DOCUMENT CONTROL
| Author Dr Juliet Cross, Clerk and Responsible Financial Officer | |||
| Date | Version | Status | Description |
| 25/01/19 | 0.1 | Draft | Draft document circulated to councillors. |
| 07/02/19 | 0.1 | Draft | Document presented to Council Meeting held on 7 February 2019 and approved with amendments (Minute: 19.027) |
| 18/02/19 | 1.0 | Final | Amended document uploaded onto Council’s website. |
| Review Cycle Every four years at the Annual Meeting of the Council after the election of the parish councillors or in response to new or amended statutory requirements. Next review due May 2019. | |||
| Legislation and Regulation |
INDEX
| 1. | INTRODUCTION | 2 |
| 2. | STAFF APPRAISAL | 2 |
| APPENDIX A – STAFF APPRAISAL REVIEW FORM | 4 |
1. INTRODUCTION
Chawleigh Parish Council is committed to maximising individual performance and potential and will provide the necessary feedback and support to staff to ensure high standards of performance are maintained.
Staff appraisal review meetings also provide an opportunity to identify and plan for future individual learning and development needs.
2. STAFF APPRAISAL
| 2.1 | Purpose of the appraisal The main purposes of a staff appraisal are to: Discuss positive achievements over the past 12 months;Discuss instances of what has not gone so well, jointly identifying the factors involved;Assess past performance and the improvement of future performance;Provide a formal written record of performance and evidence of actions and objectives planned for the future;Encourage individuals to develop their skills and competencies through a planned approach to personal development and training, supported by the organisation; andDetermine whether a salary increase should be awarded. |
| 2.2 | Appraisal frequency For new members of staff, it is recommended that a staff appraisal is undertaken during the probationary period at the end of the first month and at the end of the probationary period. This will provide a forum for the formal signing off of the probationary period. Thereafter, staff appraisals should be undertaken on the anniversary of the individual’s appointment. The annual staff appraisal will form the basis for the annual salary review. |
| 2.3 | Appraisal procedure The staff appraisal meeting should be a light touch appraisal with an agenda that compares performance with the job description. The staff appraisal should not introduce any new items that have not been previously discussed, e.g. disciplinary matters. The Clerk’s staff appraisal should be undertaken by the Chairman or Vice-Chairman and one other councillor. Other members of staff should be appraised by the Clerk. The appraisers are responsible for scheduling the staff appraisal meeting and to ensure the member of staff is allowed enough time to adequately prepare for the meeting. The member of staff should complete the staff appraisal review form (see Appendix A) in advance and circulate it to the individual(s) undertaking the appraisal. The appraiser(s) is responsible for reviewing the completed form and considering the individual’s performance and achievements over the previous year. At the staff appraisal review meeting, the member of staff should provide evidence of performance, including copies of training certificates and qualifications attained during the appraisal period. The staff appraisal review meeting should be a two-way discussion. The appraiser(s) and appraisee should: Review previous objectives and discuss the individual’s actual performance. Both parties should concentrate on established facts rather than opinions;Explore what factors affected the individual’s performance, examining both internal and external constraints and issues;Agree future performance objectives and identify any support and development needs for the future;Agree any actions to be taken by the individual, Chairman or Council; Identify training and development needs and plan for implementation including costs and timescales; andAgree whether a salary increase should be awarded. After the meeting, the appraiser(s) will be responsible for completing the staff appraisal review form by adding the appraiser’s comments and recording the discussions that took place at the meeting. The completed form will be given to the appraisee to read and add any comments. The agreed form should be signed by the appraisee and appraiser(s). All signed staff appraisal review forms will be kept in the individual’s personnel file. |
| 2.4 | Appraisal reporting A report will be given to the Full Council, stating that the staff appraisal has been completed and making recommendations where applicable. |
APPENDIX A – STAFF APPRAISAL REVIEW FORM
Name:
Role:
Notes:
- Comments: what has worked well, what has not worked so well, training required, office equipment & facilities required.
- Actions: to be taken by Clerk, Chairman or Council.
| Previous Review Date: |
| Outstanding Matters: |
| Outstanding Actions/Objectives: |
| ADMINISTRATION OF MEETINGS | |
| Appraisee comments | |
| Appraiser comments | |
| Actions / Objectives | |
| FINANCIAL MANAGEMENT, including audit arrangements | |
| Appraisee comments | |
| Appraiser comments | |
| Actions / Objectives | |
| ADVICE & SUPPORT, including provision of information for making effective decisions | |
| Appraisee comments | |
| Appraiser comments | |
| Actions / Objectives | |
| GOVERNANCE ARRANGEMENTS, including policy development | |
| Appraisee comments | |
| Appraiser comments | |
| Actions / Objectives | |
| GENERAL ADMINISTRATION AND COMMUNICATION BETWEEN MEETINGS | |
| Appraisee comments | |
| Appraiser comments | |
| Actions / Objectives | |
| TRAINING & DEVELOPMENT | |
| Appraisee comments | |
| Appraiser comments | |
| Actions / Objectives | |
| OFFICE ARRANGEMENTS & FACILITIES | |
| Appraisee comments | |
| Appraiser comments | |
| Actions / Objectives | |
| SALARY AND EXPENSES ARRANGEMENTS | |
| Appraisee comments | |
| Appraiser comments | |
| Actions / Objectives | |
| JOB DESCRIPTION REVIEW | |
| Appraisee comments | |
| Appraiser comments | |
| Actions / Objectives | |
| OTHER (including salary increase decision) | |
| Appraisee comments | |
| Appraiser comments | |
| Actions / Objectives |
Date of Review:
| Name | Role | Signature |