The Basic Performance Appraisal document serves as a foundational tool for organizations operating in Hong Kong to conduct and document employee performance reviews in compliance with local employment laws. It is designed to be used during regular performance evaluation cycles, typically conducted annually or semi-annually, and provides a structured framework for assessing employee performance, setting objectives, and documenting feedback. This document is essential for maintaining clear performance records as required by Hong Kong's Employment Ordinance and ensures compliance with the Personal Data (Privacy) Ordinance in handling employee information. The Basic Performance Appraisal template can be customized to suit various organizational needs while maintaining its core function of facilitating fair, transparent, and documented performance discussions between employers and employees.
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1. Parties: Identification of the employer and employee, including their full names, positions, and employee identification numbers
2. Background: Context of the performance appraisal system, its purpose, and its role in the organization
3. Definitions: Clear definitions of key terms used in the document, such as 'Performance Period', 'KPIs', 'Rating Scale', etc.
4. Appraisal Period: Specification of the time period covered by the appraisal and frequency of reviews
5. Performance Criteria: Core competencies and key performance indicators against which the employee will be evaluated
6. Rating Methodology: Explanation of the rating system and scoring methodology used in the appraisal
7. Review Process: Step-by-step description of how the appraisal will be conducted, including self-assessment and manager evaluation
8. Documentation Requirements: Details of required documentation and record-keeping for the appraisal process
9. Confidentiality: Provisions regarding the confidential nature of the appraisal and how information will be handled
10. Sign-off and Acknowledgment: Space for signatures of both parties acknowledging the appraisal process and outcomes
1. Development Plan: Section for documenting agreed-upon training and development objectives - recommended for organizations with formal development programs
2. Performance-Related Pay: Link between performance ratings and compensation/bonuses - include if organization has performance-based pay structure
3. Grievance Procedure: Detailed process for appealing appraisal results - recommended for larger organizations or where required by internal policies
4. Remote Work Considerations: Special provisions for evaluating remote or hybrid workers - include if organization has remote workers
5. Probationary Period Assessment: Special provisions for new employees during probation - include if document will be used for probationary employees
6. 360-Degree Feedback: Process for incorporating feedback from multiple sources - include if organization uses 360-degree feedback system
1. Schedule 1: Performance Appraisal Form: Standard form template to be used for documenting the appraisal, including sections for ratings and comments
2. Schedule 2: KPI Definitions: Detailed descriptions and measurements for each key performance indicator
3. Schedule 3: Competency Framework: Detailed breakdown of core competencies and behavioral indicators
4. Schedule 4: Rating Scale Guide: Detailed descriptions of each rating level with examples
5. Appendix A: Self-Assessment Form: Template for employee self-assessment to be completed prior to the appraisal meeting
6. Appendix B: Development Plan Template: Standard template for documenting agreed development goals and actions
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