13-11 Unsatisfactory Work Performance

Question 1

Rationale

The objectives of the performance improvement process are to correct identified work performance deficiencies and to achieve an acceptable level of performance by members.

This Procedure outlines the mechanism by which standards will be established and defines the —–steps to be taken when a member’s performance does not meet established standards.

Answer 1

remedial

Question 2

Unless specifically specified, in this Procedure “member” shall include —-employee of the Toronto Police Service (Service)

Answer 2

any

Question 3

Standards for Work Performance
Work performance standards applicable to members can be found in

 s*———–
 Federal Statutes and associated Regulations
 Provincial Statutes and associated Regulations
 Municipal By-laws and Municipal Codes

Answer 3

Service Governance

Question 4

Command officers shall establish work performance —— for any specialized function within each command that deviates from the prescribed duties for an equally ranked/classified member.

Job descriptions, having regard to the definition of ——duties, further define the duties and requirements of civilian employees and shall be included in work performance standards.

Answer 4

standards
sundry

Question 5

When job descriptions do not meet current needs or do not reflect new responsibilities, ——- shall ensure that revised draft job descriptions are forwarded to the ———-Administration – Benefits for final review, assessment and approval. An approved job description is required prior to ———-the performance of an employee against any new job requirements, or before including the new responsibilities within Command work
performance standards. These standards shall be maintained, published and ———to all members within a command.

Answer 5

unit commanders
Unit Commander – Payroll & Benefits
measuring
communicated

Question 6

All work performance deficiencies should be addressed in a timely manner. Minor work performance deficiencies can generally be resolved through ——-, guidance or training provided to the member. Members must be provided the
opportunity to improve work performance without adversely affecting their work record.

Because of the serious impact on the efficient operation of the Service, —–work performance deficiencies must be
corrected in a timely manner and a record kept of the results of actions taken.

Answer 6

discussion
persistent

Question 7

Supervisor Responsibility

Supervisors are responsible for providing ——and effective supervision including identifying performance deficiencies and taking appropriate steps to resolve them in consultation with the member.

Supervisors who maintain memorandum books shall make applicable entries in the memorandum book in regards to any work performance deficiency issue in compliance with Procedure 13–17.

Answer 7

consistent

Question 8

Supervisors who are not normally required to maintain a memorandum book shall record minor performance deficiencies on a —– to be placed in a civilian member’s unit personnel file. A copy shall be provided to the civilian member and the TPS 649 shall be expunged from the file after —– have passed without further —–performance reports.
In the event that disciplinary action is commenced with regard to a performance report, it shall be appended to the associated ——and no additional copies shall be kept in the unit personal file.

Answer 8

TPS 649
two (2) years
negative
TPS 931

Question 9

Work Performance Issues

Examples of work performance issues that may form the basis for a complaint of unsatisfactory work performance include, but are not limited to
 i———
 ——— of work
———- of work
 i————
 personal —————
 engaging in ———-activities detrimental to the job
 failure to ———–
 missed ———–
 frequent or repetitive ————
 excessive absenteeism or ————

Answer 9

 incompetence
 quality of work
 quantity of work
 insubordination
 personal appearance
 engaging in personal activities detrimental to the job
 failure to co–operate
 missed deadlines
 frequent or repetitive errors
 excessive absenteeism or tardiness

Question 10

Complaints of Unsatisfactory Work Performance
Complaints of unsatisfactory work performance may originate ————– or ——————–

Answer 10

externally or internally

Question 11

Police Officer
Part IV of Ontario Regulation 268/10 made under the ———- establishes certain criteria that must be met before an internal complaint of unsatisfactory work performance may be brought against a police officer.

Both internal and external complaints shall be handled in compliance with the applicable procedures in Chapter 13.

Answer 11

Police Services Act

Question 12

Civilian Members

All complaints of unsatisfactory work performance for civilian members shall be administered in the same manner regardless of whether they are external or internal complaints. Section —- of the Standards of Conduct shall be used as a guide for addressing complaints of unsatisfactory work performance for civilians.

