Admin 43 Performance Evaluation

Question 1

All employees of this department shall be evaluated by their immediate supervisor in accordance
with the following schedule:

Answer 1

1. Civilians shall be rated quarterly while on employment probation; and monthly, culminating in
   an annual summary thereafter. Cadets shall be rated bi-weekly while in academy training and
   daily while in field training. Once granted sworn tenure they shall be rated monthly, culminating
   in an annual summary, thereafter. [35.1.2, 35.1.3, 35.1.5a]
2. One performance worksheet/evaluation will be completed each year. When an employee is
   reassigned or transferred, their performance worksheet/evaluation will be forwarded electronically
   to the receiving supervisor.

Question 2

Monthly Ratings

Answer 2

1. The supervisor shall, on a monthly basis, rate the employee on the worksheet/evaluation form
   following standard instructions. The supervisor shall reference the dimension measurement
   criteria in rating the employee. [35.1.1a,b,35.1.4, 35.1.7b,c]
2. Monthly worksheets for the previous month shall be completed by the rating supervisor by the
   5th of each month. Second level review shall be completed by the 10th of each month.
3. When an employee receives a monthly rating of unsatisfactory the supervisor must notify the
   employee, in writing, and provide guidance on how the employee can improve their performance before the next rating period. This written documentation must be retained and kept on file.[35.1.5b, 35.1.6]
   For the purpose of this policy unsatisfactory performance is classified as follows:
   a. Civilian Employees – A rating of “1” in any category.
   b. Sworn Employees – A rating of “1” in any category.
4. Unsatisfactory/Below Standard ratings, during any month, may be appealed through the chain of command for resolution. Final determination on an employee’s monthly rating rests with the supervisory position three levels above that of the employee.

Question 3

Annual Summary

Answer 3

1. Annually on April annual summaries of performance evaluations will be completed for all personnel. Supervisory personnel will have until April 15 to meet with the employee and discuss the evaluation in person. Second level reviews must be completed by April 30.
2. When completing the Annual Summary, the supervisor shall personally discuss the evaluation in detail with the employee. The employee may make written comments in the PowerDMS review process and shall electronically sign/acknowledge the evaluation form, not indicating agreement, but indicating that the evaluation has been reviewed with the employee. The supervisor shall also discuss with the employee goals for the next evaluation period and career development opportunities. [35.1.7a,b,c, 35.1.5d]
3. The supervisor shall provide comments for all dimensions when completing the annual summary. An overall rating of “Below Standard,” or “Exceeds Standard” on the annual summary requires relevant explanatory comments. [35.1.1b, 35.1.5b]
4. The evaluation form shall be submitted, via PowerDMS, to the rater’s supervisor (2nd level) for review. The 2nd level supervisor shall either disagree or concur with the annual summary and shall add comments supporting or questioning the evaluation. Any changes to evaluations shall be discussed with the employee. Each level of supervision reviewing shall and electronically sign/acknowledge the evaluation. [35.1.5b, 35.1.5c, 35.1.7a]
5. If during the 2nd level review by the supervisor there are comments made other than concurrence, the evaluation shall be sent back to the employee for review. The employee shall be provided a copy of the evaluation. An electronic copy of the evaluation shall be submitted to and maintained in the City Personnel Office permanently. [35.1.1b, 35.1.5e, 35.1.5g]
6. All supervisors of the rank of sergeant and above shall be rated by their rating supervisor regarding the quality of ratings given subordinates. These ratings shall encompass the fairness and impartiality of ratings given, the supervisor’s participation in counseling rated employees, the supervisor’s ability to carry out the rater’s role in the performance evaluation system, and the ability to apply ratings uniformly.