Every exams officer - new or experienced - should have access to an annual appraisal and your centre's performance management process. This enables the centre to measure the exams officer's performance, recognise success and achievement, highlight areas of strength and those in need of improvement within the centre's examination/assessment processes and procedures
It is imperative that an exams officer is given access to a structured annual appraisal. The forms available from this page should be added/amended to meet the needs of the exams officer and your centre.
Purpose of an appraisal
Your exams officer’s annual appraisal/performance review should inform decisions around pay and promotion, to encourage professional development and to help with target setting. It can also serve in highlighting areas within the examination system which are working well – and those in need of improvement – within your centre.
Timetabling meetings
The NAEO suggests that appraisal meetings take place as follows during the academic year:
Your exams officer should be asked to consider their targets, focusing upon specific areas from previous years (e.g. strengths, areas they have found enjoyable and difficult, training requirements (including skills development), additional support, career development and general wellbeing)
- January: Progress meeting 1
- April: Progress meeting 2
These meetings should review progress against targets and any on-going exam related issues experienced in the management, administration and conducting of examinations within the centre. The meeting should include standardised metrics, feedback and qualitative comments (see below)
Your exams officer should complete the self-appraisal form ahead of this meeting whilst reviewing the targets set in the initial meeting.
Assessing performance
Performance should be assessed throughout the academic year and based upon:
- Standardised metrics, for example, based on the quantity and accuracy of tasks completed
- Exams officer feedback and qualitative comments.
Preparing your exams officer
Before attending their annual appraisal, your exams officer should understand how they are being assessed and how their performance will be monitored throughout the academic year.
Prior to the appraisal your exams officer should be given a self-appraisal form. This is an opportunity to prepare what you wish to discuss in the appraisal.
Content
The Chartered Institute of Personnel and Development (CIPD) recommends that a strength-based approach is used when approaching appraisals, this means that discussions about performance are focused on the employee’s strengths which then helps to inform how employees can improve. Therefore, one question on the self-appraisal form could relate to key achievements since the last appraisal. This is an opportunity to highlight the aspects of their work that your exams officer is most proud of.
A further question could be related to job satisfaction and enquire into the areas of work that your exams officer finds most enjoyable. This is useful for you to know as job satisfaction leads to greater productivity and performance. However, from a line manager’s point of view this is also a good opportunity to acquire an insight into the areas of the role which your exams officer finds most enjoyable thus allowing you to make informed decisions when you are providing your exams officer with additional tasks.
The appraisal should also cover the difficulties which your exams officer has experienced. Ask your exams officer to explain why they found certain areas difficult and how they tried to overcome them. This is an opportunity to ask for you to discuss and consider any additional support which your exams officer may require in undertaking their role. It is also at this point that you can discuss any training requirements or further support.
Prior to the appraisal
The appraisal will usually be conducted by the exams officer’s line manager as they work most closely with the examination system within your centre. Prior to the meeting the line manager should review the exams officer’s self-appraisal form, and forward to the exams officer the questions which will be asked at the meeting in advance.
Your exams officer must be informed if they will be asked about their progress in relation to any previous targets or objectives that were given/set. This will allow your exams officer to review these before the appraisal and go to the meeting fully prepared. The appraisal is also an opportunity to develop further objectives. These should be discussed and agreed upon together.
Other areas to address/discuss
Other areas of discussion in an appraisal could be in relation to training, career development and general wellbeing at work. You should also ask your exams officer to suggest any areas that you and your centre can improve on.
After the appraisal
Following the appraisal, your exams officer should be provided with a copy of the completed form to sign and encouraged to make their own notes in case they need to dispute something that has been written by you, the appraiser.
Appraisal templates
Note that if the appraisal is not structured in the way described above, and if your exams officer has not been given a form to complete beforehand, it is a good idea to conduct appraisals in this way in the future. Templates of appraisal forms for employers to use can be found on the ACAS website: Appraisal templates | Acas
The NAEO has also devised an appraisal template which is specifically designed for the exams officer role. (Coming Soon)