EES Card Deck

Question 1

PAST EXAM QUESTION:

At the conclusion of the performance evaluation period, the reviewer and rater shall discuss the performance of each member under the rater’s authority.

The performance evaluation shall be submitted (by what method) ____ by the (what person) ____ upon conclusion of the meeting.

Answer 1

• Electronically;
• Rater

Question 2

During each performance evaluation period, which six Policy & Procedure documents are discussed?

Answer 2

1. ADM-18
   Anti-Harassment/Sexual Harassment & Discrimination
2. ADM-29
   Workplace Violence
3. ADM-34A
   Social Media/Networking
4. ADM-36
   Diversity & Equal Opportunity
5. SUP-04
   Employee Assistance Unit
6. SUP-12
   Office of the Ombudsman

Question 3

When appealing a rating, a member must submit what document (how) and within what timeframe?

Answer 3

• To/From OR email;
• 10 days.

Notes:

• This is to reviewer’s supervisor.
• Good fakes could leave out the email portion or give different days.

Question 4

A Work Improvement Plan (WIP) shall include a statement that the member’s failure to attain the ____ level of competency shall result in a final rating of _____ .

Answer 4

• Acceptable;
• Unsatisfactory

Question 5

PAST EXAM QUESTION:

The six basic performance factors are areas of performance that every member of the Department utilizes on a regular basis.

Which factor assesses a member’s ability to display a cooperative, team-centric approach working with other members of his/her assignment?

Answer 5

Initiative/Dependability

• Wrong answer example: Interpersonal/Relations.

Question 6

What is the number of counseling sessions for a performance level during a previous 12 month period that will require the rater and the member to appear before the reviewer for additional counseling?

Answer 6

3 or more

Notes:

• “If the member’s performance level does not improve after counseling by the reviewer, the member SHALL be notified, in writing, to appear before their Division Commander for remedial action.”

Question 7

Who SHALL approve a Work Improvement Plan once a drafted To/From is submitted through channels?

Answer 7

Member’s Division Commander

Key Point:

• Submitted in a member’s electronic personnel file. Summary or verbatim transcription will be placed with an accompanying note. Submitted copy of order SHALL be attached as PDF or other non-editable format.

Question 8

PAST EXAM QUESTION:

Performance SHALL be issued on a 5-point scale. For which of the following ratings SHALL e-mail notification to the Station/Section/Unit Commander be mandated?

Answer 8

1 only (Unsatisfactory).

Notes:

• Watch out for the numbering. 1 to 5 going from bad to great.
• Good fake(s): 1 & 2 only.

Question 9

PAST EXAM QUESTION:

During the appeal process (within 21 days of written appeal), who SHALL the reviewer’s supervisor meet with to discuss the rating?

Answer 9

1. REVIEWER,
2. RATER,
3. MEMBER.

Question 10

PAST EXAM QUESTION:

May a supervisor view the training documents of a probationary member?

Answer 10

Yes, by making a request, in WRITING, to the Academy Commandant at the SPA.

• Good fake: EES Coordinator.

Question 11

What ranks are included for evaluation as stated within the EES manual?

Answer 11

Ranks of Trooper through Detective Captain.

Question 12

What are the 5 principle objectives listed within the EES manual?

• Notice how it says objectives and not factors. Watch out for wording!

Answer 12

1. To set performance expectations.
2. Identify strengths & weaknesses.
3. Document both the positive or negative.
4. Timely correction of poor performance through proper leadership and instruction; AND
5. Provide continuing enhancement through proactive supervision.

• Abbreviated version of the objectives.

Question 13

When are the quarterly EES rating times and submission due dates?

Answer 13

Jan 1-March 31: submitted by January 15th.
Evaluations completed based on Oct 1-Dec 31st

April 1-June 30: submitted by April 15th.
Evaluations completed based on Jan 1-March 31st

July 1- Sep 30: submitted by July 15th.
Evaluations completed based on April 1-June 30th

Oct 1 - Dec 31: submitted by October 15th.
Evaluations completed based on July 1-Sept 30th

Question 14

What are the EES basic performance factors?

• Good idea to memorize some or all of these for a difficult question that may ask something like what is basic performance factor #2.

Answer 14

1. Factor 1: Knowledge/Compliance/Application of Policy & Procedures, Rules & Regulations, Statute Law, Orders and Directives
2. Factor 2: Follow Oral and Written Direction of Supervisors
3. Factor 3: Oral/Written Communication Skills
4. Factor 4: Initiative/Dependability
5. Factor 5: Interpersonal Relations
6. Factor 6: Personal Appearance/Maintenance/Use of Department Equipment

Question 15

What are the five levels of rating for a member?

Answer 15

5- Outstanding:

• Results consistently surpass exceptional level of competency.

4- Exceptional:

• Results regularly surpass an acceptable level of competency.

3- Acceptable:

• Meets level of competency required for position.

2- Needs Improvement:

• Performance occasionally fails to achieve acceptable level and if after counseling the member has failed to improve their performance in this factor.

1- Unsatisfactory:

• Performance consistently fails to achieve acceptable level of competency even after counseling can’t achieve acceptable.

Question 16

What are the Specific Performance Factors for Police Manager regarding Management/Leadership Ability?

• This is the 1st half of the Specific Performance Factors.

