorporate a cycle of performance planning and review, normally and at least annually, which consists of at least one formal meeting, supported, where possible, by regular informal feedback and support meetings. The specific cycle of performance management for any one individual will be the subject of mutual agreement between the individual employee and supervisor.
As is consistent with the focus of BUILD, that is, the need for individual employees to take greater responsibility for their own learning and development, (but with the appropriate support from their supervisor and the University as described in Section 2.3, Responsibilities), the effectiveness of the program relies to some extent on the willingness and ability of the individual employee to self-monitor and self-assess their own work contribution. The filling in of the Activities Report (which precedes the Learning and Development Review) equates to a self-assessment by the individual, with reference to generic and specified attributes. The employee is required to indicate, for each dimension, whether they consider their work "needs revision or attention", "is on target" or "has achieved" the goals and outcomes agreed to in the previous Annual Learning and Development Review.