STAFF APPRAISAL POLICY

Purpose and Scope

We conduct annual appraisals as one way of ensuring that employed staff or volunteers at SCU are able to work effectively in pursuing the stated aims and visions of the Organization as a whole. The performance appraisals defined in this procedure apply to all staff or volunteers formally working with Smile Charity Uganda (SCU)

An appraisal is a formal meeting, which provides an opportunity for the staff member to spend time reflecting with their line manager on their current role and responsibilities, to improve their performance, learn new skills and plan the development of their work.

The appraisal scheme has been designed to meet the following objectives:

ü To assist staff in performing their job to the best of their ability, maximizing their job satisfaction and their contribution to the objectives of SCU;

ü to identify individual training and development needs;

ü to highlight the potential that each individual has to develop within their current or a future position.

Appraisal interviews will occur annually. New members of staff will also be appraised during the third month of their probation period. A mid-year discussion will also be held to review progress on outcomes agreed in the last annual appraisal (normally within the context of an appropriate line management meeting / one to one meeting). Regular one-to-one discussions will be held throughout the year: as such, there should be no surprises such as on-going underperformance issues, which a member of staff is only made aware of at the end of year appraisal

Setting for the meeting in most cases only one appraiser is necessary. For situations where difficult issues may arise, there may need to be a second appraiser present. Sufficient time needs to be set aside for the meeting, with measures taken to ensure that there are no interruptions from the telephone, visitors etc. The appraisal process will be initiated and conducted by the appointed line manager. Those conducting the appraisal should meet to discuss any significant points, which they would like to make during the meeting.

If appropriate, they should carefully seek the comments of other relevant members of staff or the congregation, where this will benefit the appraisal meeting.

The line manager will:

• agree appraisal dates
• provide the appraisee with the appraisal documentation 5 days minimum before the meeting

Note that different forms are used for the roles given above. Appraisees should prepare the information for the various sections. A copy will be used and retained by the appraisee for their personal use during the meeting.

During the meeting, the appraiser(s) will complete their copy of the appraisal document in the light of the discussion with the appraisee. This should be brief but should give sufficient details to assist with the following year’s appraisal.

The appraisal document will be signed off only after the appraisee has seen it and added any written comments they wish to add about the accuracy or interpretation. Both the appraiser(s) and the appraisee will sign the report to signify that they are satisfied with the end product and that they are jointly responsible for carrying out the identified actions. If there is a disagreement over the content of the report, this will be recorded. The appraisee and the appraiser will retain a copy of the report. Those receiving and holding copies and stored securely will treat the report as a confidential document.