AN150140 – Social and Community Services Award
SCHEDULE 5 - STAFF DEVELOPMENT AND APPRAISAL SCHEME
OPDATE 04:11:2005 on and from
GUIDELINES
These guidelines must be read by both the supervisor and the staff member before the Interview Form is completed. They provide information on the completion of the forms, subsequent action to be taken and administration of the scheme.
OBJECTIVES
The objectives of the scheme are as follows:
General
Personal career development of employees and a more efficient and effective workforce.
Specific
ADMINISTRATIVE ARRANGEMENTS - GENERAL
Job definitions
The scheme is founded on current and accurate job descriptions.
Training
Joint training in interviewing techniques and the principles of staff development and appraisal and this scheme will be conducted for management and Union workplace representatives on a continuing basis. This training is to be arranged between the Union, the CEA and/or Business SA.
Interviews
The interviews and subsequent assessments and plans are to be conducted at least six months prior to salary increments being due to allow time (if necessary) for achievement of satisfactory performance levels.
Forms and guidelines will be available from the organisation officer(s) responsible for Personnel matters, or easily accessible at the worksite (e.g. kept in a designated file).
The Supervisor and Staff Member should arrange a meeting time and private venue and agree on how the interview and forms will be completed.
Implementation
Following completion of the Interview and Review Process the Supervisor is to provide a copy of Part C - Action Plans and Part D - Career Development to the relevant Senior Officer for implementation or begin implementation if that is within the authority of the Supervisor.
The original copy of the Form is to be forwarded to the CEO or Personnel Manager for confidential storage in the employee's personal file.
The staff member may keep a copy of all or part of the documentation for his/her records.
Storage of forms
All the completed interview forms will be held by the Personnel Manager (or equivalent) in individual files separate from staff files. No more than 2 forms will be held in accordance with the procedure and old forms are to be destroyed.
Privacy and confidentiality
The form is a private and confidential document and must be treated as such by personnel who have access rights. Access rights are restricted to Chief Executive, Director, Reviewing Officer, Personnel Manager, the Supervisor and the Staff Member concerned. In small organisations the Director, Reviewing Officer and Personnel Manager functions may be carried out by members of the Board/Management Committee.
In the case of a dispute notification against withholding of an increment forms may also be accessed by representatives and the referral body members.
Equal employment opportunity
The process is to be conducted in a fair and equitable manner on its own merits without discrimination.
THE FORM
Forms and guidelines are available from the person responsible for Personnel matters. To save time and maintain confidentiality the forms should be completed by hand. The Supervisor and Staff Member should agree on the timing and arrangements for completion of the forms.
DISPUTES
If the disputes notification process is initiated the documentation, including the form, is referred to the Personnel Manager (or equivalent) who will endeavour to resolve the matter as soon as possible at this level between the parties.
Should the Supervisor and Staff Member both agree, they have the option of reviewing together the Evaluation factors and summary after a reasonable period has elapsed, say, after one or two weeks. In this case the first form is to be destroyed in order to start afresh.
If the matter cannot be resolved the Supervisor or Staff Member may request the convening of the Disputes Panel. The Disputes Panel will have an appropriate gender balance and comprise the following:
The Personnel Manager (or equivalent) is to convene the Disputes Panel and act as its secretary, documenting the outcome of its deliberations.
The Staff member will make any request to convene the Dispute Panel through the ASU.
The Disputes Panel will endeavour to resolve the disagreement expeditiously at a local level.
INSTRUCTIONS - COMPLETION OF STAFF DEVELOPMENT APPRAISAL FORMS
Part A - Position
This part facilitates a review of the purpose and key responsibilities of the position and provides the Staff Member the opportunity to identify and discuss problems and organisational difficulties which affect the position.
Part A is to be completed by the Staff Member and used as an agenda for discussion in the interview.
* Name - name of Staff Member.
* Department - name of department in which the Staff Member is employed (if relevant).
* Date Commenced - the date upon which the Staff Member first commenced employment with the employer.
* Supervisor's Name - the name of the person conducting the evaluation. This will normally be the Staff Member's immediate Supervisor.
