We know you'll have many questions about the Staff Appraisal process. We hope to answer as many of them as we can here.

General questions

Has there been a pilot of the Staff Appraisal process?

Yes, a pilot was conducted in the first half of 2017 with UWA senior leaders.  Valuable feedback was received from the pilot and it has been used to enhance the process and system before the all staff roll-out.

If I completed an appraisal in the pilot, when do I need to complete my next appraisal?

You will complete your next appraisal in the all-staff appraisal round, May–June/July 2018. You will be well placed to comment on any objectives and development activities that were set in your pilot appraisal.

If I have completed my appraisal in 2017 (for example as part of a promotions or sabbatical process), when do I have to complete my next appraisal?

You will complete your next appraisal in the all-staff appraisal round, May–June/July 2018. You will be well placed to comment on any objectives and development activities that were set in your pilot appraisal.

If I have completed my appraisal in 2018 (for example as part of a promotions or sabbatical process), when do I have to complete my next appraisal?

You will complete your next appraisal in the 2019 appraisal round. If you receive a request to complete an appraisal in May 2018, you should contact your HR Business Partner and they can help resolve the request.

I have been in my position for less than six months, will I have a Staff Appraisal?

You are strongly encouraged to complete an appraisal. The content of the discussion will reflect your experience to date. When completing the first part of the appraisal, if you are not in a position to rate your past performance you may select 'Not required' when asked to provide a self-rating. Similarly, your appraiser can select 'Not required' for the past performance ratings when they complete their part of the appraisal form.

The focus of the discussion will be on how well you are settling into your new position, identifying any development or training needs you have and agreeing upon objectives for the coming 12 months. You will be able to capture this information in the Staff Appraisal system.

If you need assistance in completing your appraisal, please contact your HR Business Partner.

What happens if I am off sick during the review period?

Your review will take place when you return to work. If you have been absent for an extended period of time, your review will focus on agreeing future objectives and identifying any support you need to make a full return to work.

My fixed-term contract is due to end during the period covered by the appraisal process, should I still have a Staff Appraisal?

Yes, your current contract may be extended or you may move to another position within the University. You may also find the review process helpful in considering your next career move.

What if I have two jobs at UWA?

If you hold two fractional, substantive appointments at UWA, you should complete an appraisal for each role. When you log into the system, you should see two appraisals listed on your home page, one for each role. If you do not, contact your HR Business Partner for assistance.

What should I do if I am seconded to another role at UWA?

The recommendation is that you complete your appraisal for your current role. Hence, you should complete an appraisal in the seconded role.

However, if your secondment is for a short time only (say, less than six months), it will be more useful to complete an appraisal for your substantive role.

If you have any questions about your circumstances, contact your HR Business Partner, who can help resolve this for you.

The UWA Staff Appraisal process

What do the appraisal periods mean?

The appraisal periods are set up within the appraisal system to hold all of the appraisals for a UWA appraisal round. This allows HR to track the status and completion of appraisals for an appraisal round. The appraisal period dates will reflect the forward looking portion of the appraisal period. For example, in the appraisal period May 2018 to May 2019 you will look back at the previous 12 months (May 2017 to May 2018) and look forward when setting your objectives at the coming 12 month (May 2018 to May 2019).

Currently there are two periods within the appraisal system:

  • May 2018 to May 2019
    This is the current appraisal period. It has been created for the UWA staff appraisal round commencing in May 2018.All staff (unless they have already completed an urgent appraisal in 2018) will be required to complete an appraisal in this period. Appraisals will be activated from May 2018. When your appraisal has been activated you will receive a notification email from the system.
  • Mar 2017 to Nov 2018
    This period was created for the pilot in 2017. It has also been used for some urgent appraisals in early 2018, for example, appraisals required for promotions or sabbatical processes.If you completed an urgent appraisal in 2018 in this period, you will not be required to complete another appraisal this year in the May 2018 to May 2019 period; it will be marked as Not Required and you will see this on your home screen in the system.
What are appraisers and appraisees?

An appraiser is the person who performs the appraisal, while the appraisee is the person who is being appraised or is undergoing an appraisal. An appraiser is responsible for setting and agreeing on objectives with employees reporting to them and assessing and providing feedback on how the employee has delivered against those objectives. Generally, your manager will be your appraiser.

