SELC’s accountability mechanism is comprised of two complementary processes: a day-to-day task management system that clearly tracks staff’s ongoing responsibilities and short-term efficiency, and a periodic performance review process that provides constructive feedback on longer-term performance.

Use of Asana

In order to promote both transparency and personal task management, SELC staff will commit to regularly updating Asana to log and manage their personal workload. Program leads will take primary responsibility for effectively organizing their respective program areas within Asana, and all staff will utilize the program to both communicate and effectively organize their personal responsibilities within each program area.

Periodic Performance Review Process

To provide a space to give and receive constructive feedback on each staff member’s long-term effectiveness and professional development, each Core Staff member will participate in an annual review process. The annual review process consists of an annual review in May and two subsequent check-ins, one in September and one the following January. The annual review in May consists of a written self-assessment form, a written peer assessment form completed by at least two other staff working within one or more overlapping program Circles (peer reviewers), and a performance review conversation with the peer reviewers. The purpose of the check-ins is to review the staff member’s progress on their goals and make any adjustments, if necessary. To the extent possible, the September and January check-ins should be held with the same peer reviewers. 

Self-Assessment 

Self-assessment provides an opportunity to personally identify areas of growth and areas of challenge, as well as identify goals for the coming year and professional skills that should be acquired for personal/professional development. 

Peer Assessment 

Peer assessment provides Core Staff an opportunity to give feedback to other members of their program circles, ideally acknowledging both effective behavior and areas that might be improved. 

Self and Peer Assessment forms and responses are tracked in this Google Folder. 

Performance Review Conversation

Following completion of the written self-assessment and peer assessment, each staff member and their peer reviewers will participate in a review conversation. All present will read and respond to the self-assessment form and the peer assessment form, followed by general conversation on areas and practices for improvement, refining the roles and goals of the staff person for the coming year, and identifying support needed for continued professional development. At all times, peer reviewers should follow the Guidelines for Giving Good Feedback (below), and reviewee should remain open to receiving feedback from colleagues.

Guidelines for Giving Good Feedback     

Before engaging in either a written or verbal review session, all staff should read one of the following, or similarly relevant sources, on providing effective and compassionate feedback:

Peer Evaluation Procedures and Criteria

Making Feedback Helpful

Evaluations that Inspire

(IR)

updated April 13th, 2020

Peer Review Process resources

Sample Meeting Process

1. Take a few minutes to review peer and self review responses in the appropriate google spreadsheet.

   • Don't forget to check for more feedback in the Peer Review Short Form responses to see if anyone else gave this person feedback.  

2. Brief personal check-ins. 

3. Peer Reviewers: Share one thing in particular that you appreciate about this person. 

4. General reflections from each person after reading all the responses.

   • What stood out for you? What did you notice? Where was there divergence or convergence in each persons' response? 

5. Person receiving feedback: Were there any particular responses that surprised you or that you particularly noticed? Any particular things that you want to talk about more? 

   • Take time to discuss as a group.

6. Peer reviewers: Are there any other particular things you want to provide feedback on? Things you particularly appreciate? Areas you see for specific improvement? 

   • If its helpful for the person receiving feedback, they can make a copy of our Self-Directed Improvement Goal Sheet to take notes for themselves on the feedback and areas they want to grow and cultivate for themselves.

7. Person receiving feedback: Are there one or two specific things you’d like support from your two coworkers/Accountabil-a-buddies on? How can they provide concrete support after this conversation? 

   • Are there specific ways the organization can support the person receiving feedback? Are there existing spaces (SIMs, retreats, Collective Inquiries, General Circle or Stewardship Committee meetings, etc) that could be useful to bring a conversation or a request based on the performance review conversation that will support this person and potentially other coworkers?

8. Schedule/Affirm 90 Day Check-in: take a moment to make sure there's another meeting on the calendar to meet in about 90 days to check in with the person receiving feedback.

9. Hug.