Career Development & Staff Appraisal Scheme

Information Session

Introduction to Appraisal

Appraisal for Appraisees

Appraisal for Appraisers

OUTLINE OF SESSION

http://www.abdn.ac.uk/staffnet/working-here/appraisal-1602.php

Review outcomes and progress from previous year

Set outcomes for the coming year

Discuss career aspirations

Identify training and development needs

Provide constructive feedback on performance

Aligns and links with IiP

Enhance morale and motivation

What is Appraisal?

• A disciplinary interview in disguise

• An opportunity to raise grievances

• A discussion about salary

• A process that links with promotion or awards

• A one-way process where the appraiser does all the talking

What Appraisal is not:

• ALL STAFF (including part-time & fixed-term)

EXCEPT:• Lecturers on probation • Clinical staff • Staff coming to the end of contracts• Staff within one year of retirement• Staff going on maternity or parental leave

Who is appraised?

Appraiser sets the date/venue for the appraisal discussion

Appraiser sets the date/venue for the appraisal discussion

Appraisee completes pages 1-3 of the appraisal form

and sends to appraiser 7 days before the discussion

Appraisee completes pages 1-3 of the appraisal form

and sends to appraiser 7 days before the discussion

Appraisal discussion conducted with

appraiser & appraiseeon a CONFIDENTIAL basis

Appraisal discussion conducted with

appraiser & appraiseeon a CONFIDENTIAL basis

Appraiser & appraisee agree outcomes for future

Appraiser & appraisee agree outcomes for future

Appraiser completes page 4of the appraisal form &

returns to appraisee within 7days of the discussion

Appraiser completes page 4of the appraisal form &

returns to appraisee within 7days of the discussion

Appraiser provides constructive feedback on

past performance

Appraiser provides constructive feedback on

past performance

Appraiser & appraisee agree training and development needs

Appraiser & appraisee agree training and development needs

Appraiser & appraisee sign page 4 & retain one copy each, appraiser sends one copy to HR

Appraiser & appraisee sign page 4 & retain one copy each, appraiser sends one copy to HR

The Appraisal Process

Appraiser Appraisee Appraiser & Appraisee

The Appraisal Form – Support/Technical

Pages 1-3 completed by the appraisee & submitted to appraiser 7 days ahead of the discussion

Page 4 completed by the appraiser within 7 days of the discussion

http://www.abdn.ac.uk/staffnet/working-here/appraisal-1602.php

Page 1GORDON ROBERTSON

Training & Development Advisor

Human Resources

JOY WOOTTEN

5th November 2005

Your name (in caps)

Your position

Your School/Section

Appraisers name (in caps)

Date of appraisal

Page 2During the past 12 months I have delivered appraisal training, coordinated the University’s approach to IiP and carried out a TrainingNeeds analysis (TNA) for support staff. Outcomes relating to delivery of management training for support staff not achieved due to delays with the TNA.

1. Co-ordination of Investors in People2. Delivery of training & advice to support staff3. Conduct Training Needs Analyses

Training Needs Analysis

Delivery of Training

Investors in People – the standard has changed and I have not been able to attend training updates. Furthermore, there is a lack of buy-in to IiP at senior level

Delivery of training – nobody turns up to my presentations and generally classes are half full plus I haven’t mastered powerpoint yet.

It has sometimes been difficult to book time with support staff to discuss TNAs.

The IT network suffered a crash and I lost several weeks worth of research data.

The recent outbreak of flu in the admin team resulted in a reduced service.

Work done during past 12 months

Key duties

Things you do best

Things you do less well

Difficulties

What don’t you enjoy?

Obstacles & barriers

Page 3

I am a trained counsellor

I have a post graduate degree specialising in IT & database management

I have worked on the framework agreement with another University.

IT – Meeting Maker & Eudora email client

Generic skills for research

Appraisal training

Investors in People – Update on the new standard

IT – Training on the new operating system

I will be managing people soon so I would benefit from People Management training.

I may also need coaching and mentoring skills.

I would like to discuss the University's strategic plan and what it means for me and the team I work with.

I am the Health and Safety rep for the team and I am a union official.

Skills not utilised

Training done

Training needs

Supervisory skills?

Additional questions

Your other duties

Page 45. Achieve IiP recognition for the University – by September 2006

1. Complete the Training Needs Analysis for Estates – by February 2006

4 Deliver 50 appraisal courses – by August 2006

2. Develop first draft of supervisory training programme – by June 2006

3. Produce a report on HR Modernisation – by July 2006

Investors in People – Update on the new standard – Urgent (within 3 Months)

IT – Training on the new operating system Medium (within 6 –12 months)

Managing People - Long term (12-18 months)

Human ResourcesGordon Robertson

GORDON ROBERTSON

5th November 2005Joy Wootten

JOY WOOTTEN

5th November 2005

Good progress against achievement of outcomes. Appraisal training was a particular achievement. Gordon has worked hard to achieve his objectives and has built up a good rapport with customers. Well done.

