300-08 Classified Employee Efficiency Rating Flashcards
The performance of all classified employees shall be evaluated in accordance with the provisions outlined in the _____. Performance shall be assessed regularly and fairly based on job-related knowledge, skills, and attitudes.
City of Houston Civil Service Commission Manual of Procedure and Factors Governing Performance Rating, Reporting and Grading of Individual Members of the Police Department (hereinafter referred to as the Civil Service Manual)
Factor Degrees.
Standards for performance set forth as adjective ratings in a typology that are used to describe a classified employee’s performance.
Immediate Supervisor.
The supervisor to whom a classified employee directly reports.
Performance Factors.
Specific work-related performance criteria on which an evaluation is
based.
Rating Period.
A specified amount of time in which to assess a classified employee’s
performance.
Report of Employee Efficiency Rating.
A form completed two times a year for the explicit purpose of recording the evaluation of a classified employee’s performance (also referred to as efficiency rating, efficiency report, or semiannual efficiency report). This form is available on the department’s Intranet Portal.
Semiannual Performance Rating Worksheet.
A form used by a classified employee’s immediate supervisor to document the employee’s performance during the course of a rating period (also referred to as the worksheet or performance rating worksheet).
The form is available on the department’s Intranet Portal in three versions for personnel assigned primarily to patrol, investigations, or support.
PERFORMANCE RATING WORKSHEET
Supervisors of employees holding the rank of lieutenant, sergeant, senior police officer, or police officer are responsible for completing Semiannual Performance Rating Worksheet forms as outlined in this General Order to document…
performance observations and to prepare semiannual efficiency reports.
PERFORMANCE RATING WORKSHEET
Three performance rating worksheets have been developed to document performance evaluations for classified employees who have assignments associated with_____
Specific performance factors and factor degrees listed on the worksheet shall be used when completing it. Supervisors shall identify those tasks that do not meet predefined tasks and add them to…
When a task does not apply to the employee, the supervisor shall document the task as being…
1) patrol, investigations, or support.
2) the worksheet in the category of “other.”
3) not applicable by placing “N/A” in the category numeric field.
PERFORMANCE RATING WORKSHEET
Each performance rating worksheet has a specific reporting requirement and time line. Patrol worksheets require immediate supervisors to record performance observations every…
Investigative and support worksheets require immediate supervisors to record performance observations every…
Although performance rating worksheets cannot be grieved, the rating worksheet shall be used to calculate the final numeric totals on the…
1) two months or three times during a six-month rating period.
2) three months or two times during a six-month rating period.
3) Report of Employee Efficiency Rating form
ADMINISTRATION OF PERFORMANCE RATING WORKSHEET FORM
The performance rating worksheets shall be completed in accordance with instructions contained in the Houston Police Department manual entitled: Houston Classified Officer Semi-Annual Performance Evaluation Workbook.
a.
The supervisors of classified employees holding the rank of _____ shall meet with their employees to discuss the contents of the worksheet every two or three months depending on which worksheet is used.
Lieutenants, sergeants, senior police officers, or police officers and their immediate supervisors shall sign the worksheet at the _____
1) lieutenant, sergeant, senior police officer, or police officer
2) conclusion of the meeting.
ADMINISTRATION OF PERFORMANCE RATING WORKSHEET FORM
The performance rating worksheets shall be completed in accordance with instructions contained in the Houston Police Department manual entitled: Houston Classified Officer Semi-Annual Performance Evaluation Workbook.
b.
The supervisor of the rating supervisor shall review the contents of the worksheet, discuss discrepancies, and…
make valid changes when necessary.
ADMINISTRATION OF PERFORMANCE RATING WORKSHEET FORM
The performance rating worksheets shall be completed in accordance with instructions contained in the Houston Police Department manual entitled: Houston Classified Officer Semi-Annual Performance Evaluation Workbook.
c.
The completed worksheet shall be used to properly document performance on a lieutenant’s, sergeant’s, senior police officer’s, or police officer’s efficiency report and shall be filed in the lieutenant’s, sergeant’s, senior police officer’s, or police officer’s____
Division Personnel File.
