We know you'll have many questions about the Staff Appraisal process. We hope to answer as many of them as we can here.
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.
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, March–April 2018. You will be able to pull through and 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 process, contract extension of accreditation process), when do I have to complete my next appraisal?
You will complete your next appraisal in the all-staff appraisal round in March–April 2018. You will be able to pull through and comment on any objectives and development activities that were set in your appraisal using the new system.
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
What is multi-level feedback?
As part of the SA process, employees in a ‘leadership position’ are required to obtain feedback from a mixture of peers, managers/leaders, direct reports and/or service users. This is ‘multi-level’ feedback.
For the purpose of the Staff Appraisal, you are considered to be in a ‘leadership’ position if you have anyone reporting to you. However, for the purposes of collecting multi-level feedback, it is recommended that you only send feedback requests to direct reports if you have eight to 10 people reporting to you.
This is to protect anonymity, provide quality feedback and encourage participation by staff.
Feedback is aggregated so as to maintain individual anonymity. The aggregated feedback will be available to both the appraiser and the appraisee.
With regard to multi-level feedback, can you provide someone with feedback on their performance if they haven’t selected/nominated you to do so?
If you have not been nominated by someone to provide feedback via the system, you have a couple of options:
- You can ask the person to add your name to their list of nominated employees, and to send you a request – this ensures that any feedback you provide is aggregated with other people’s.
- You can provide that person with feedback face-to-face – this enable you to provide timely feedback in an effective way and allows the receiver to ask clarifying questions in order to fully understand the feedback.
- You can email your feedback directly to the person – this is useful if you would like the feedback recorded.
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.
TTo support this, appraisers are required to attend a staff appraisals workshop. Workshops will be conducted in the months leading up to the March–April 2018 Appraisal round. Workshops will be advertised from December/January and can be booked through the What’s On at UWA calendar.
The Foundation Module: Effective Feedback is also available to support staff in the appraisal process. The module covers good practice for giving feedback as well as receiving feedback and is open to all staff.
Is participating in an annual review mandatory?
Yes, all members of University staff must take part in an annual review.
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 Manager who will try and help you resolve your concerns.
When should my SA 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 March–April 2018.
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 Manager.
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.
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.
I have been in my position for less than six months, will I have an SA?
If you are new to your post, you should have a Commencing Appraisal. This is recommended to be held at the two-month point and the focus should be on assessing how well you have settled into your 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. Any objectives and development activities you set, you will be able to pull through as part of your Staff Appraisal in the next annual appraisal period.
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 SA, should I still have a SA?
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 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 Manager 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 disagree with anything that my appraiser has written?
During the SA process, you will meet with your appraiser twice 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.
Will completion rates be tracked?
Yes. Information regarding completion rates and overall performance summary data will be an important input to the IPE cycle.