7. Closing a Review

On or around the end date for the review period, you need to sit down with your staff member and close the review. Before you close the review, you need to check the following:

All objectives have a final status and not In Progress status

All monitoring is completed

All standards are rated and not left with status Not Rated

All areas for development are set to Completed or Not Achieved

All CPD courses/activities are set to Attended or Not Attended

You will not be able to close your review until all these items have been progressed. For example, if a planned monitoring has not been performed, an attempt to close the review will result in this popup message:

Note, depending on your user rights, you can probably remove any of the items which prevent your review from closing. For example, if a piece of non-mandatory monitoring had been planned but not performed, you can select the bin icon next to the item to remove it.

Practical Task:

1. From My Staff select the staff member and go to their Portfolio

2. Select the Objectives tab and ensure all objectives have a final status

3. Select the Monitoring tab and remove any monitoring which has not been completed

4. Select Restore Monitoring from the top right of your screen

5. Note the pieces of monitoring you have just removed are listed, so they can always be restored at a later date

6. Select the Standards tab and ensure all standards have been rated

7. Select the Areas for Development tab and ensure all items have a final status

8. Select CPD Activities/Courses and set each to Attended or Not Attended

9. Select Close Review from the top of the page to get a screen similar to the one below

Notice on the Pay Progression tab the comments and status you input a few minutes ago are displayed and on the Final Review tab the notes made in the interim review are displayed.

Practical Task:

1. Check the status and text on the Pay Progression tab is as you set earlier

2. Check the text on the Final Review tab is what you entered on the interim review

3. Add an extra sentence or two in the Notes field

4. Select the Staff Agreement tab and enter the two passwords

5. Click the Close Review button

6. Observe you are still on the Portfolio page but the review has the word ‘Closed’ in its title now

Depending on your user rights, you probably will have the ability to re-open a closed review. Both the line manager and staff member will be required to enter their passwords to re-open a review.

Practical Task:

1. From the Portfolio page of your member of staff for the recently closed review, in the top-bar select Reopen Review

2. Enter the two passwords and click Reopen

A review may be re-opened if extra evidence relating to the review becomes available.

Practical Task:

1. Go to the Portfolio page of review you have just re-opened

2. Drop a files into the review’s Drop files here or click to upload area

3. Go to the Activity Feed page to check the file is present as evidence

The Activity Feed page should look similar to this:

Practical Task:

1. From the Portfolio page of review you have just re-opened, look in the top-bar

2. Select Close Review and follow the steps you used before to re-close the review