Staff Appraisal

Staff Appraisal lets a school appraise its teachers and other staff once or twice a year on a set of criteria it chooses. Criteria the school's own records can answer — attendance, punctuality, exam results of the classes a teacher teaches, and parent feedback after parent-teacher meetings — are scored automatically, and every automatic score shows the arithmetic behind it. The rest are rated by the appraiser. Each appraisal ends with a weighted total, a grade, comments, a recommendation and the employee's acknowledgement.

The four screens

All four are in the New menu under the Staff Appraisal heading.

1. New → Staff Appraisal → Appraisal Criteria — the list of things staff are appraised on. A ready-made set of 16 criteria is already there (6 automatic, 10 rated by hand). For each one you set a weight (how much it counts), a rating scale (1–3, 1–4, 1–5 or 1–10) and, optionally, the designation groups it applies to. Automatic criteria also have a target: the value that earns full marks. The grade bands (Outstanding, Very Good, Good…) are on the same screen.
2. New → Staff Appraisal → Appraisal Cycles — create a cycle (for example "Annual Appraisal 2026-27"): the period it covers, the campus, which designation groups are included, the appraiser, a due date and whether employees give a self-rating. Press Open: one appraisal is created for every active employee the cycle covers and the automatic criteria are scored. Open it again later to add staff who joined since. Close the cycle when the round is finished.
3. New → Staff Appraisal → Appraisals — pick the cycle, tick an employee and press Open appraisal. Rate each criterion, write strengths, areas to improve and an overall comment, choose a recommendation, then Save. When every criterion is rated (or marked N/A), press Submit: the total and grade are locked. After the employee has read and signed the printed form, use Record acknowledgement with the date, whether they agree, and any remark of theirs.
4. New → Staff Appraisal → Appraisal Reports — the cycle summary (every employee with every criterion's score, the grade spread and the average), an employee history across cycles, and the printable appraisal form with signature lines.

How the automatic scores are worked out

• Attendance — (Present + Late + Short Leave) ÷ working days × 100. Working days are the marked days except Off Days. Months entered as monthly attendance are counted the same way as HRM → Combine Attendance Report counts them.
• Punctuality — Present ÷ (Present + Late) × 100.
• No absence without leave — (working days − Absent) ÷ working days × 100. Approved leave is not an absence.
• Average result and pass rate of the classes taught — from the exam results whose award list names the teacher, test dates inside the period, present students only, using the school's pass mark.
• Parent feedback — the average rating (1–5) parents gave after parent-teacher meetings the employee held, × 20.

The measured value is then compared with the criterion's target: score = value ÷ target × 100, never more than 100. A manual rating of 4 on a 1–5 scale scores 80. The total is the weighted average of the criteria that have a score.

Things to know

• If there is too little data for an automatic criterion (fewer than 10 working days, 15 exam results or 3 parent ratings in the period) it shows not enough data and is left out of the total rather than counted as zero. Non-teaching staff are therefore not marked down on exam results.
• The appraiser can override an automatic score with a rating, but must write why in the comment.
• Press Compute auto-scores again after attendance or marks are corrected. A submitted appraisal is frozen; Reopen it (a reason is required) to change it.
• Criteria are copied into each appraisal when the cycle is opened, so editing a criterion later does not change appraisals already under way. A criterion that has been used cannot be deleted — untick Active instead.
• A recommendation such as Increment is only a recommendation. Pay changes are still made and approved in HRM → Add Approval → Increment.
• Staff see only the campuses their login allows; an all-campus cycle can be set up only by a login with access to every campus.

Finding enabled modules

The New menu is between General and Core. It appears only when at least one new module is enabled for your institute, and shows only enabled modules. Your user privileges still control which screens you can open. Ask EDUBase support about enabling a module.