* Interview Date - the date upon which the Interview Form is completed and discussed by the Supervisor and Staff Member.
* Position - the title of current position held by Staff Member.
* Time in Position - the number of completed years (or completed months if employed for less than one year) that the Staff Member has held the current position.
* Reviewing Officer - the immediate Supervisor's superior (if relevant). In a small organisation the Reviewing Officer may be a delegated member of the Management Committee.
Part B - Evaluation Factors
This part contains evaluation factors to facilitate discussion of the Staff Member's performance over the evaluation period.
Part B is to be finally completed by the Supervisor during the Interview. It is suggested however that prior to the interview both the Supervisor and the Staff Member make some notes on each evaluation factor for discussion during the interview.
Each factor provides one or more prompts to assist discussion during the interview.
Because of the varying level and complexity of positions some evaluation factors may not be relevant to all positions: if therefore any evaluation factor is considered not relevant then record "not applicable".
During the interview the Supervisor and Staff Member should discuss each others' views and perceptions and mutually agree on comments to be recorded on each evaluation factor. A response of Yes/No is not appropriate. All comments recorded should be objective and should address both strengths and limitations of the Staff Member. If there is insufficient space for the comments attach additional sheets.
Where agreement cannot be reached between the Supervisor and the Staff Member on any evaluation factor the Supervisor should write his or her comments and the Staff Member has the opportunity to record his/her own comments or dispute the comments under Part E - Evaluation Summary and Review.
Part C - Action Plans
The part allows the Supervisor and the Staff Member to establish and record action plans or objectives from the next 12 months. These could address points arising from the organisational/position review and the evaluation factors or include improved work methods, changes to processes or job relationships, specific tasks to be accomplished, service reviews or initiatives.
Where, on initial interview, a Supervisor considers overall performance to be less than satisfactory then this is to be discussed with the Staff Member and clear performance criteria are to be established with the Staff Member and a time set for re-evaluation before any salary increment is due.
Part D - Career Development
The Supervisor/Section Leader should discuss the career aspirations of the Staff Member and establish training and development options for the ensuing twelve months including opportunities for job enhancement/redesign, job rotation/exchange and education and training.
The type of training and development should be designed to build on any strengths and to overcome any weaknesses of the Staff Member.
The reason for any course nomination should be clearly stated as these will be used in developing an annual training and development plan within budgetary limitations.
The Supervisory and Staff Member, in discussing the type of training and development that the Staff Member could undergo, should endeavour to break it down into the following categories:
* Professional studies such as a Degree
* Or other studies such as Diploma, or Graduate Diploma, Certificate, Licence or Apprenticeship
* Skills Training
* Personal Development Training
* Professional Seminars and Conferences
* Occupational Health and Safety Training
* Trade Union Training
Part E - Evaluation Summary and Review
Review
This part provides for an overall evaluation summary by the Supervisor and allows the Staff Member to dispute on the Evaluation.
Following the interview process the Supervisor is to ensure completion of the form including Evaluation Summary and pass the form back to the Staff Member. The Staff Member then has the opportunity within 14 days to comment on the Evaluation. If he/she wishes a dispute can also be initiated.
Once the form is finalised, it is referred to the Reviewing Officer. (The Supervisor's Supervisor). In small organisations (i.e. less than 3 employees) the Reviewing Officer may be a delegated member of the Management Committee. The Reviewing Officer is to satisfy himself/herself that the interview process has been properly conducted and recorded and note for information and implementation the Training and Development Proposals and Action plans agreed by the Supervisor and Staff member and returns form to Supervisor.
CONFIDENTIAL
STAFF DEVELOPMENT AND APPRAISAL SCHEME
Both the Staff Member and the Supervisor should read the accompanying Guidelines before this Interview Form is completed.
Staff Member: _______________________ Interview Date: ______________________
Department: __________________________ Position: ______________________
Date Commenced: ____________________ Time in Position: _____________________
Supervisor: _______________________ Reviewing Officer: ______________________
PART A - THE POSITION
Part A asks the Staff Member to examine his or her position in the context of the work performed and to identify any problems that exist which should be discussed in the interview with the supervisor.
1. In your opinion what is the overall purpose of your position?
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2. Summarise what you see as the most important rules and responsibilities of your position.
