How do I close performance reviews?

SchooliP provides two methods for closing performance reviews:

• Manual Review Closure: A line manager reviews the individual staff member's portfolio, checks that all review items have been completed, and closes the review.

• Bulk Review Closure: An administrator closes multiple reviews in one process, retaining the current statuses and ratings of the items within each review.

This guide explains both methods, the checks that should be completed before closing a review, and how to resolve a common issue relating to partially completed objectives and actions.

Manually Closing a Performance Review

Manual review closure allows a line manager to check the contents of an individual staff member's portfolio before closing the review.

Open the Staff Member's Portfolio

• Navigate to the My Staff screen.

• Select the relevant staff member's name to open their Portfolio.

• Locate the Can't Find What You Need? → Select Review dropdown.

• Check that the correct performance review is selected.

• If necessary, use the dropdown to select the review you want to close.

Check Objectives and Actions

• From the Portfolio menu, select Objectives.

• Review each objective and its associated actions to ensure that the correct statuses have been assigned.

• Objectives: Set the status to either Met or Not Met.

• Actions: Set the status to either Complete or Not Complete.

Check Objectives and Actions

From the Portfolio menu, select Objectives.

Review each objective and its associated actions to ensure that the correct statuses have been assigned.

• Objectives: Set the status to either Met or Not Met.

• Actions: Set the status to either Complete or Not Complete.

Ensure that all objectives and actions have been reviewed and rated appropriately before proceeding.

Check Monitoring Forms

Select Monitoring from the Portfolio menu and check that all relevant monitoring forms have been submitted.

If any forms have not been submitted, they will need to be either:

• Completed and submitted; or

• Removed from the review, where appropriate.

You should also check any other monitoring sections within the Portfolio to ensure that all relevant forms have been submitted.

Check Standards

Review the Standards section of the Portfolio.

The line manager must ensure that the relevant standards have been rated before the review can be closed.

Check that all applicable standards have been reviewed and that the ratings are correct.

Check Areas for Development

Open the Areas for Development section and review each item.

Ensure that every area has been assigned the appropriate status, as applicable:

• Completed

• Not Achieved

• Strength

Check that all items have been reviewed and updated correctly.

Check CPD Activities and Courses

Review the CPD Activities/Courses section.

Each relevant activity or course should be assigned one of the following statuses:

• Attended

• Not Attended

Ensure that the statuses accurately reflect the staff member's participation.

Close the Review

Once all relevant sections have been checked and updated:

• Select Close Review.

• Work through each of the tabs presented by the system, completing the required information.

• Review the details before proceeding.

• Click Close Review to complete the process.

Important: Depending on the system configuration, the line manager and staff member may be required to enter their passwords to confirm the review closure.

Closing Reviews in Bulk

Access the Bulk Action Settings

• Navigate to Settings.

• Select Review.

• Select General.

• Open the Bulk Action option.

Start the Close Review Process

• Locate the Close Review option.

• Click Start.

Select the Review Date Range

• Enter the start date for the reviews you want to close.

• Enter the end date for the reviews you want to close.

• Click Next.

The system will display a list of staff reviews that are available to be closed within the selected date range.

Select the Reviews to Close

• Review the list of available staff reviews.

• Untick any reviews you do not want to close.

• Check that the remaining selections are correct.

Complete the Bulk Closure

Click Close Review to start the process.

The system will work through the selected reviews and set them to a closed status, retaining the current statuses and ratings of the items within each review.

Before starting a bulk closure, it is recommended that you check the selected reviews to ensure they are ready to be closed.

Common Issue: Closing Reviews with Partially Met Objectives The Issue

A review may be prevented from closing if an objective has a status of Partially Met because the system does not currently recognise that status as complete.

It is possible to allow reviews to close with this status by changing the relevant configuration.

Important: Changing this setting means objectives marked as Partially Met will be treated as complete by the system for completion checks. This does not change the objective's displayed status to Met.

Configure the Partially Met Objective Status

• Navigate to Settings.

• Select Review.

• Select Objectives.

• Open the Objective Status settings.

• Edit the Partially Met status.

• Tick the option Are objectives with this status considered complete?

• Save the changes.

The system will now treat objectives with a status of Partially Met as complete when checking whether a review can be closed.

Configure the Partially Complete Action Status (If Required)

• A similar configuration is available for objective actions with a status of Partially Complete.

• Navigate to Settings.

• Select Review.

• Open Objective Action Status.

• Edit the Partially Complete status.

• Tick the option Are objectives actions with this status considered complete?

• Save the changes.

The system will now treat actions with a status of Partially Complete as complete for the relevant completion checks.