Documentation of Performance Issues
Why document Volunteer performance?
- Accurate decision making tool- As events are more easily recalled the more recent they are, it would be possible to make a decision based on the last 2 to 3 months as opposed to the whole year. Alerts supervisor to trends.
- Progress measurement- To measure the achievement of short and long term goals, improvement, and growth of the Volunteer over time.
- Promote continuity- Should management or team leaders change, this information would give a good indication of who are the best staff for particular projects.
- Promote fairness- Promotions and rewards can be awarded based on achievement and performance.
- Proof- In those cases where there is some disagreement over past issues this record may save time feelings and liability costs based on charges of improper or unfair hiring/ promotions practices
What to document?
- Personal Information- Name, Address, Contact info (telephone, e-mail, pager, etc.), Health information (allergies, current prescriptions, etc.), Next of kin contact info.
- Hiring info- resume/ application form, interview guide, reference check sheets.
- Position description for each position.
- Agreements- Confidentiality, position acceptance, Duration of commitment agreement.
- Planning Documents- Goal setting information with timelines and how success is to be measured.
- Meeting notes- notes on meetings centred on work performance and specific examples and outcomes.
- Performance Appraisals- Copies of all past performance appraisals.
- Complaints- Copies of the complaint, investigation, and outcome as well as corrective action.
- Compliments- Copies of any compliments, awards, citations, letters of reference, etc.
- Attendance records.
- Exit interview document.
Document Maintenance
- Keep personnel files on every Volunteer.
- Maintain files in locked filing cabinets with restricted access or off site.
- There are multiple theories on how long to maintain personnel files after the person has left the service of the organization. In normal cases, 5 to 7 years is the window. If the person left on bad terms keep it indefinitely.
We would appreciate it if you would use the Appraisal Sheet to send us your comments on the materials in this section. Please Download it from the Tools Page.
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