Answer 12

1.2

Question 13

Special Review

Where a supervisor identifies the performance of a member that is less than satisfactory and the work performance deficiency cannot be corrected through discussion, guidance or training, the supervisor shall record the deficiency on a ——

A Special Review is a two (2) part process. The initial part involves an interview between the member and the ——. This initial meeting is intended to ensure that management practices or ———- are not the
root cause of the reported deficiency.

Answer 13

TPS 955.
unit commander
accommodation factors

Question 14

Special review

Where it is established that a supervisor or manager failed to provide adequate or necessary training or equipment, or failed to —–or communicate a work performance standard, an ——complaint shall be initiated against the supervisor or manager in compliance with the applicable procedures in

Answer 14

establish
internal

Question 15

The second part of the Special Review will be initiated where it is identified that the work performance deficiency is a —– situation attributable to the ——–member. A meeting between the unit commander, the assigned supervisor and the member will be held to
 develop a —-for corrective action
 profile the time —–for improvement
 ——– the specific standard to be met
 explain the possible disciplinary ——–if the standards are not met.

Answer 15

persistent
individual
plan
frame
detail
ramifications

Question 16

Special Review

The time frame for a Special Review is —–days. Additional review periods may be added where the member has demonstrated an effort to comply, but has not sufficiently met the threshold level, or the supervisor was unable to fully observe the conduct of the member as a result of injury or illness. The additional review periods will be in

increments of ———, to a maximum of ——-.

Answer 16

ninety (90) calendar
thirty (30) calendar days
ninety (90) calendar days

Question 17

Special Review

No Special Review shall be initiated until the member has received a copy of the specific standard to be met and has been —— of the disciplinary consequences if the standard is not met.

Answer 17

informed

Question 18

Outcomes of special review

Member meets standard:

TPS 955 is concluded and placed in the unit personnel file until —–years have passed without further negative reports.

Member fails to meet standard:
If a police officer is unable to meet the standard, a —– will be generated and the internal complaint process will be initiated in compliance with Procedure 13–03.

If a civilian member is unable to meet the standard, a ——-will be generated and the civilian disciplinary process will be initiated in compliance with Procedure 13–09

Answer 18

2 full years
TPS 901
TPS 931

Question 19

Member
1. When instructed to attend a work performance deficiency meeting shall
 ——–at the designated location and time
 —–and accept service of the TPS 955, if applicable

Answer 19

attend
sign

Question 20

Supervisor

2. When a member has been identified as having a minor work performance deficiency shall
    meet with the member in private
    provide ———or instruction targeted at correcting the deficiency
    continue to ———-the member for compliance
    record the matter in their memorandum book, or on a —- if not normally required to maintain a memorandum book
3. When a work performance deficiency has been identified as ——— and it cannot be rectified through guidance or instruction shall
    generate a TPS —–
    meet with the member in private
    serve the member with a copy of the TPS 955
    forward the TPS 955 to a ——
    ——- to provide guidance or instruction targeted at correcting the deficiency

Answer 20

guidance
monitor
TPS 649
persistent
955
second–level supervisor
continue

Question 21

Supervisor

4. When assigned to conduct a Special Review shall
    meet with the member in private
    conduct —–monitoring of the member’s performance
    complete a TPS —–for each —–day performance examination period
    continue to provide guidance or instruction targeted at correcting the deficiency
    advise the —— throughout the Special Review and provide any recommendations
5. If a member meets the standard threshold during the assessment period, the supervisor shall —–the examination and forward any recommendations to the second–level supervisor

Answer 21

heightened
956
thirty (30)
second–level supervisor
conclude

Question 22

Second-Level Supervisor

6. In addition to completing the applicable duties listed under a supervisor, where a subordinate is involved shall
    —– any recommendations/information provided on an existing TPS 955
    meet with the member in private
    —— the response given by the member, and/ or provide the member with the opportunity to respond
    ensure that any management practices or accommodation factors are —— before processing the matter further

