Performance Appraisal Guidance Notes

Performance Appraisal Guidance Notes P a g e | 1 Reviewed and Updated September 2011

1. INTRODUCTION The Hampton Trust recognises that its staff are the most important and valuable resource. The success of the charity in achieving it’s mission and declared business plans will be through the effort and work of the staff. Staff appraisal is one way of developing individuals and focusing their efforts in line with the plans for the Trust.

These guidance notes are intended to assist Line Managers and staff through the process.

2. THE AIMS OF STAFF APPRAISAL The overall aim of staff appraisal is to help maintain and improve individual job performance, realise potential and increase the effectiveness and efficiency of the Trust. More specifically, the purposes of the appraisal system is to: assess past, establish current, and maintain and improve standards of job performance; set targets for the future; assist in planning objectives; develop staff; identify organisational or operational changes which will enable individuals to maintain and improve their performance and improve the effectiveness and efficiency of the Trust. In order to achieve these aims it is important that appraisal takes place in a positive and supportive spirit, which recognises good practice and acknowledges contributions individuals have made in the course of their work. Safeguarding is a fundamental element of the appraisal system. 3. THE STAFF APPRAISAL PROCESS The appraisal process involves two main approaches in the method of measuring performance: 1. The identification of the most important tasks in the appraisee's job and setting standards of performance for them which are measurable, recognisable and achievable 2. The setting and agreeing of targets in relation to the most important job tasks.

It is expected that identification of priority job tasks and setting targets should occur throughout the year in supervision and regular discussions between appraisee and appraiser. It is essential that the annual appraisal interview should reflect this ongoing dialogue.

The process applies to all Trust staff and includes casual workers, sessional workers and volunteers where appropriate.

Whilst feedback occurs throughout the year, the annual appraisal interview should normally take place between May and June. There will be circumstances when it will not be possible to adhere to this time span, e.g. staff on holiday, sickness, maternity leave. Appropriate alternative arrangements should be made in these cases.

Line managers should carry out the appraisal process as they will have: a) a detailed knowledge of the appraisee's work b) an overview of the needs and requirements of the Hampton Trust 4. THE ANNUAL APPRAISAL INTERVIEW Effective appraisal will depend considerably upon a sound and well-conducted interview. It is important that the appraisal interview takes place in a positive

Performance Appraisal Guidance Notes

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atmosphere based on the recognition of contributions made by the appraisee and constructive comments and suggestions made by the appraiser. Preparing for the interview Prior to the annual appraisal interview, it is essential that both the appraisee and the appraiser prepare and document those matters which will form the basis for discussion. The appraiser will gather all relevant information referring to previous records of interviews; work observation; notes of discussions with the appraisee's students, clients and other colleagues. Purpose of the appraisal interview The major purposes of the appraisal interview are:- a) to discuss the appraisee's job performance over the preceding year. b) to ensure that the appraisee understands the standards expected of them in the role and how the appraisee is matching up to these expectations. c) to seek to develop as appropriate the appraisee's job performance. d) to agree a staff development and training plan which will support the appraisee's development towards meeting standards and objectives for the forthcoming year. e) to reconcile the appraisee's abilities and aspirations with the needs and plans of the Trust f) to discuss both appraisee's and appraiser's views and concerns over job performance. g) to agree directions for the forthcoming year which will assist the appraisee in their development. h)to ensure safeguarding practice is adhered to i) to agree objectives and targets for the forthcoming year. The appraisal interview The appraiser is responsible for the final record of the appraisal process including the agreed performance objectives and personal and professional development plan. The form is partly reflective with a review of activities over the previous year, and also prompts consideration of the achievements of performance objectives and personal and professional development plan which the appraiser and appraisee wish to discuss and agree. The form asks the appraiser and the appraisee to state their agreement. In the event of major disagreement there is space for details of this to be recorded. Confidentiality It is an important feature of the appraisal system that the conversation of the appraisal interview, and in particular, any issue relating to personal, domestic or other circumstances which may have affected, or is likely to affect job performance, is confidential unless there is a clear safeguarding issue. However, the outcome of discussions regarding objectives, personal and professional development should be used for reference and review purposes throughout the year. Completion of the appraisal paperwork You will receive from your appraiser an appraisee form. For new members of staff, it will not be possible to complete the whole of this form. The appraiser will also be completing their version of this form. It may be helpful for the respective forms to be exchanged prior to the appraisal interview.

Performance Appraisal Guidance Notes

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As far as is possible, agreement concerning the outcomes of the interview should be reached and recorded. However, if required, both appraiser and appraisee can take a short time to consider any issues. The record of the interview should be signed by both the appraiser and appraisee. Follow up It is unlikely that the Annual Appraisal Interview Form will be fully completed during the interview itself. The appraiser is responsible for ensuring this is completed as soon as possible and that both appraiser and appraisee have copies. A time and date will probably be arranged for a follow up discussion in order to review progress. Appraisal records The record made resulting from the appraisal interview will be signed by the participants. Each will retain a copy for future use and reference. A copy will also be held on the staff personnel file. Declaration of criminal convictions You will be asked at your annual appraisal if you have obtained any criminal convictions in the past year that could affect your employment in working with children, young people and vulnerable adult. You will be asked to sign a statement to this affect. Failure to agree In the event of disagreement on (a) performance targets, (b) personal and professional development plan, the areas of disagreement should be recorded on the appraisal form. You have the right to request an additional interview with the Line manager of your original appraiser. In such cases all relevant documentation will be made available to that Line manager. Your original appraiser should be available to be consulted as required but will not be party to the interview.

Performance Appraisal Guidance Notes

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5. SUMMARY QUESTIONS AND ANSWERS Q1 Do I have to have an appraisal interview? - Yes. The Hampton Trust Appraisal system is compulsory for all staff Q2 When will this take place? - The annual appraisal interview will normally take place between May and June. However the intention is that appraisal should be a continual aspect of our work. Q3 Who will be the appraiser? – Your immediate Line Manager Q4 How long will the interview last? - Approximately one hour, although this will depend upon yourself and your appraiser.

Q5 What is the purpose of the appraisal interview? - It provides a formal way to:

Discuss and develop your job performance

Ensure that you are aware of the work standards expected of you

give direction to you for the coming year

Ensure that you help match your abilities and aspirations to the needs of the

Hampton Trust

Agree a training and development plan for you

Agree targets for activities and levels of performance for the forthcoming year.

Ensure safeguarding principles are adhered to

Q6 Is a written record made of the appraisal interview? - Yes. A straightforward

form is completed by your appraiser to record the agreements made at the appraisal

interview.

Q7 Who will be allowed to see any written records made? - You and your line

manager will keep a copy. A copy will also be placed on your personnel file.

Q8 Will the outcome of the appraisal interview affect my salary? - No. The

Hampton Trust appraisal system is not designed for, or intended to be used for, the

assessment of wages/salary.

Q9 What will happen if I do not agree with the performance objectives,

standards and targets that my line manager wishes to set? – The system allows

for a further performance interview with your appraiser's own line manager. The

purpose of which would be to reconsider the appropriateness of the original

objectives, standards, etc.