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Performance Review and Staff Development (PRSD) 201508 May, 2015

Full-time and fractional non-academic staff (including research support staff)
Deans of Faculties
Heads of Teaching and Support/Administrative Departments
Academic/research staff who may serve as Reviewers
Faculty Secretaries

Performance Review and Staff Development (PRSD) 2015

The PRSD system with modified features as announced vide EVP’s email dated April 15, 2015 (http://www.hr.hku.hk/news/announcement.php?id=369 ) is ready for roll out on May 11, 2015. This circular sets out the arrangements for the 2015 PRSD exercise.


2. In view of the time needed for system changes to incorporate the modifications to the PRSD, the timeline for completing the electronic submission is deferred to July 24, 2015. The workflow will remain largely the same as in previous years as tabulated below:



Parties Concerned

May 11, 2015 PRSD commences
(The list of staff who should undertake PRSD will be shown on-line).

May 11 - 22, 2015 Head to assign/ confirm Reviewer(s) on-line (Reviewee can at the same time complete Part I if she/he so wishes).

Head/ Proxy
May 11 - June 12, 2015 Reviewee to complete self-assessment, i.e. Part I of the Form.

June 13 - July 17, 2015 Reviewer to complete Part II (either before or after the review meeting) and Part III. Reviewee can post comments if she/he so wishes.

Reviewer and Reviewee
July 18 - 24, 2015 Reviewer and Head to view Reviewee’s comments and Head to endorse the Form for submission to HRS on-line.

Reviewer and Head

Features of the PRSD Process

3. The major features of the PRSD framework will prevail in this exercise to preserve consistency of the review system:

Period and Eligibility

(a) The review period is from April 1, 2014 to March 31, 2015;

(b) The PRSD system can be accessed by

i) Reviewees who are required to undergo the PRSD exercise via
Login HKU Portal > Self Service > Human Resources > PRSD;

ii) Reviewers to complete the assessment via
Login HKU Portal > Manager Self Service > Human Resources > PRSD,
whereby the Deans/ Heads/ proxies can also work on reviewer assignment or other manager-related functions;

(c) All full-time/ fractional staff on fixed/ substantive terms of employment (including HKU staff who have been seconded to SPACE and have opted for PRSD framework) who have been in post for 12 months or more, i.e. on or before April 1, 2014, will be required to undergo the PRSD. Full-time temporary staff who have served the University continuously for 12 months or more are also required to undertake the PRSD;

(d) Staff who have joined the University for less than 12 months but have completed service of 6 months or more, i.e. those who joined on or before October 2, 2014, can undergo PRSD if they so wish. A separate section in the reviewer assignment page would enable Heads and Deans to identify this group of staff more readily; and

(e) Reviewer(s) should be at least at one rank above that of the Reviewee.

System setup

(f) PRSD reports shall be submitted electronically. Any submission from staff in Band A or Terms of Service III in hard copies should be scanned and submitted on-line through the department/unitary Faculty;

(g) Heads of Departments/ Deans of unitary Faculties can arrange for a proxy to assign Reviewers. For those who have assigned proxies in previous years, please check the existing proxy assignment and make changes if necessary;

(h) The Reviewers appointed for last year’s exercise are shown in the system. Heads/ Deans can confirm the nomination or change the Reviewers, if appropriate, through the system;

(i) Reviewees can complete self-assessment and submit the report immediately after the Heads/ Deans has assigned a Reviewer; and

(j) Targets listed in Part III of the last review report are copied to the table under Item 1 of Part I as “Key Areas” for Reviewees’ easy reference and editing.


4. A series of training workshops have been organized to familiarize colleagues with the appraisal system and the modified features this year. The two workshops listed below will focus on the functionality of the on-line PRSD system and ITS/HRS colleagues will guide participants through the PRSD steps involved:

Course Code

Session No.





PRSD05 0001 May 13 (Wed) 4:00 - 5:00pm LG.34, Central Podium of the Centennial Campus Cantonese
PRSD05 0002 May 14 (Thu) 10:00 - 11:00am LG.34, Central Podium of the Centennial Campus English

5. Colleagues can register through the Human Capital Management System (HCMS) at https://hkuportal.hku.hk/login.html (HKU Portal > Self Service > Human Resources > Staff Development > Request Training Enrollment) and check the enrollment result afterwards (HKU Portal > Self Service > Human Resources > Staff Development > Training Summary).

Useful documents and information

6. Besides the workshops, the following documents will be available on-line under both Self Service (ESS) and Manager Self Service (MSS) in the PRSD system to assist colleagues in completing the exercise:

i. Guidance Notes on the PRSD
ii. How to enter the PRSD system
iii. PRSD Forms
iv. Advice and reminders on how best to prepare for the review
v. Procedures for appeal against the outcome of the PRSD


7. The HR and ITS support teams are ready to assist staff in doing the PRSD in a smooth and timely fashion as possible. Queries/ comments should be directed to the following colleagues in the first instance:

PRSD procedures

Ms. Polly Lee, Assistant Registrar (Personnel)
(e-mail: leepolly@hku.hk , tel.: 2219-4555)

Miss Eva Fung, Administrative Assistant (Personnel)
(e-mail: evafung@hkucc.hku.hk , tel.: 2859-2244)

Miss Janice Tai, Executive Officer (Personnel)
(e-mail: jwtt@hku.hk , tel.:2219-4596)

On-line functions

ITS Service Desk
(e-mail: ithelp@hku.hk , tel: 3917-0123)

8. The PRSD exercise is under continuous review. Colleagues are always welcome to give their feedbacks and comments to the Human Resource Section.

(Ms) Jennie Wong
Director of Human Resources

May 8, 2015

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