New staff reviews
Click on a heading or read on…
Why, when, what
Who
Four month review
Eight month review
Step by step guide
Why, when, what
Why
Why
It is important that all new members of staff have an opportunity to review their progress at more regular intervals during
their first year of employment at the Council, so that:

They and their line manager can be sure they are able to achieve what is expected of them;

They can be brought into the organisation culturally within as short a period of time as is possible;

Early solutions can be found if there are any issues; and

The council can determine whether or not a new employee is suitable for the post to which they have been appointed,
and ensure that any necessary action is taken before the employee completes one years’ service.
This is an integral part of the appraisal, performance management, and corporate induction processes.
When
Normally new staff reviews take place towards the end of the fourth and eighth months of service. The only exceptions to
this are where those anniversaries fall at the same time as appraisal start meetings (between February and the end of
April) or mid-year appraisal meetings (September and October). If the line manager wishes they can then combine the
four or eight month review meeting and extend it to have the appropriate appraisal discussions.
However it is essential that the four or eight month review process is followed as part of that meeting and that the relevant
information is posted to the HRPro system.
What
Two formal reviews take place, the first 4 months from the start of their employment and the second after 8 months of
employment. In the interim if an employee has any concerns or issues then they should raise them with their line manager
immediately, not waiting for a normal one-to-one meeting or a formal review. Likewise the line manager should also inform
the employee immediately if they have any concerns about their work. This is very important in order to ensure that
problems are resolved at the earliest opportunity.
Who
Who
The process applies to all new staff including those transferring from other local authorities, and to those with temporary
contracts of 4 months’ duration or longer. This is essential as a temporary contract may be extended or the employee may
obtain a permanent position within the Council.
Any potential employees should be advised at interview about the requirement to serve a performance review period upon
commencing employment at the Council. The letter of appointment or contract must confirm that the employment is
subject to satisfactory completion of a performance review period.
Four
Four month review
Line managers will receive a workflow prompt from HRPro when the four month review meeting is due. They should set
up a one-to-one meeting with the employee at that point, which will be an opportunity for the employee and their line
manager to:

Discuss and evidence the employee’s performance based on the following criteria:
- The quality of the employee’s work
-
The quantity of work
How flexible the employee needs to be, and actually is
Whether the employee demonstrates customer focus
General conduct
Reliability
Attendance and time keeping
Other areas relating to job requirements.
The line manager will rate the employee against each of the criteria using the following scale:
Grade
Meaning
1
Outstanding
2
Good
3
Acceptable
4
Poor

Agree objectives that reflect business priorities and continual improvement. All objectives should be set in accordance
with the guidance included for appraisal start meetings.

Discuss any development needs or improvements to be achieved by the time of the 8 month review.
After the meeting the line manager will need to complete the relevant workflow in HRPro (instructions below).
If any performance issues have been highlighted in the four month review, a Human Resource Business Partner will meet
with the line manager prior to the eight month review, to discuss the employee’s performance and establish their suitability
for the role.
Eight month review
Line managers will receive a workflow prompt from HRPro when the eight month review meeting is due. They should set
up a one-to-one meeting with the employee at that point which will be an opportunity for the employee and their line
manager to:

Revisit the four month review and consider progress in respect of quality and quantity of work, flexibility, customer
focus, conduct, reliability, attendance and time keeping.

Consider progress against the objectives set at the four month review, setting new objectives if appropriate.

Consider whether any improvements still need to be made.

Review the personal development needs, and consider any new actions.
After the meeting the line manager will need to complete the relevant workflow in HRPro (instructions below). They will
also make a recommendation as to whether the employee should continue in their employment or have their employment
terminated. Once completed the workflow will be forwarded to the relevant Head of Service for final sign-off.
During the performance review period, the employee is responsible for demonstrating their suitability for the post while the
manager is responsible for the guidance and training of the employee. The employee's progress will be kept under review
and there should be frequent opportunities to discuss their performance. By the end of the performance review period the
employee must demonstrate capability to work to acceptable standards without requiring an undue level of supervision.
Unsatisfactory performance
In the event of unsatisfactory performance requiring measures to be taken more quickly than provided for in the
procedure, the line manager will seek advice from the Human Resources team.
If the performance is considered unsatisfactory at the eighth month of service a recommendation to dismiss will be made
to the Human Resources team and a joint interview will be arranged with the employee to discuss the next steps.
Employees have the right to appeal against the decision to dismiss in accordance with the council’s appeal procedure.
It is essential that all line managers follow the timescales and process set out for 4 monthly and 8 monthly reviews for new
starters so that decisions about suitability and continuation (or otherwise) of employment can be made.
Steps
Step by step guide
HRPro emails your line manager to
initiate the workflow
Your line manager books a four / eight
month review meeting with you
Your line manager books a
suitable venue
You and your line manager
prepare for the meeting
Meeting takes place
Your line manager completes the four / eight
month assessment workflow in HRPro
If necessary HR will meet with
your line manager prior to discuss
any performance issues
After the eight month review HRPro emails your Head of
Service who reviews the information and adds their own
comments before signing the record off
G:\Per\Org Development\Appraisal Guide\06 E Guide New Staff.doc
Click here for
instructions
Four and eight month review process – HR Pro Instructions – Line Managers
FOUR MONTH REVIEW: Line managers will receive a workflow prompt from HRPro,
clicking on the link will open the workflow. Click “OK”
On page 1, consider the quality of work and quantity of work and select “Outstanding”,
“Good”, “Acceptable” or “Poor” from the drop down box. Use the space below it to record
any evidence that explains your assessment. Click on the ‘Page 2’ tab to continue:
Continue this process through the next 3 screens. Now and again press ‘save and
continue’ and then you won’t lose any work if HRPro times out. Click ‘save for later’ if
you want to do something else and come back to it:
Once you arrive at the following screen on page 4 you also need to recording any other
matters you want to raise relating to the job requirements:
On page 5 you need to record objectives and development needs for the next four months.
Once you have done this click “Submit”. A copy of what has been written by the line
manager will now be emailed to the member of staff concerned
EIGHT MONTH REVIEW: Line managers will receive a workflow prompt from HRPro,
clicking on the link will open the workflow. Click “OK”
On page 1 consider the comments and evaluation given for quality of work at the four
month review and enter any updates in the shaded box below it, including giving an
updated evaluation. Then click on the ‘page 2’ tab:
Now continue this process on pages 2 to 10. On page 11 put your general observations
in and indicate whether the member of staff should continue in their employment:
Once you have done this click “Submit”. A copy of what has been written by the line
manager will now be emailed to the member of staff concerned.
HEAD OF SERVICE – 8 MONTH REVIEW SIGN OFF: The relevant Head of Service
will now receive a workflow prompt from HRPro, clicking on the link will open the
workflow. Click “OK”
Now revew entries made by the line manager over the next 11 pages clicking on the
page tabs to go through the screens:
On page 11 add your own comments and then click “Submit”:
G:\Per\Org Development\Appraisal Guide\06E Guide New Staff.doc