A Quick Guide to Completing the Senior Staff Appraisal (MAX) form

A Quick Guide to Completing the Senior Staff Appraisal (MAX) form
This guide is provided for those staff already familiar with the MAX process but who require
support with using the MAX on-line system. The guide provides basic information on how to
complete each step of the electronic system in order to complete the process. For more
advanced use please refer to the ‘Simitive System Additional Functionality Guide’.
The MAX form is primarily owned by the Appraisee who is required to input the majority of
the data to the on-line form. Appraisers and Appraiser’s Managers will view, approve and
add comments to the form electronically. Therefore this guide is written from the Appraisee’s
perspective as all appraising managers will complete the MAX process themselves, but the
guidance can be referred to from an Appraisers and Appraiser’s Managers’ perspective for
information on how to complete the relevant management sections of the form.
1. STAGE 1: Start-Up and Pre-Meeting
1.1. How to Log in and locate the form
The MAX form can be found on the front page of the Staff Portal under ‘Quick Links’. If
you have logged-in through the single-sign-on process the quick link will automatically
direct you to your MAX on-line home page on the ‘Me’ tab. Here you will see your name,
job role etc.
Directly underneath you will see a section titled ’My Appraisal’. Here you will see the
name of your appraiser. If the name stated is not correct press the ‘Click Here’ button
and follow the instructions. Assuming your appraiser is correctly identified; press the
black button ‘Enter Review’.
A new screen will open. In the tab ‘My Appraisals’ you should find the MAX form
highlighted. Click on this to open the form.
1.2. Starting the Form
At the top of the form you will find 3 boxes, these are:
I.
Meeting Date
II.
Appraiser’s Manager
III.
Share Form
Once a stage is completed the box will turn from grey to green and the word
‘Completed’ will appear.
All 3 boxes need to be completed in order to finalise the form at the end of the year.
I.
Meeting Date
Either you or your appraiser can complete this stage. A date for the initial
meeting can be booked by selecting the date box. A calendar will open which
allows for easy selection of the required date. Press ‘Save’. Whichever party
books the date the other party will receive a notification to approve the selected
date. Once the date is approved the stage will be completed. It should be noted
that this will not automatically populate outlook calendars and this will need to be
completed as a separate action.
II.
Appraiser’s Manager
The name of your Appraiser’s Manager should already be pre-populated on the
system; the box will be green indicating the stage is completed. If your
Appraiser’s Manager’s name is incorrect or this section has not been pre-
A Quick Guide to Completing the Senior Staff Appraisal (MAX) form
populated then you will be invited to ‘Add’ or ‘Edit’ name. A new screen will
emerge which will allow you to select and input the correct person. Most
appraisers’ managers will want to review relevant completed MAX Forms. If you
accidentally add the name of an incorrect Appraiser’s Manager, then your own
Appraiser will be able to edit over this to allow the correct manager to view and
comment on your Appraisal. On certain occasions you may see the term ‘Skip’.
The ‘Skip’ function is for those staff who do not have an Appraiser’s Manager in
the hierarchy. If you do have an Appraiser’s Manager and you have pressed the
‘Skip’ button, your Appraiser will be able to undo that action and submit the
relevant name to the form.
Some people may wish for an additional Appraiser’s Manager to see their form.
More than one Appraiser’s Manager can be allocated by pressing ‘Add’ and then
searching for the relevant staff member. Again, if your Appraiser feels this is not
appropriate they can remove the selection.
III.
Share Form
This box will only be used when you are ready to share your form with your
Appraiser, usually prior to meetings or to share updated forms. During the rollout
of the new system you will not be required to complete this section but will
prompted to do so prior to the mid-year review.
1.3. How to complete the on-line form
1.3.1. Section1: Strategic Objectives
Enter your strategic objectives. Next to this free text box is a drop down box
which allows you to align your strategic objective to the most relevant
strategic aim. You can enter as many strategic objectives as you wish by
pressing the black button ‘Add Strategic Objective’. You may also add
comments at this stage which you will find at the end of the row. If you make
a mistake and wish to remove a whole row, press the ‘x’ at the far left hand
column.
1.3.2. Section 2: Local Objectives
Enter your local Objectives and add comments if required at the end of each
row. To add additional objectives press the black button ‘Add Local
Objective’.
1.3.3. Section 3: Enabling Behaviours and Potential Inhibitors
Identify and input any enabling behaviours and potential inhibitors for the year
ahead.
1.3.4. Section 4: Career Aspirations
This is an optional section. There are four options to choose from. If you do
not wish to record your career aspirations then select ‘Prefer Not to Say’.
1.3.5. Section 5: The Personal Development Plan
Add any development needs you feel you have at this stage in order to meet
your objectives and to be successful in your role. These can be amended if
required following your initial meeting. Once you have identified your needs,
indicate where this need is best aligned to on the drop-down box. Next select
the method you will use to meet the identified development need, either ‘InHouse Development’ or ‘Other’. If you select ‘In-House’ a new box will
appear asking for your permission to share this request with the central team
A Quick Guide to Completing the Senior Staff Appraisal (MAX) form
in POD. In addition you will be asked what type of request you are making
and you should respond either ‘Face-to-Face’ or ‘Online Learning’.
