Appraisal documentation submission
By Benjamin Meunier, on 23 January 2020
As advised in December, Library Services is adopting a new process for submitting the appraisal document once completed. These new arrangements will improve GDPR compliance and are in anticipation of the changes that may occur with the launch of new UCL systems.
How to submit the appraisal document
1. When the appraisal review is complete (with signatures of Appraisee and Appraiser), scan and email the two separate parts of the form (Part A+B and separately Part C) to Library HR firstname.lastname@example.org.
Note: if you use electronic signatures, you may email the two separate parts of the form without scanning.
2. The Appraiser and Appraisee should keep a signed copy of the appraisal document, in a confidential file/location, until the subsequent appraisal or after the employee has left (if the employee leaves before their next annual appraisal) and then confidentially dispose of it.
Note: you may store the document in electronic or paper format. If you choose to retain a physical copy, this should be stored in a secure cabinet. Electronic copies should be stored in confidential folders.
3. If the job description has been revised during the appraisal, please send an electronic copy to Library HR.
Please refer to the Libnet appraisals page for more information https://www.ucl.ac.uk/libnet/hr/learning-and-development/appraisals
For details of the UCL Appraisal scheme, please refer to https://www.ucl.ac.uk/human-resources/policies/2019/jul/appraisal-review-and-development-scheme
Parts A and B will be checked for the integrity of the files and will be permanently stored securely in the Library HR filestore. The document will be made available only to the Appraiser, the Appraisee, the Head of Department or the Head of Section (i.e. relevant SMT member) where they are not the Appraiser. Part C will be read by the Learning & Development Manager to inform the Training Needs Analysis for the department. Library HR have access to confidential information as part of the nature of their role. UCL HR have confirmed that the proposed approach for electronic storage of appraisal documents meets the requirements to maintain confidentiality as set out in the UCL Appraisal policy.
Please note that all Appraisals in Library Services should be completed by the end of March. UCL Organisational Development are due to launch a new online training course “Developmental Conversations” for appraisers in early 2020, which will be advertised in due course.
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