Staff capability policy and procedures: model and examples
Download and adapt our model staff capability policy, or use our checklist to make sure your own policy covers everything it should. Plus, see examples from a primary and a secondary school, as well as a multi-academy trust.
- Download and adapt our model staff capability policy
- Use our checklist to write and review your own capability procedures
- Who to consult before introducing this policy
- See example policies
Details of statutory policies have now been incorporated into the new governance guides for maintained schools and academies. Take a look at our summary of the new governance guides.
We’ve reached out to the DfE to clarify some of the detail on the statutory policy list in the new guides, and we will update our related articles with any updates in due course. Select ‘save for later’ at the top of this page to be notified when this article has been updated.
Download and adapt our model staff capability policy
Our policy has been approved by Forbes Solicitors and was developed in consultation with the school leaders' union, NAHT.
It's based on the DfE's model capability policy and the Acas code of practice on disciplinary and grievance procedures.
Model policy: staff capability procedures
Please note: this policy is aimed primarily at maintained schools, academies and trusts, but you can adapt it to suit any school. If you wish to use the policy in a different type of setting that requires a capability policy, we recommend you check this policy against any requirements or considerations specific to your context and adapt it accordingly.
Use our checklist to write and review your own capability procedures
If you'd prefer to write your own policy, use our checklist to help make sure it covers everything it should:
Who to consult before introducing this policy
Unions
You should always consult with the unions represented at your school before implementing a new policy that refers to the employment of staff.
Your staff
It's not a requirement to consult staff but it is good practice, as advised to us by a DfE spokesperson.
Appraisal and capability arrangements can be contentious, so it's important to discuss any proposed changes to your policies with all those who will be affected, including staff and the governing board.
You'll want to understand what has worked well and which parts of the current policy are areas of concern, as well as how individuals feel about the proposed changes.
Your local authority or relevant employer
An adviser from the HR and People team at One Education suggested that maintained schools consult with their local authority (LA) before introducing any new policy related to performance management.
Your LA may already have a model policy and/or guidance that you should consult, adapt or adopt. LA model policies are often already drawn up with the agreement of union representatives, too.
Where the LA is not the employer, you may consult with the LA on a new policy, but you don't have to. If you're in a multi-academy trust, check whether your trust has a policy or guidance that you need to follow.
See example policies
Primary school
Heath Hayes Primary Academy in Staffordshire uses its trust's capability policy. In addition to information on formal capability meetings and formal review meetings, the policy covers topics such as:
- Sickness
- Grievance
- Record keeping
Secondary school
Patcham High School in Brighton and Hove has a capability policy that applies to all staff employed at the school.
It covers topics including:
- Responsibilities for leading the proceedings
- Timescales
- Representation at formal and informal meetings
Multi-academy trust
The capability policy from the Arbib Education Trust in Slough refers to the Acas code of practice for disciplinary and grievance procedures.
In addition to information on formal capability meetings and formal review meetings, the policy covers topics such as:
- Confidentiality
- Monitoring and evaluation
- Retention of records