Will be returned to you for comment/signature within 7 days of the discussion

Comments

Training needs

Sign off

Agreed outcomesYOU HAVE THE OPPORTUNITY TO ADD YOUR COMMENTS HERE

Academic and academic-related

Pages 1-3 completed by the appraisee & submitted to appraiser 7 days ahead of the discussion

Page 4 completed by the appraiser within 7 days of the discussion

The appraisal form

Page One• Your name

• Your position

• Your appraiser

• Date of appraisal

Page TwoReview of performance during session:

• Work undertaken• Key performance areas

Page ThreeKey performance areas:• Academic: teaching, administration, CPD and management skills

• Academic-related: administration and management skills

Other relevant issues

Page Four• Agreed objectives and staff development activities for coming year

• Summary/other comments

• Signatures

Setting Outcomes Outcomes provide a statement of what is required & provide a sense of direction & purpose

Outcomes should be:

SMART

SpecificMeasurableAchievableResults orientatedTime Measured

Setting Outcomes

Produce two quality research papers to be published in peer-reviewed journals – by September 2008

Review and rewrite School Health & Safety procedures by March 2008. Present report to Management Board for approval by May 2008

JOB or TASK RELATED OUTCOMESJOB or TASK RELATED OUTCOMES

DEVELOPMENTAL OUTCOMESDEVELOPMENTAL OUTCOMES

Source, cost and undertake project management training - by September 2008

Setting Outcomes

Focus on a maximum of 6 areas

Be negotiated and agreed

Be achievable but stretching

Be subject to modification (if necessary)

Effective outcomes should :

Training and development

• Formal courses, other CPD• Conferences and seminars• Induction• On-the-job training and shadowing• Coaching and mentoring

University training providers:• Centre for Learning & Teaching: www.abdn.ac.uk/clt• DIT Training & Development: www.abdn.ac.uk/tad• HR Staff Training & www.abdn.ac.uk/hr/training/ Development Unit:

• Job exchange• Attending meetings• E-Learning • Reading books and

articles

Mentoring within the University

• Excellent and free developmental opportunity to be mentored/become mentors

• Contacts:– For academic staff in CLSM: Prof Miep Helfrich,

supported by Mel McCann– For academic staff in CASS: Dr John Morrison, supported

by Jo George– For academic staff in COPS: Prof Howard Chandler – For ALL academic-related and support staff in all 3

Colleges and University Office: Susan MacLennan, HR.

FOR APPRAISEES

Agree the arrangements for the interview with your appraiser

Review your job description, last year’s appraisal and any other relevant documentation

Review the work you have done over the past year

Look ahead to the coming year’s work

Think about your career development

Think about feedback you’d like to give – be constructive

Complete pages 1 – 3 of the form and return 7 days ahead of the meeting

In preparation, you should:

One to one basis and CONFIDENTIAL

Discuss and agree achievement of outcomes

Discuss, agree and prioritise outcomes for the future

Discuss, agree and prioritise your current and future training and development needs

Discuss career aspirations and provide upward feedback

It is not a one way discussion – you should contribute

The Appraisal Discussion (1)

Your appraiser will summarise agreed action points and development plans

Make sure you are clear about:-

The Appraisal Discussion (2)

How you have performed in the past year

What you need to do next year

What learning & development you require

The completed form will be returned to you within seven days of the discussion

Getting the most out of your appraisal

Prepare thoroughly Adopt a positive approach Contribute to the discussion Take the lead when appropriate Don’t agree outcomes which you feel are not achievable (negotiate) Make sure all your points are covered Aim for mutual agreement

Amanda WoodsTraining & Development Human Resources

University of AberdeenUniversity OfficeKing’s College

Aberdeen AB24 3FX

Tel: +44 (0) 1224 273159Fax: +44 (0) 1224 272005

Email: a.woods@abdn.ac.uk

Any Questions?www.abdn.ac.uk/hr/iip/resources.shtml

FOR APPRAISERS

1. Make the arrangements for the interview

2. Review the documentation

3. Talk to other managers, if applicable

4. Decide what needs to be discussed and identify examples

5. Give a note of any additional areas for discussion

6. Consider the appraisee’s likely reactions and how you will respond

Preparation for the Appraisal Discussion

• Discussions are conducted on a one to one basis

• The content of the discussion is CONFIDENTIAL

• Explain the purpose of appraisal

• Start with a general statement about the appraisee’s performance - be positive

Conducting an Appraisal Discussion

Starting the discussionStarting the discussion

• Encourage the appraisee to put forward their views first

• Discuss aspects of good performance before addressing any problem areas

• Give sincere, specific praise for good performance

• Discuss how far agreed outcomes have been met and, if not, the reasons why - explore problems or constraints with an open mind

• Gain agreement on areas where improvement is required

• Allow the appraisee to give feedback to you

Reviewing Performance

• Discuss and agree outcomes

• Give the appraisee the opportunity to discuss their career aspirations and provide feedback

• Discuss, agree and prioritise development and training needs

The Future

• Summarise what has been discussed

• Summarise agreed action points and development plans

• Make sure the appraisee is clear about:-

– how they have performed in the past year

– what their outcomes are for the next year

– what training & development they need for the future

• Aim for mutual agreement

Closing the Discussion

• Use open questions starting who, what, which, where, when and how - “tell me more about”

• Plan questions in a logical sequence

• Start with easy, general questions, follow up with specific more challenging questions later in the discussion

• Avoid leading questions

• Be prepared to probe

• Be aware of the ‘pause’ technique

Questioning

• Appraisal requires active listening

• Understanding the feeling and meaning behind words from the other person’s point of view

• Keep an open mind, concentrate, avoid negative reactions, don’t interrupt

• Non-verbal behaviour

Listening

• Concentrate on the appraisee’s actions and behaviour, not their personality - keep to facts

• Explain the effects of the action or behaviour on other individuals

• Help the person to take full responsibility for their actions

• Concentrate on the future – not the past

Feedback

Amanda WoodsTraining & Development Human Resources

University of AberdeenUniversity OfficeKing’s College

Aberdeen AB24 3FX

Tel: +44 (0) 1224 273159Fax: +44 (0) 1224 272005

Email: a.woods@abdn.ac.uk

Any Questions?www.abdn.ac.uk/hr/iip/resources.shtml