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.
Why are there two appraisals in 2017?
We are introducing a simplified Staff Appraisal (SA) in 2017 that aligns with the annual Integrated Planning Event (IPE). The IPE is undertaken in September/October and the eight-week SA process runs immediately following in October/November/December.
As many people will have different reporting lines effective January 2017 as a result of Renewal, two appraisal periods will be run in 2017:
The early March cycle will enable all Senior Leaders to close out their 2016 performance and have clear objectives and development activities to support them in the new operating model.
The October cycle, in line with the planned once-a-year process, is for all remaining employees to close out their 2016/17 performance and have clear objectives and development activities for 2018. All staff are expected to meet with their managers at this time to review their performance against previous objectives and to set objectives for 2018 aligned to the new expectations and ways of working.
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.
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 have the skills to help appraisees set objectives aligned to the UWA strategy and to provide performance feedback. To support this, appraisers are required to attend two 2-hour workshops:
The workshops are mandatory for all appraisers unless they have attended similar training within the last 18 months. While appraisers will be given priority, staff are welcome to attend the workshops. In addition, an user guide which steps through the SA process will be available for all staff on the Staff Appraisal webpage.
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 between the beginning of October and the end of November each year.
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?
No. The SA system is a tool used to capture and record quality performance discussions which may include your career stage, discussion around priorities, areas of concern and issues surrounding support and resources.
It is our preference that you spend more time talking things through than preparing attachments for your appraiser to read. However, if you have supporting documentation that you would like to discuss, you can take this along to your appraisal meeting.
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 Probation Review where the focus will 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 may wish to capture this information in the SA system
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.