The following table outlines all statuses of a reference letter process.
Status | Which role has to perform a task? | What shall the role do? |
Initial | HR role | Filling-in of personal details and necessary information in order to start a reference letter process |
Ready for evaluation | Evaluator | The evaluator logs in to the system with his/her user name |
In evaluation | Evaluator | The evaluator conducts performance evaluation |
Evaluation review HR | HR role | Performing of quality control |
Ready for editing | Author | The task is forwarded to an author |
In process | Author | The author writes a reference letter |
Review | Reviewer | The reviewer performs the four-eyes principle quality control |
Review completed | Author | The author includes his/her text correction and suggestions and forwards a reference letter draft to HR |
Draft review by HR | HR role | HR reviews a reference letter draft and includes amendments, as required |
Draft review by evaluator | Evaluator | The evaluator logs in the system |
Draft review by evaluator in process | Evaluator | The evaluator edits a reference letter draft and includes his/her amendments, as required |
Draft revised | HR role | HR reviews a reference letter draft a includes his/her amendments, as required |
Final | HR role | HR finalises the document, undertakes printing & dispatching, including forwarding and storing in a personal dossier |