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Performance Review Documentation and Follow-Up

1. Purpose

The purpose of this SOP is to establish a standardized process for documenting performance review meetings and ensuring consistent follow-up. Proper documentation supports accountability, transparency, employee development, and continuity in performance management.

2. Scope

This SOP applies to all directors, administrators, and supervisors responsible for conducting performance reviews for employees of Young Innovators Academies. It applies to all formal performance evaluations, including annual reviews, probationary reviews, and performance improvement discussions.

3. Responsibilities

  • Director / Supervisor: Responsible for documenting the performance review, outlining development plans, and sharing documentation with the employee.

  • Employee: Responsible for reviewing the documentation, acknowledging receipt, and actively participating in agreed-upon development plans.

4. Procedure

4.1 Document Meeting Outcomes

Following the performance review meeting, the director or supervisor must document the outcomes of the discussion. Notes must include key discussion points, feedback provided, employee responses, and any agreements reached during the meeting. Documentation must be factual, objective, and based on observed performance rather than assumptions or opinions.

4.2 Summarize Feedback

A written summary of feedback must be completed after the meeting. Feedback should reflect a balanced review of strengths and areas for improvement and must be specific, measurable, and actionable. Vague or generalized statements should be avoided. All feedback must align with job expectations, SOPs, and performance standards.

4.3 Document Development Plans and Goals

All development plans and performance goals agreed upon during the meeting must be clearly documented. Each plan must include:

  • Defined action steps

  • Required resources or training

  • Target timelines for completion

  • Assigned responsibility (employee, supervisor, or both)

This documentation ensures clarity, accountability, and consistent follow-up.

4.4 Share Documentation with the Employee

The completed performance review documentation, including feedback summaries and development plans, must be provided to the employee in a timely manner. Sharing this information promotes transparency, ensures mutual understanding of expectations, and reinforces accountability for follow-through.

5. Record keeping

All performance review documentation must be securely stored in the employee’s personnel file in accordance with company policy and applicable employment laws. Documentation should be retained as a reference for future evaluations, coaching conversations, and performance tracking.

6. Follow-Up and Review

Supervisors are responsible for monitoring progress on documented goals and conducting follow-up check-ins as scheduled. Follow-up reviews may occur at 30-, 60-, or 90-day intervals, depending on the nature of the goals or performance concerns.