Answer 16

Management/Leadership Ability:

• Plan, assign & direct the functions of officers & civilian employees within span of control.
• Provide leadership & motivation to subordinates.
• Promote & embody goals/objectives of Department, Division, & specific assignment.
• Monitor work for accuracy within time limits.
• Use EES to evaluate.
• Foster open communication.
• Monitor workplace for emerging problems and address them before they become more serious.

Question 17

What are the Specific Performance Factors for Police Managers regarding Administrative Abilities?

• This is the 2nd half of the Specific Performance Factors.

Answer 17

Administrative Abilities
Acronym: SCAMM

• Seek clarification from subject matter experts or superiors.
• Clearly communicate to subordinates
• Adapt, communicate, & clearly embody changing priorities.
• Manage time effectively.
• Monitor work products of subordinates for accuracy.

Question 18

What are the 4 evaluation phases of probationary members in year one?

Answer 18

1. 1st Phase- Completion of Academy.
2. 2nd Phase- Field Training Program (FTO evaluation system used).
3. 3rd Phase- Upon completion of FTO program, probationary members will start with the quarterly EES reviews. EES will begin at the first full quarter after field training. Shall be in addition to probationary evaluation.
4. 4th Phase- 30 days prior to the end of the probationary year the member’s Division Commander shall make a final recommendation to the Colonel to keep/continue employment for further training/or terminate.

Question 19

What TERM contains the statements that are specific, measurable, achievable, and realistic objectives to be worked towards during the performance period?

Answer 19

Member Performance Factor (a definition term)

Wrong answers: Specific performance factor and basic performance factor.

Question 20

What is in To/From format and developed by the rater in conjunction with the reviewer and approved by the Division Commander?

Answer 20

Work Improvement Plan (WIP)

Question 21

When should Supervisory Observation Reports occur?

Answer 21

As frequently as possible

Question 22

Members must exhibit a professional demeanor and serve as a role model to the public. Which basic performance factor incorporates these qualities?

Answer 22

Factor 5 - Interpersonal Relations

Question 23

If a member’s appeal goes to the reviewer’s supervisor within 21 days and the Captain decides that the member should be rated acceptable (3) then what has to happen?

Answer 23

The Captain or designee must contact the EES Coordinator and purge the original evaluation.

Question 24

Once a WIP is drafted in To/From format, who will need to approve it?

Answer 24

The member’s Division Commander

Notes:

• The rater and reviewer develop the WIP.
• Exact language of this plan: “A member who is performing at an unacceptable level (needs improvement or unsatisfactory) MAY be subject to a Work Improvement Plan.”

Question 25

What is the time period for a Work Improvement Plan?

Answer 25

90 days

Question 26

Does a WIP temporarily stop if a member is appealing their evaluation?

Answer 26

No

• A WIP will be developed and initiated, even if the member is appealing.

Question 27

What happens if a member refuses to sign the Work Improvement Plan?

Answer 27

That SHALL not impede or delay its implementation. The RATER shall indicate the refusal in the member’s signature block with “refused to sign.”

• The Rater, Reviewer, & Member MUST sign the WIP.

Question 28

If the member is absent for more than ____ CUMULATIVE (not consecutive) days during the re-evaluation period, the length of the re-evaluation shall be extended by ____.

Answer 28

• 14;
• The total number of days absent.

Question 29

What happens when a member is transferred or promoted within an EES quarter?

Answer 29

The member’s new rater shall meet immediately with the member and acknowledge the initial meeting in the member’s electronic personnel file.

Question 30

Who designates the Department EES Coordinator?

Answer 30

DST Commander, or designee

Note: EES Coordinator is a Commissioned Officer or Program Coordinator.

Question 31

Who designates the following personnel:
1. Rater
2. Reviewer
3. Reviewer’s Supervisor

Answer 31

1. Member’s immediate supervisor OR person designated by their commanding officer.
2. Rater’s supervisor OR designated by Division Commander.
3. Designated by Division Commander.

Question 32

How long is a Supervisory Observation Report maintained within a member’s electronic personnel file?

Answer 32

1 year;

• Unless the note is incorporated into the member’s quarterly evaluation.

Question 33

In anticipation of EES quarterly evaluations, how may discussions occur between the rater and reviewer regarding each member under the rater’s authority?

Answer 33

1. In Person
2. Email
3. Telephone

Question 34

When should notification of negative observations be made to a member?

Answer 34

Contemporaneously

(or without unnecessary delay)

Question 35

Electronic Personnel Files will be treated as privileged information and shall be confidential and secured at all times.

Who SHALL have access to them?

Answer 35

1. Supervisors in the member’s chain of command; AND
2. OPIA

Question 36

Who SHALL establish a 3 member review board for appeals and how long do they have to submit a written recommendation to the Colonel?

Answer 36

The Colonel establishes the board; 21 days

Question 37

Following the Colonel’s decision based on the Review Board’s recommendation, who receives the final decision that is submitted to the member’s electronic personnel file by the EES Coordinator or designee?

• There are five people who receive the notification.

Answer 37

1. Member;
2. Rater;
3. Reviewer;
4. Member’s Station/Section/Unit Commander; &
5. Appropriate Division Commander

Question 38

Who is responsible for the official interpretation of the Employee Evaluation System?

Answer 38

Division Commander of DST

Note:

• Good fake: EES Coordinator.