Appraisals Monitoring System
Guidance Notes for Departments

The Appraisal Monitoring System is a web-based report allowing administrators to monitor staff review dates for their departments on the current date. The information is updated automatically overnight from Resource Link and on every last Wednesday of each month, departmental administrators and Head of Departments will receive reminder email with an embedded link to the report. This document is an introduction for administrators who are authorised to use this system. The document focuses on:

  • login
  • understanding the report layout
  • exporting data as an Excel spread sheet
  • HR Consultancy contacts for queries

Logging in

Step 1: Administrator(DA) / Head of Department(HOD) / Head of Department Carbon-Copy(HODcc) / Department Contact (DC) log in to the system using UCL ID and Intranet password (Image 1).

Screen shot of UCL Login
Image 1: Login Screen at URL http://www.ucl.ac.uk/hr/services/appraisals/

Step 2: If the user is setup on UCL Roles database as any of the following DA, HOD, HODcc, DEAN, DIR, VP or DC, they will be able to view data (see Image 2 below) for their departments. Note that the above roles at a parent level can view data for its sub-units too. For example, department administrator for the Faculty of Arts can view data for department of Dutch, German, French, and other sub departments under the faculty.

Understanding the report format.

At the top of the report (Image 2), adminintrator's role and name will be displayed (see letter A on image 2).

Next is the Report Date and time(See letter B on image 2) of data download from Resource Link.

HR Consultancy contact is dispalyed next (see letter C on image 2).

Data displayed can be arranged in ascending order by clicking on columns titled family name, first name, employee number, start date and probation end date (see letter D on image 2).

Column titled status is an indication of whether a staff review is overdue, due or not due. The table below is a detailed overview of how status is determined.

  Overdue Due Not Due
  (Appraisal done)
Researchers
and Support staff (grade >=7)
Last appraisal done over 24 months ago Last appraisal done over 12 but less than 24 months Last appraisal done in the last 12 months
(No Appraisal done)
Probation completed 24 months ago Probation completed over 12 but less than 24 months Probation completed in the last 12 months
(No appraisal and probation data)
Original start date is over 33 months Original start date is over 21 but less than 33 months Original start date is in the last 21 months
   
  Overdue Due Not Due
  (Appraisal done)
Academic Lecturers Last appraisal done over 24 months ago Last appraisal done over 12 but less than 24 months Last appraisal done in the last 12 months
(No Appraisal done)
Probation completed 24 months ago Probation completed over 12 but less than 24 months Probation completed in the last 12 months
(No appraisal and probation data)
Original start date is over 60 months Original start date is over 48 but less than 60 months Original start date is in the last 48 months
   
  Overdue Due Not Due
  (Appraisal done)
Annually reviewed staff
(HoDs,  
Acting HoDs, Vice Provosts, HR staff,  
Deans,  
Acting Deans, and excludes all Heads of Schools except the Bartlett School.
Last appraisal done over 12 months Not applicable Last appraisal done in the last 12 months
(No appraisal done)
Probation completed over 12 months ago Not Applicable Probation completed in the last 12 months
(No appraisal and probation data)
Original start date is over 21 months Not Applicable Original start date is in the last 21 months
   
  Overdue Due Not Due
  (Appraisal done)
All other staff Last appraisal done over 24 months Last appraisal done over 12 but less than 24 months 
 
Last appraisal done in the last 12 months
(No Appraisal done)
Probation completed over 24 months ago Probation completed over 12 but less than 24 months Probation completed in the last 12 months
(No appraisal and probation data)
Original start date is over 30 months Original start date is over 18 but less than 30 months Original start date is in the last 18 months

Screen shot of data report


Image 2: Data Report as seen on Screen

Downloading Report data from Screen

Data can be downloaded by clicking 'Export as Spreadsheet' button (Image 3)at the end of the report. Colour-coded rows will be retained in the document if visible on screen.

Data Report as seen on screen
Image 3: Export report as an Excel spreadsheet

A dialogue box will appear with Open, Save and Cancel options(Image 4). Click Open (1) option on the dialogue box to load report data in an Excel Spreadsheet or click Save (2) option to save data locally on the hard disk for later reference.

Please note that some browsers may have a higher security level thus disabling downloads from a site. Guidance on how to enable downloads on Internet Explorer can be viewed at www.ucl.ac.uk/hr/services/IE_options.php.

Screen shot of downlaod dialogue box
Image 4: Dialogue box for downloading data report

Contacts:

1. For queries related to review dates, please contact Luke Slingsby (ucyzr14@ucl.ac.uk), Tel: 0207 679 1710.

2. Staff Review and Development Scheme is available at http://www.ucl.ac.uk/hr/docs/staff_review_development.php.

3. For technical problems such as UCL login not accepted as authorised role, data download or browser problems, please send an email to hr_helpdesk@adm.ucl.ac.uk.