Below you will find information on your responsibilities, dates and times for training, and goals and recommended steps to prepare for, deliver, and follow-up on your Faculty Annual Career Reviews (FAC-Reviews).

A Reviewer’s Responsibility
Reviewers are responsible for having an in-person conference with their designated faculty to discuss career goals and performance, as well as to provide constructive feedback. A designated reviewer may be a Department Chair, Division Chief, Lab Director, Principal Investigator or senior faculty and is usually delegated by a Department Chair or Administrator.

“Giving Effective Feedback” Training
The annual review requires thoughtful interpretation of a faculty member’s career achievements, aspirations and abilities. Recognizing the value of these discussions, BWHC offers periodic training on giving effective feedback through the Center for Faculty Development & Diversity (CFDD).  Slides and a video presentation from the last training in 2012 is available to view online here.  Please contact us for more information on the next live training session.

Preparing for the Review
Steps to increase the effectiveness of your review(s) include gathering data, reviewing the reviewee’s self evaluation and preparing an agenda for the meeting. (This list was adapted from educational materials developed by the Triad Consulting Group.)

  • Gather Data. To be specific about the key points you want to discuss during the review.
    • Request feedback and specific supporting examples from reviewee’s coworkers.
    • Observe reviewee.
  • Review the Self Evaluation Form. To understand the reviewee’s achievement of the prior year, short-term and long-term career goals and obstacles or needs to achieve goals.

 

The BWH Mentoring Toolkit also has resources on giving feedback that may be helpful in preparing for the review process.  It also includes a 360 Feedback Tool for Mentors, which, while developed specifically for mentoring relationships, contains information on the 360 process and a set of sample questions that may be adapted for annual career reviews.

The In-person Conference/Review
Best practices for giving effective feedback during the in-person review are listed below.

  1. Have a list of specific pieces of positive feedback and specific pieces of constructive feedback.
  2. Tell them that you will have both positive and constructive feedback to discuss.
  3. Offer them the choice of order.
  4. Go through items on the list one by one, making dialogue, not presenting a monologue.
  5. Share why each piece of feedback is important.
  6. Check in with them multiple times, inquiring about their views, thoughts, reactions.
  7. Do not merely deliver a message.

Follow-up after the Review / Provide Ongoing Feedback
After the conference it is vital to follow-up and provide ongoing feedback.

  • Be Accountable. If you said you were going to do something, then do it. A review may reveal professional development or mentoring needs. There are many resources and programs offered by the Center for Faculty Development and Diversity (CFDD) and Harvard Medical School (HMS) in which you can encourage your Reviewer to participate.
  • Help Reviewees Building a Development Network. You might recommend to the Reviewee that he/she share her/his career and development goals with direct supervisors/observers to have a “development network” to hold him/her accountable.