ADMINISTRATION OF PERFORMANCE RATING WORKSHEET FORM
The performance rating worksheets shall be completed in accordance with instructions contained in the Houston Police Department manual entitled: Houston Classified Officer Semi-Annual Performance Evaluation Workbook.
d.
When a lieutenant, sergeant, senior police officer, or police officer transfers to another division during a rating period, that employee’s supervisor shall send a _____ to the employee’s immediate supervisor in the receiving division within _____ days after the effective date of transfer.
1) Report of Employee Efficiency Rating and the supporting worksheet documentation
2) ten calendar
ADMINISTRATION OF PERFORMANCE RATING WORKSHEET FORM
The performance rating worksheets shall be completed in accordance with instructions contained in the Houston Police Department manual entitled: Houston Classified Officer Semi-Annual Performance Evaluation Workbook.
e.
Copies of the worksheet shall be provided to the _____before being filed.
rated employee
REPORT OF EMPLOYEE EFFICIENCY RATING
The Report of Employee Efficiency Rating form shall be used to evaluate verifiable performance for a specified period of time. The efficiency report shall be completed _____for each classified employee.
Supervisors shall complete an efficiency report on classified employees who report directly to them. The efficiency report shall be completed in accordance with provisions contained in the _____ and the _____ and by using the performance descriptors established in Appendix C of the workbook.
1) semiannually
2) Civil Service Manual
3) Houston Classified Officer Semi-Annual Performance Evaluation Workbook
REPORT OF EMPLOYEE EFFICIENCY RATING
The following performance factors listed in the efficiency report are based on relevant job responsibilities, knowledge, skills, and attitudes associated with different job functions.
a. Knowledge of _____
b. Dependability and _____
c. Initiative and _____
d. _____Mindedness
e. Cooperation and _____
a. Knowledge of Work
b. Dependability and Adaptability
c. Initiative and Leadership
d. Safety Mindedness
e. Cooperation and Loyalty
REPORT OF EMPLOYEE EFFICIENCY RATING
Performance factors are rated in accordance with the following factor degrees with associated numeric values: Factor Degree Numeric Value \_\_\_\_\_\_ 1 \_\_\_\_\_\_ 2 \_\_\_\_\_\_ 3 \_\_\_\_\_\_ 4 \_\_\_\_\_\_ 5
Each factor degree represents a specific description of performance. These descriptions are contained in the _____and shall be followed when completing the efficiency report.
The efficiency report contains provisions to record comments reflecting strengths, weaknesses, and suggestions for improvement in performance.
Factor Degree Numeric Value Unacceptable 1 Marginal 2 Effective 3 Strong 4 Outstanding 5
Civil Service Manual
WHEN TO COMPLETE A REPORT OF EMPLOYEE EFFICIENCY RATING
Report of Employee Efficiency Rating forms shall be completed for the following:
a.
_________. Supervisors shall finalize efficiency ratings for classified employees as determined by the Chief of Police.
Semiannual Performance Rating
WHEN TO COMPLETE A REPORT OF EMPLOYEE EFFICIENCY RATING
Report of Employee Efficiency Rating forms shall be completed for the following:
b.
_______. Supervisors shall complete an efficiency report when a classified employee completes his or her probationary period.
Probationary Period
WHEN TO COMPLETE A REPORT OF EMPLOYEE EFFICIENCY RATING
Report of Employee Efficiency Rating forms shall be completed for the following:
c.
Transfer of Classified Employees. Classified employees transferred during the rating period shall be evaluated on the basis of input from _______ during the rating period unless an efficiency rating has been issued within _____.
1) all supervisors who were responsible for the employee
2) the last 30 calendar days
WHEN TO COMPLETE A REPORT OF EMPLOYEE EFFICIENCY RATING
Report of Employee Efficiency Rating forms shall be completed for the following:
d.
_______. Supervisors shall complete an efficiency report when classified employees are terminated from service with the department.