Why do we have alternative appraisers and how are they nominated?

Our preference is that each manager appraises all of their direct reports. However, if a manager has a large number of direct reports, the time they have and quality of the conversation may suffer.

We therefore recommend that each manager complete no more than 10 appraisals. If a manager has more than 10 people reporting to them, we will be asking the Heads of School to nominate alternative appraisers for those people. It is important that any alternative appraiser knows their appraisee and is able to provide comment on their work performance. In addition, alternate appraisers will be asked to gather feedback from their appraisee's manager

Is participating in an annual review mandatory?

Yes, all members of University staff must take part in an annual review.

When should my appraisal take place?

Each area is responsible for putting in place local arrangements to ensure that all review meetings are held within the annual appraisal period. The first annual appraisal period for all UWA staff will be May–June/July 2018. Appraisals should ideally cascade through the University, with senior staff setting their objectives first, so their team’s objectives can be planned and aligned to that.

Can I choose who carries out my SA?

No, but if you feel that the person assigned to carry out your review is not appropriate you should raise this with the senior manager for your area or contact your HR Business Partner.

How long should the SA meeting last?

There is no set time for the duration of a review meeting, it may take as little as 30 minutes or as long as two hours. The time taken will depend on how much you and your reviewer have to discuss.

What should I do if I have concerns about the SA process?

If you have any concerns about having a review you should raise these with your manager or an appropriate senior manager within your area. Alternatively contact your HR Business Partner who will try and help you resolve your concerns.

What if I can’t identify any objectives for my job?

Every role in the University plays a part towards achieving the University's strategic goals and should have clear objectives which need to be achieved. If you are struggling to identify your objectives, your manager should be able to assist in the first instance. Help is always available via your HR Business Partner or the broader HR team.

Who will see my completed SA?

Your completed SA is able to be viewed by yourself and your manager and/or appraiser.

What if I object to something that my appraiser has written?

During the SA process, you will meet with your appraiser to discuss your objectives, development activities and performance ratings. If you are unable to reach agreement, you will have an opportunity to add your personal comments to your form prior to your appraisal being submitted.

If an objection cannot be resolved with your manager it can be escalated to the manager once removed. Your HR Business Partner is available to support you if you have questions about the process.

Will completion rates be tracked?

Yes. Information regarding completion rates and overall performance summary data will be an important input to the IPE cycle.

Using the system

Are you able to attach additional documents as evidence when you submit part 1 of your appraisal?

There is no requirement to attach additional documents as evidence when submitting your appraisal. It is recommended that you use the form to comment on your progress against objectives and development activities and include a succinct summary of your highlights (and lowlights) over the past 12 months (or however long you have been in the role, if less than 12 months).

If you would like to attach documents to your appraisal, you will be able to do so: up to six documents, with a maximum size of 1.5MB per document, can be attached by the appraisee when completing the form.

What should I do if I think my appraiser is listed incorrectly?

When you log into the system you will see your appraisal, with your appraiser listed. If you think this information is incorrect, please contact your HR Business Partner for assistance.

 
How do I log into the system

There are two ways you can log into the system:

  1. Log in via the link in ESS. This can be found under the “Staff Performance – Performance Development and Appraisal” tab.
  2. Access the system using this direct link.

Note – you will be asked to provide your employee number and Pheme password to gain access to the system.

Who can I call if I need help?

If you need technical support using the system, you should contact IT in the first instance.

If you have questions about the appraisal process, contact your HR Business Partner.

Training and support

What is the mandatory training for appraisers?

Managers conducting appraisals should understand the process and have the skills to manage effective performance conversations, provide performance feedback and help apprasiees set objectives aligned to the UWA strategy.

To support this, appraisers are required to attend a Staff Appraisal workshop. Workshops will be conducted April–June 2018 and will be advertised on this website and through faculty channels. Resources will also be made available online for appraisers to reference, including training materials, template emails, copies of appraisal form and system guides.

Is there any training on using the system?

There are short presentations demonstrating how to use the system and a comprehensive user guide available on this website's homepage.