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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Supervision and Appraisal Policy

1. Purpose

The purpose of this policy is to outline {{org_field_name}}‘s approach to supervision and appraisal, ensuring that all employees receive structured, supportive, and developmental feedback to enhance their professional growth and maintain high-quality care standards. Supervision and appraisal are key elements in promoting staff well-being, accountability, and continuous improvement in service delivery.

Effective supervision and appraisal provide employees with a clear understanding of their roles and responsibilities while offering an opportunity to reflect on their practice, identify development needs, and set goals for continuous professional improvement. This policy aligns with Health and Social Care Standards (Scotland), Scottish Social Services Council (SSSC) Codes of Practice, and Care Inspectorate Scotland regulations to ensure a well-managed and motivated workforce.

2. Scope

This policy applies to all employees within {{org_field_name}}, including care workers, support staff, supervisors, and management. It is relevant to both full-time and part-time employees, as well as temporary or agency staff who engage in the organisation’s care delivery. Supervisors and managers are responsible for ensuring this policy is effectively implemented.

3. Legal and Regulatory Framework

This policy aligns with the following legislation and best practice guidelines:

• Health and Social Care Standards (Scotland) – Providing guidelines on quality care and staff support.
• Scottish Social Services Council (SSSC) Codes of Practice – Setting professional expectations for social care workers.
• Care Inspectorate’s Quality Framework for Care at Home Services – Ensuring robust workforce supervision and management.
• Employment Rights Act 1996 – Covering staff performance management and development.
• Equality Act 2010 – Ensuring fairness and equal opportunity in staff development.
• Data Protection Act 2018 (GDPR Compliance) – Ensuring confidentiality in supervision and appraisal records.

4. Definition of Supervision and Appraisal

Supervision

Supervision is a structured and formal process that provides regular one-to-one support for employees. It involves reviewing performance, discussing concerns, reflecting on challenges, and ensuring compliance with policies and procedures. Supervision sessions are essential for maintaining high standards of care, identifying training needs, and promoting staff well-being.

Appraisal

Appraisal is a formal, structured process conducted annually to evaluate an employee’s overall performance, set objectives for professional development, and identify career progression opportunities. Appraisals review an employee’s achievements, address any performance concerns, and align personal goals with organisational objectives.

5. Frequency and Format of Supervision

All employees at {{org_field_name}} receive supervision at regular intervals to ensure consistent support and guidance. The frequency of supervision is determined by job role, experience, and individual needs:

• New Employees (during probation): Every four weeks until probation is completed.
• Established Care Staff: Every eight to twelve weeks.
• Supervisory and Management Staff: Every three months.
• Additional Supervision: Can be scheduled if required due to performance concerns, support needs, or personal circumstances.

Each supervision session lasts between 30 and 60 minutes, depending on individual requirements. Sessions take place in a private, confidential setting, ensuring an open and supportive environment.

Structure of Supervision Sessions

Each supervision session follows a structured format to ensure consistency and effectiveness:

1. Review of Previous Actions – Checking progress on previously agreed goals and tasks.
2. Workload and Performance Discussion – Reviewing care delivery, challenges, and successes.
3. Training and Development Needs – Identifying learning opportunities and additional support.
4. Well-being and Support – Discussing any personal or work-related concerns affecting performance.
5. Service Quality and Compliance – Ensuring adherence to policies, regulations, and best practices.
6. Future Goals and Action Plan – Setting clear, measurable objectives for development.

6. Frequency and Format of Appraisal

Appraisals are conducted annually for all employees. They provide an opportunity for a comprehensive review of performance over the previous year and set out clear objectives for the coming year. Unlike supervision, which focuses on short-term support and development, appraisals provide a long-term strategic review of an employee’s contributions and aspirations.

Structure of Appraisal Meetings

Each appraisal session follows a structured format to maximise effectiveness:

1. Review of Previous Year’s Objectives – Evaluating progress against the goals set in the last appraisal.
2. Performance and Achievements – Recognising key accomplishments and positive contributions.
3. Areas for Improvement – Identifying any challenges or areas needing further development.
4. Training and Career Progression – Discussing learning needs, qualifications, and future training plans.
5. Workplace Well-being – Addressing any workplace concerns affecting job satisfaction and performance.
6. Setting SMART Goals – Establishing Specific, Measurable, Achievable, Relevant, and Time-bound objectives for the upcoming year.

7. Responsibilities

Managers and Supervisors

• Schedule and conduct supervision and appraisal meetings.
• Provide constructive feedback and encourage self-reflection.
• Identify training needs and ensure access to appropriate learning opportunities.
• Address any concerns, safeguarding issues, or staff well-being matters.
• Maintain accurate records of supervision and appraisal meetings in compliance with Data Protection Regulations.

Employees

• Attend supervision and appraisal meetings as scheduled.
• Engage in self-reflection and contribute to discussions about personal and professional development.
• Follow up on agreed actions and training plans.
• Raise concerns or support needs where necessary.

8. Recording and Confidentiality

Supervision and appraisal records must be maintained confidentially, stored securely, and only accessible to authorised personnel. Records include:

• Date and time of the meeting.
• Summary of discussions.
• Agreed actions and objectives.
• Training or support required.
• Signatures of both employee and supervisor.

Records are reviewed periodically to monitor progress and ensure accountability. Employees have the right to access their records upon request.

9. Managing Performance Concerns

If supervision identifies performance issues, a structured improvement plan will be implemented. This includes:

• Providing additional training and support.
• Setting clear performance improvement objectives.
• Scheduling more frequent supervision sessions.
• Implementing disciplinary procedures if necessary.

All performance concerns will be handled in a fair and supportive manner, ensuring employees receive the necessary guidance to improve.

10. Continuous Improvement and Staff Development

Supervision and appraisal are essential tools for continuous professional development. {{org_field_name}} ensures that feedback from supervision and appraisals informs organisational improvements, including:

• Refining training programmes.
• Enhancing staff well-being initiatives.
• Strengthening service quality.
• Identifying leadership and promotion opportunities.

11. Related Policies

This policy should be read alongside:

• Induction and Probation Policy
• Staff Training and Development Policy
• Health and Safety Policy
• Safeguarding and Protection Policy
• Whistleblowing Policy

12. Policy Review

This policy will be reviewed annually or sooner if there are changes in legislation, best practices, or organisational needs. Any amendments will be communicated to all staff and relevant stakeholders.

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Responsible Person: {{org_field_registered_manager_first_name}}{{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.