Termination of Classified Employees
ADMINISTRATION OF REPORT OF EMPLOYEE EFFICIENCY RATING FORM
The following procedures shall be used in administering the Report of Employee Efficiency Rating form:
a.
Supervisors of classified employees holding the rank of lieutenant, sergeant, senior police officer, or police officer are required to complete…
performance rating worksheets on their subordinates prior to completing efficiency reports.
ADMINISTRATION OF REPORT OF EMPLOYEE EFFICIENCY RATING FORM
The following procedures shall be used in administering the Report of Employee Efficiency Rating form:
b.
Each factor degree selected on the efficiency report shall coincide with the factor degree derived from…
computations on the performance rating worksheet
ADMINISTRATION OF REPORT OF EMPLOYEE EFFICIENCY RATING FORM
The following procedures shall be used in administering the Report of Employee Efficiency Rating form:
c.
Each factor degree selected on efficiency reports by supervisors shall be based on…
observed and verified performance that occurred during the rating period
ADMINISTRATION OF REPORT OF EMPLOYEE EFFICIENCY RATING FORM
The following procedures shall be used in administering the Report of Employee Efficiency Rating form:
d.
Supervisors shall document the employee’s significant strengths and weaknesses on the efficiency report and list…
If a significant weakness is identified, supervisors shall document…
1) specific examples from the rating period.
2) suggestions for improvement on the efficiency report.
ADMINISTRATION OF REPORT OF EMPLOYEE EFFICIENCY RATING FORM
The following procedures shall be used in administering the Report of Employee Efficiency Rating form:
e.
The supervisor rating the classified employee and the supervisor of the rating supervisor shall review efficiency reports prior to…
If two levels of supervisors immediately above the evaluated classified employee disagree with an efficiency report, the disagreement shall be settled in…
1) the report being discussed with the evaluated classified employee.
2) a meeting consisting of the involved supervisors.
ADMINISTRATION OF REPORT OF EMPLOYEE EFFICIENCY RATING FORM
The following procedures shall be used in administering the Report of Employee Efficiency Rating form:
f.
Supervisors shall meet with classified employees to discuss their respective efficiency reports and…
obtain the signature of the classified employee
ADMINISTRATION OF REPORT OF EMPLOYEE EFFICIENCY RATING FORM
The following procedures shall be used in administering the Report of Employee Efficiency Rating form:
g.
The original completed efficiency report and three copies shall be sent through the chain of command for_____.
review and signatures
ADMINISTRATION OF REPORT OF EMPLOYEE EFFICIENCY RATING FORM
The following procedures shall be used in administering the Report of Employee Efficiency Rating form:
h.
Upon obtaining signatures, the original and copies of the efficiency report shall be filed as follows:
- The original shall be sent to Employee Services Division, which shall forward it to the City of Houston Human Resources Department for inclusion in the classified employee’s _____.
- The second copy shall be sent to Employee Services Division to be placed in the classified employee’s _____.
- The third copy shall be placed in the classified employee’s _____.
- The fourth copy shall be given to the _____.
1) Official Personnel File
2) Department Personnel File.
3) Division Personnel File.
4) classified employee being rated
GRIEVING EFFICIENCY REPORTS
The following procedures shall be followed when classified employees do not agree with their efficiency rating.
a.
A classified employee may file a grievance as provided by Sec. 143.127 of the Texas Local Government Code.
A grievance filed regarding a job performance review shall be limited to semiannual efficiency reports in which the classified employee’s overall efficiency rating is reduced to _____.
Grievances cannot be filed if the job performance review is reduced only in specific performance factors that do not result in a reduction of the….
1) less than effective.
2) overall efficiency rating to less than effective.
GRIEVING EFFICIENCY REPORTS
The following procedures shall be followed when classified employees do not agree with their efficiency rating.
b.
Classified employees whose efficiency ratings are overturned via the grievance process shall be issued a revised copy of their efficiency rating by____.
Copies of the revised efficiency rating shall be forwarded to_____.
1) their division commander.
2) the appropriate locations.