Answer 22

review
record
remedied

Question 23

second level supervisor

 re–evaluate the performance deficiency when the management practices or accommodation factors have been resolved, and
‒ forward the TPS 955 to the ——— if the performance deficiency is attributable solely to the
member, or
‒ where management practices or accommodation factors are the root cause of the deficiency, generate a TPS 901 or TPS 931, as the case may be, directed at the involved ————-

7. When detailed to co–ordinate a Special Review shall
    assign sufficient persons with ——- to provide guidance and instruction to the subject member of the Special Review
    ———with the member and the supervisor to ensure the standards being observed, the plan of action, measurement means and assessment date have been properly ———–
    advise the ———- when the Special Review should be terminated and/or provide any other recommendations

Answer 23

unit commander
supervisor
expertise
meet
communicated
Unit Commander

Question 24

Second level supervisor

8. When advised that the member has satisfactorily progressed towards meeting the standard, or has accomplished the threshold shall
    make recommendation to extend the assessment period, if applicable
    terminate the review, if applicable
    ———-the results/recommendations to the Unit Commander
9. When a Special Review has concluded and it is determined that the member did not meet the standard threshold shall ensure
    where a police officer is unable to meet the standard, a ——- is generated and the internal complaint process commencing with Procedure 13–03 is followed
    where a civilian member is unable to meet the standard, a —– is initiated and ensure compliance withProcedure 13–09

Answer 24

forward
TPS 901
TPS 931

Question 25

Accommodation Factor means providing accommodation to persons with any disability, as defined in the Accessibility for ————-

Answer 25

Ontarians with Disabilities Act

Question 26

Barrier means anything that prevents a person with a disability from fully participating in all aspects of society because of their disability, including a physical barrier, an ———barrier, an information or ———-barrier, an attitudinal barrier, a technological barrier, a —–or a practice.
[Source: Accessibility for Ontarians with Disabilities Act, S.2]

Answer 26

architectural
communications
policy

Question 27

Individual Work Practices means the manner in which members manage their time, —-, and work environment.

Answer 27

workload

Question 28

Management Practices means the supervisory practices used to —-the work environment and to assign tasks, and the methods used to communicate standards. Also includes the manner in which training needs are met and equipment
issues are resolved.

Answer 28

control

Question 29

Member unless otherwise specified,
 for the purposes of the Standards of Conduct means any police officer, or any civilian member, or any ————
 for the purposes of the Service Procedures means any police officer, or any civilian member

Answer 29

auxiliary member

Question 30

Second–Level Supervisor means the supervisor who ——–oversees a member’s supervisor.

Answer 30

directly

Question 31

Service Governance includes:

• Police Services Board Policies and B——–
• Toronto Police Service C————
• Standards of Conduct
• Service Governance Definitions
• Policy and —— Manual
• R———— Orders
• s———–manuals issued by the Chief of Police
• u————-policies issued by their Unit Commander
• C—— messages, and
• directions from a ———–

Answer 31

Police Services Board Policies and By-laws
- Toronto Police Service Collective Agreements
- Standards of Conduct
- Service Governance Definitions
- Policy and Procedure Manual
- Routine Orders
- specialized manuals issued by the Chief of Police
- unit-specific policies issued by their Unit Commander
- CPIC messages, and238
- directions from a superior

Question 32

Special Review in reference to work performance means a—– process involving an initial interview with the unit commander about management practices and/or accommodation factors, and a second phase that may include heightened monitoring of performance ——the annual evaluation to improve an individual’s work performance.

Answer 32

two (2) part
beyond

Question 33

Sundry Duties means the tasks associated with a primary task defined in a civilian job description that are too ———-to list

Answer 33

numerous

Question 34

Unsatisfactory Work Performance means a failure to meet an established standard and may involve a single event, or the ——— effect of a number of less serious events (as defined in Chapter 13, Appendix A).

Answer 34

cumulative