You can add further development needs by pressing the Black Button ‘Add
Development Need’. You can add dates and comments at this stage if you
wish.
1.3.6. Section 6: Sharing your Form
If you are happy with the content of the form you are now ready to share with
your Appraiser. Please scroll to either the top or bottom of the form and press
‘Share and Close’. If you wish to hold onto the form for the time-being press
‘Save and Close’ this will allow you to review the contents at a later date
prior to sharing with your appraiser. Once you press ‘Share and Close’ you
will be re-directed to your own home page. You will see a banner in the
middle of the screen which informs you the form has been shared.
Your Appraiser will receive an email to indicate you have submitted your form.
Your Appraiser will need to log-in to the on-line system (see 1.1) and go to
the tab ‘My Linked People’. You will be listed with any other appraisees
your Appraiser is responsible for. Once your name is selected your shared
form will be available for viewing by your Appraiser, who will be asked to
complete two actions. The first is to approve the initial meeting date and the
second is to view your form. The Appraiser has limited ability to amend the
form. The Appraiser cannot add objectives, behaviours and inhibitors or
Development Needs on your behalf. The Appraiser should only be viewing
the form at this stage prior to meeting. The Appraiser may have some
additional ideas regarding objectives etc and will make a note of these for
discussion and agreement at the objective setting initial meeting.
2. STAGE 2: Meetings and how to update the form
You should meet with your Appraiser after they have had an opportunity to read your form.
You can discuss ideas; agree objectives and the contents of the form during the meeting
with your appraiser. Whatever is agreed at this meeting needs to be recorded on the form.
As the Appraisee you will be responsible for completing this task before selecting ‘Share
and Close’ to send on to your appraiser.
2.1. Additional meetings
You should continue to meet with your appraiser for 1-1s and then at the 6-months
point for the mid-year review in order to discuss progress.
Both you and your appraiser should update the form after the mid-year meeting to
capture the key points arising from the discussion.
Each time you add comments or change the form the third box at the top of the form,
‘Share’ will ‘unlock’. This is to remind you to share the amended form with your
appraiser.
A Quick Guide to Completing the Senior Staff Appraisal (MAX) form
3. STAGE 3: Year-end review and finalising the form
To finalise the form and archive it both parties must agree contents and the selected
‘Overall Appraisal Rating’.
As the Appraisee, you will need to score your overall rating in the drop-down box at the
bottom left-hand side of the form. A brief explanation is provided for each of the ratings. In
the ‘Year End Comments’ box you should explain the rationale for your rating, highlighting
achievements and any inhibitors. This should be shared with your appraiser at least a week
before the year-end review meeting.
During the meeting you and your appraiser can review progress and achievements and
agree the ‘Overall Appraisal Rating’. If this is different to the initial rating added to the
form, only you i.e. the appraisee can change this on the original form. The Appraiser is not
able to alter this on the form on your behalf; they can only agree or dismiss what you submit.
Once both parties are happy with the form it can be finalised. Either you or your appraiser is
able to finalise the form. This can be completed by pressing the ‘Finalise’ button. If the
appraiser presses the ‘Finalise’ button a screen will pop up asking for confirmation of this
action and informs the appraiser that the appraisee will be sent a notification to ask them to
agree that the form can be finalised.
A warning also appears to indicate once the form is finalised it cannot be edited again.
You need to either ‘Cancel’ or ‘Confirm’ the action.
If ‘Confirm’ is pressed, the other party will receive a notification asking them to either
‘Approve’ or ‘Decline’ the request. If declined, the form goes back to the other party. It is
expected a further meeting should be held so that agreement can be reached. If the request
is approved the other party receives a notification that the form has been finalised.
The Appraisal form is no longer available for editing by either you or your appraiser but both
parties can view the form by pressing the ‘View Finalised Appraisals’ button on the homepage. This will list all of your on-line completed MAX reviews; just pick the one you wish to
view.
4. STAGE 4: The Appraiser’s Manager
The final stage of the process is undertaken by the Appraiser’s Manager (grandparent).
The Appraiser’s Manager should log-in to the system and on their Home Page they should
select the tab ‘My Linked People’. They can then select the relevant Appraisee and press
the ‘Comment Now’ box.
The option available to the Appraiser’s Manager is to either ‘Decline to Comment’ at the
top of the Appraisee’s MAX Form or to scroll down to the bottom of the form and add
comments in the ‘My Comments’ box. The Appraiser’s Manager should then press ‘Save
and Close’. It will not be appropriate in all instances for comments to be added by the
appraiser’s manager and they may simply choose to review the appraisal.
When either you or your appraiser views the form, the appraiser’s manager’s comments
where added, will be available to view with both their name and date of comments recorded.
The online MAX Form is now complete.
For further information please visit the MAX on-line support site at www.dmu.ac.uk/max.