Human Resources Directorate. Appraisal Policy

Transcription

1 Human Resources Directorate Appraisal Policy

2 The University of Hull appraisal 1. This document outlines the policy of the University on the appraisal of all employees. 2. The University is fully committed to ensuring that all employees, irrespective of role, grade and location, have the opportunity to gain the relevant knowledge, skills and experience to enable them to perform their work effectively, and to develop their expertise and potential. 3. The annual appraisal is one such process through which all employees are able to reflect on their performance and consider how they might best contribute to the achievement of the University strategic plan through the work that they do. It is also an opportunity to identify appropriate learning and development activity that will support this work. Participation and eligibility Purpose 4. It is University policy that all employees with at least one year s service take part in the annual appraisal scheme as agreed by the University Management Team after consultation with the recognised trade unions. Colleagues with less than one year s service who wish to participate should refer to the University policy on Induction. 5. The appraisal process is designed to give the individual employee and their line manager the opportunity to reflect jointly on the individual s performance over the past year and their role within the team / department, to agree objectives for the coming year and identify any learning and development needs which would enhance performance. Operation and timing 6. The primary responsibility for arranging and conducting annual appraisal lies within the Faculty or Professional Service area. Records should be maintained in line with the University Data Protection policy and Human Resources should be informed of the date of the appraisal once completed. 7. Appraisals should be conducted at a time of year which fits in with the demands of the academic calendar and working peaks and troughs of related administrative activity. Appraisal must be aligned with the annual planning and budget cycle. 8. The appraisal process should, wherever possible, be a cascaded one commencing with the Faculty or Professional Service management team. 2

3 Roles and responsibilities 9. It is the responsibility of the line manager to ensure that each of their direct reports participates in an annual appraisal. 10. Appraisers should normally be more senior than those they are appraising and / or have some line management responsibility for their work and some influence over their performance, learning and development. 11. In areas where such reporting structures exceed the recommended span of appraisal (approximately 8 members of staff) the line manager may delegate responsibility for conducting staff appraisals to senior colleagues who have significant knowledge of the work of the appraisee; these colleagues may be within or without the department. Where responsibility has been delegated the appraisee may indicate a preference for the colleague most familiar with their work. 12. Heads of academic departments/ Heads of Professional Service areas in conjunction with the person being appraised are responsible for ensuring that agreed appraisal outcomes are monitored, reviewed and, where necessary, revised in line with Business needs. Documentation 13. Separate appraisal proformas are to be used for the following staffing groups: Staff on grades 1-4 of the pay spine All other staff 14. The appropriate form should be identified and agreed by the appraiser and appraisee in advance of the appraisal. 15. Guidance notes and pro-formas are available on the Staff Development website. Record keeping and collating training needs 16. Information written on the pro forma and the content of the appraisal discussion will be shared between the appraiser, the appraisee, the Head of Department and Dean or Director. The Head of Department or Head of Professional Service may also access appraisal documents completed by those to whom they have delegated responsibility. 17. Prior consent must be obtained from the appraisee if more than one appraiser is to be present. 18. Only the appraiser, appraisee, Head of Department and Dean or Head of Professional Service should keep a copy of the completed appraisal document. 3

4 19. Where appropriate a copy of the development plan should be forwarded to the faculty or professional service area staff development representative for input into the learning and development plan for the Faculty or area. 20. The department or Faculty will retain a secure copy of the appraisal for 3 years unless the appraisee leaves the University. If the appraiser changes, documentation will only be forwarded to the new appraiser with the permission of the appraisee Procedure for resolving differences between Appraiser and Appraisee 21. Although in the vast majority of cases appraisal may be expected to work well, there may be an occasion when the person being appraised is in disagreement with the appraiser so that they are unable to agree on the basis for action over the coming twelve months, or about performance over the last twelve months. In such circumstances, the person being appraised can ask the Dean, Head of Professional Service or a member of the University mediation team to intervene. 22. If at any stage staff feel unhappy with the appraisal arrangements they should speak to their line manager or, if appropriate, the appraiser s immediate manager. 23. In some circumstances, and where an individual has supplied justification, they may decline to be appraised by their line manager. In these cases the Dean or Head of service will nominate an alternative appraiser. The appraisee may not unreasonably refuse to accept the alternative. Training and implementation 24. Training, including refresher updates, will be made available, as appropriate, to ensure that individuals have the necessary knowledge and skills to conduct and participate in an effective appraisal. 25. All newly identified appraisers should attend a University appraisal training event. 26. Copies of the agreed documents and associated guidance notes will be made available on the Staff Development website for all staff to access electronically. Hard copies will be made available on request through the staff development office. 4

5 Equality 27. This policy has been produced with the aim of supporting the University s overall strategy to embrace diversity and welcome individuals from all backgrounds. When using this policy, the University expects members of staff to treat all colleagues fairly and with respect and will take action against any act which is in breach of the policy on Diversity. 28. A member of staff who for any reason finds this or any other policy difficult to read or to follow should contact their area Human Resources Advisor who will provide help with, or alternative formats, of the policy. Monitoring, confidentiality and data protection 29. The Appraisal policy and associated procedures will be reviewed annually. 30. The data collected in the course of following this policy will only be used for the purposes of monitoring and managing staff appraisal. Participation in the appraisal process will be monitored by the HR team through SIMS and this anonymous information provided to the trade union learning representatives upon request. 31. The University will only pass personal information directly to any representatives who may be assisting individuals, if a written instruction to do so is received from the employee. 5