(A pdf copy of this policy is available for download here.)
Performance Management and Appraisal Procedure Guidance
1. Introduction
As an employer the Council is responsible for maintaining policies and procedures for the management of employees. The Council recognises a key part of this is a performance management system. Effective performance management provides the means for setting clear expectations and giving employees the day-to-day support they need to do their job effectively.
An important part of the performance management system is a regular and supportive appraisal procedure. Having a structured approach to performance management enables the council to act professionally and lawfully towards employees.
2. What is Appraisal?
At its simplest, appraisal is a scheduled conversation between the line manager(s)/nominated officer(s) and employee about the working relationship. It is a two-way process which allows both parties to review progress and look at plans for the coming year. It is also a forum to discuss opportunities for raising standards, think about potential challenges and how these might be overcome. It provides a supportive place for the line manager(s)/nominated officer(s) to discuss the employee’s performance and to get feedback from them on their perception of the workplace.
3. When should appraisals take place?
The main appraisal should be completed ahead of the annual salary review in April each year, followed by a six-month interim review meeting to check on progress. Additional review meetings should be held when there is a change of role or at the request of the employee.
At the review meetings, there is no need to complete a new appraisal form, although if the employee is failing to achieve their objectives there will be a need to agree an action plan tonaddress any shortcomings. The line manager(s)/nominated officer(s) should keep a written record of what has been agreed to achieve the necessary improvements.
4. Preparing for the Appraisal meeting
General
Performance Management is an ongoing process it is therefore incumbent upon employee’s,Councillors and line manager(s) to identify any issues affecting work performance and try to resolve them at the earliest opportunity. Equally, proposed improvements should be considere and actions taken if approved.
It is particularly important that any problems relating to poor work performance are not raised forthe first time during an appraisal or interim review meeting. This should be addressed in a timely manner in accordance with the Council’s Discipline Procedure.
Staffing Committee
The Committee is responsible for overseeing the appraisal process and should appoint an appraisal panel of no more than two members of the committee to undertake the appraisal and monitoring review meetings. This will normally be the line managers but those nominated should be open-minded and have no existing issues with the employee.
Arrangements for the meeting
Both the main appraisal and the six-month progress review meeting should be scheduled in advance. Send a letter of
invitation to the employee (See Annex 1).
Make sure that the venue is suitable, remember that these discussions are confidential and ensure that they are not interrupted and that the discussion cannot be overheard.
Allow sufficient time, at least an hour for your discussion and do not schedule it to take place prior to or after a council meeting.
Ensure the employee is sent an appraisal form (See Annex 2) in advance of the meeting. Allow sufficient time for the employee to prepare for the meeting, complete Section 1 and return it to the line manager(s)/nominated officer(s) ahead of the meeting.
The Employee
A fair appraisal process will offer the employee time to consider what they would like to discuss during the meeting. This should include:
- Current job description and any changes they would like to make
- Achievement of objectives and performance over the previous 12 months
- Issues that made the job difficult to perform or barriers to achievement
- Future objectives to support their current role, personal goals or the Council’s goals and challenges
- Training and development needs to support their current role, personal development or the Council’s future goals and challenges
- Other assistance to support their current role, personal development or the Council’s future goals and challenges
Line Manager(s)/Nominated Officer(s)
The line manager(s)/nominated officer(s) will:
- Contact the employee and agree the arrangements for the appraisal meeting.
- Send letter of invitation and appraisal form (Annex 1 and 2). Allowing sufficient time for the employee to complete and return the form ahead of the meeting.
- Check the job description to ensure it accurately reflects the employee’s current responsibilities
- Review the previous appraisal form, the objectives and agreed actions
- Seek feedback from Councillors regarding the employees work performance
- Consult, as necessary, with Councillors regarding proposed objectives, training and development measures, or proposed changes to the role/job description
- Review Section1 of the appraisal form
- Agree the approach to the appraisal meeting
Agreeing objectives with the employee is a key component of the appraisal. Before the meeting the line manager(s)/nominated officers(s) should take time to consider the objectives for the year ahead. Objectives should be Specific, Measurable, Achievable, Relevant and Time-bound (S.M.A.R.T.).
Setting the right objectives will help to improve the employee’s performance and benefits the Council as a whole. In that they will:
- Improve motivation
- Enable the employee to focus on the priorities
- Improve decision making
- Help the employee understand the importance of team work
- Provide a means of measuring success for the employee and the council
- Allow the employee to pursue their personal goals/ambitions
- Improve time management
Once the proposed objectives have been agreed the line manager(s)/nominated officer should spend some time considering what support, in terms of training or resources, the employee may need to achieve a successful outcome.
5. The Appraisal meeting
The line manager(s)/nominated officers should adopt a constructive approach to the discussion
and encourage the employee to be open about their strengths and weaknesses. The discussions
should include:
- The employee’s job description – does it reflect the role undertaken? Are there any changes that the employee or Council may wish to make?
- Objectives which were set last time – ask the employee to talk you through their own assessment of performance?
- Training undertaken in the past 12 months – was the training beneficial? Has the employee been able to put the training into practice?
- Future objectives to support the employee’s current role, personal goals or the Council’s future goals and challenges
- Future training and development needs to support their current role, personal goals or the Council’s future goals and challenges
- Other assistance to support their current role, personal development or the Council’s future goals and challenges
At the end of the meeting the line manager(s)/nominated officer(s) should summarise the agreed outcome of the meeting in terms of the objectives for the next 12 months and agreed actions.
6. After the meeting
The line manager(s)/nominated officer(s) should complete the appraisal form and give it to the employee. Once the appraisal form has been signed by the employee and the appraisers, a copy of the completed form should be given to the employee. The original will be held on the employee’s personal file which is retained by the Chair of the Staffing Committee.
If the employee is dissatisfied with the appraisal, they should be asked to put their concerns about the process in writing for consideration by the Staffing Committee. Although there is no automatic right of appeal, the employee is able to use the Grievance Procedure to raise their concerns.
7. Concluding the Appraisal Process
The outcome of the Appraisal together with any agreed actions and objectives must be reported to a meeting of the Staffing Committee.
The Staffing Committee should endorse the report and identify how to deliver outcomes which are the responsibility of the council which may include:
- Funding training needs
- Providing IT, resources and equipment
- Providing access to membership organisations for the benefit of the council
- Consideration of any formal requests for flexible working, amended hours and contractual review.
The Staffing Committee are responsible for the approving the line manager(s)/nominated officer(s) recommendations regarding any annual salary increments due in April each year.
Approved 3rd September 2021.