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3. Are there any recurring types of problems which prevent you from carrying out your duties and responsibilities efficiently and effectively.
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4. Are there any problems in the organisational structure which relate to your position and how it inter-relates with other positions/sections?
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5. Can you make any suggestions which would assist in overcoming the problems you have identified in Question 3 and 4?
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6. Are there any work accomplishments achieved in the last 12 months that you would like to highlight?
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7. Has there been any major changes to the duties and responsibilities of your position since your last evaluation?
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8. Do you believe your position accurately reflects the duties and responsibilities of your current position or does it require alteration? If you consider a change is required, please explain.
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9. Do you have any other matters relating to your performance career development or work area that you wish to discuss at the interview? If so, brief indicate below.
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PART B - EVALUATION FACTORS
These Evaluation Factors are to be discussed and completed jointly by the Supervisor and Staff Member during the interview. (See Guidelines)
If any of the Evaluation Factors are considered not relevant to the position simply record "not applicable".
1. Planning, Organising and Controlling: Is the Staff Member able to plan and organise tasks, set goals and control resources in an efficient manner? Comments:
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2. People Skills: Does the Staff Member manage/contribute to the maintenance of an effective, safe, fair and harmonious work environment and display leadership skills where appropriate? Comments:
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3. Decision Making: Does the Staff member display good judgement? Does the Staff Member develop alternative courses of action and make decisions which are based on logical assumptions and which reflect factual information? Comments:
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4. Productivity: Does the Staff member display a knowledge and understanding of the legal/technical/procedural (as appropriate) aspects of assigned work and complete tasks in a timely and accurate manner? Comments:
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5. Teamwork and Disposition: Does the staff member appreciate the wider role of the organisation and co-operate with other Sections/Departments to further the organisations objectives? Is the staff member co-operative in working with others and dependable in carrying out assignments or tasks allocated? Comments:
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6. Communications: Does the Staff Member display good verbal and written communication skills and facilitate the proper flow of information within the organisation? Comments:
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7. Initiative and Innovation: Does the Staff member generate and/or recognise creative solutions in work related situations? Comments:
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8. Customer Service: Is the Staff Member sensitive and responsive to the needs of both internal and external customers? Comments:
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9. Equipment and Systems Skills: Is the Staff Member able to competently utilise appropriate workplace technology and systems? Comments:
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PART C - ACTION PLANS
Action Plans are to be discussed and recorded jointly by the Supervisor and Staff member during the interview.
This part allows the Supervisor and the Staff Member to establish action plans or objectives for the ensuing 12 months. These could address points arising from the organisational/position review and the evaluation factors, or include improved work methods, changes to processes or job relationships, specific tasks to be accomplished, service reviews or initiatives.
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PART D - CAREER DEVELOPMENT
The Supervisor or Section Leader should discuss the career aspirations of the Staff Member and consider including training and development options for the ensuing twelve months.
Job enhancement/redesign opportunities:
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Job rotation/exchange opportunities:
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Education and Training:
Professional Studies:
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Other Studies:
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Job Skills:
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Personal Development:
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Occupational Health and Safety:
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Conference and Seminars:
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Trade Union Training:
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PART E - EVALUATION SUMMARY AND REVIEW
1. Supervisor's Summary: The Supervisor is to give an overall summary of the evaluation including a statement of satisfactory performance. If performance is stated to be unsatisfactory reasons must be given.
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2. Staff Member Comments: The Staff Member can comment on the evaluation factors and Supervisors summary.
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3. Dispute: do you (the Staff member) wish to dispute the comments in Part B or Part E?
Yes No
If "Yes" first refer to the Guidelines for the procedure involved.
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4. Certificate: The signatures below indicate that the Supervisor and Staff Member have discussed all parts of the document.
Staff Member: ________________________ Date: ______________________
Supervisor: __________________________ Date: ______________________
4. Review: The Reviewing Officer is required to satisfy himself/herself that the interview process has been properly conducted and recorded and note for implementation Training and Development proposals and Action Plans agreed by the Supervisor and Staff Member.
Reviewing Officer: ______________________ Date: _______________________
