
Capability procedure for staff
Updated July 2025
Purpose
To support school staff who are not meeting professionally acceptable standards of performance and, where necessary, implement formal capability measures.
Key Principles
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Used only after informal support through the appraisal process has been exhausted.
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Not to be used for misconduct, ill health, or newly qualified teachers (covered under separate procedures).
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The employee may be accompanied by a trade union representative or colleague at all meetings.
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The process must be structured, fair, and supportive with a focus on improvement.
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Timescales may only be shortened with agreement from both parties.
Before Formal Procedure
Initial concerns must be discussed informally by the line manager, considering:
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Nature and cause of underperformance (personal, professional, environmental).
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Whether it's a capability, misconduct, or health issue.
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Options include: dropping the issue, informal action, or further support via appraisal.
If no improvement is achieved via appraisal, a formal referral to the head teacher may be made.
Capability Procedure Stages
Stage 1: Formal Meeting, Support, Monitoring & Review
Trigger: Continued concerns after appraisal support.
Process:
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Employee receives at least 5 working days’ notice of a meeting.
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Meeting led by head teacher/principal to:
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Review concerns and evidence
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Discuss previous support
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Offer right to representation
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Decision made whether to:
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Continue with appraisal support
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Begin capability process
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If capability process begins:
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Objectives and expected standards are set
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Support/training provided
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A monitoring period of at least 13 weeks
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Clear warning: failure to improve may lead to dismissal
Outcome:
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If performance improves: return to appraisal
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If not: proceed to Stage 2
Stage 2: Further Formal Meeting, Support & Review
Trigger: Insufficient improvement in Stage 1
Process:
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Employee receives 10 working days’ notice
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Similar structure to Stage 1 meeting
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Likely outcome: formal written warning (or final written warning in serious cases)
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Support and objectives reviewed
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Continued monitoring period
Outcome:
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If performance improves: return to appraisal
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If partial improvement: extended support
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If no improvement: move to Stage 3 (Capability Hearing)
Stage 3: Capability Hearing (Possible Dismissal)
Trigger: Continued underperformance after Stage 2
Process:
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Clerk to governors provides 10 working days’ notice
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Hearing before a governor panel with no prior involvement
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Attendees: head teacher, employee (and representative), witnesses (if applicable)
Purpose:
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Assess whether the employee:
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Meets required standards
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Should receive further support
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Should be dismissed
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Could be redeployed instead of dismissal
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Outcome:
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No dismissal and no action
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No dismissal but further support and/or warning
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Dismissal, or
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Redeployment (if appropriate and agreed)
Post-hearing:
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Clerk writes to employee within 5 working days
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Employee has 15 working days to appeal
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If no appeal or appeal fails: dismissal notice issued by local authority or academy trust
Important Notes
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All stages must be documented in writing.
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The employee can appeal against a dismissal.
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The capability process overrides appraisal once started.
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Regular communication and support are expected throughout the process.