I-L-30 Performance Evaluations, Employee 08/18/2020

Questions and Answers

Which group of employees is explicitly listed as having exceptions during performance evaluations?

Probationary Firefighters (correct)

Civilian employees

Employees receiving annual evaluations

Employees on sick leave

What is the main responsibility of the Miami-Dade County Human Resources Department in the evaluation process?

Generate employee evaluations with proper rating periods (correct)

Review employee evaluations conducted by others

Conduct performance evaluations for all employees

Provide technical support for the evaluation system

Who is defined as the Rater in the evaluation process?

The employee being evaluated

The Human Resources Department representative

The immediate supervisor of the employee

The supervisor of record at the evaluation time (correct)

Which division is responsible for the technical support of the Performance Evaluation System (PES)?

Management Information and Technology Division Signup and view all the answers

In what situation are evaluations for Probationary Firefighters distributed to the Training and Safety Division?

Annual evaluations for Probationary Firefighters Signup and view all the answers

What is the role of Division Chiefs/Managers in the evaluation process?

Assign evaluations to the Rater and Reviewer Signup and view all the answers

Which of the following is NOT listed as an exception to the standard evaluation process?

Employees taking vacation leave Signup and view all the answers

What determines the proper rating period for employee evaluations?

The Time and Leave System processing Signup and view all the answers

What is the overall rating that allows permanent employees to submit a written rebuttal?

Satisfactory Signup and view all the answers

Who has the authority to conduct internal performance evaluation appeal meetings?

MDFR PAC Signup and view all the answers

What is the time frame within which an employee must submit an appeal after receiving a performance evaluation?

10 calendar days Signup and view all the answers

What role does the Assistant Director of Budget and Finance play in the PAC?

Chairperson Signup and view all the answers

Which committee member substitutes for the Chairperson in their absence?

Senior HR Manager Signup and view all the answers

Which evaluations do not grant probationary employees the right to appeal?

All evaluations Signup and view all the answers

What must an appeal decision provided by the PAC include?

Signature of committee members Signup and view all the answers

What happens to the original action if it is later overturned by the Miami-Dade County appeal process?

It is marked 'no longer in effect' Signup and view all the answers

What must an employee provide if they wish to waive their right to representation during the appeal process?

Written confirmation Signup and view all the answers

During the appeal process, what type of documentation is stored with the Assistant Director of Budget and Finance?

Reports and tape recordings Signup and view all the answers

What type of meetings does the PAC Chair conduct during an appeal?

Informal meetings Signup and view all the answers

What should be included in the written appeal submitted to the PAC?

Detailed reasons for the appeal Signup and view all the answers

What role do raters and other personnel play during the appeal process?

They act as witnesses scheduled by the Chair Signup and view all the answers

What is the finality of the PAC's decision on an appeal?

It is final and binding Signup and view all the answers

What is the primary responsibility of the Reviewer in the performance evaluation process?

To ensure accuracy, adequacy, objectivity, and completeness of evaluations. Signup and view all the answers

When are compensatory relief Battalion Chiefs required to complete performance evaluations?

As assigned for CR Officers and relief Officers. Signup and view all the answers

How should a Rater substantiate their evaluation remarks?

By identifying specific incidents and supporting them with documentation. Signup and view all the answers

What action must be taken if an employee receives an overall rating of 'Unsatisfactory'?

A developmental improvement/action plan must be completed. Signup and view all the answers

What is mandatory for a Rater to obtain from supervisors during the evaluation period?

Written input dated during the rating period. Signup and view all the answers

What should a Rater do if an employee refuses to sign the evaluation?

Document the refusal and involve a witness to verify the event. Signup and view all the answers

What happens to evaluations for employees on medical leave of absence?

They will be processed once the employee returns. Signup and view all the answers

What must be done with completed evaluations before the end of the rating period?

They must be forwarded to the MDFR HR Bureau to ensure timely processing. Signup and view all the answers

What occurs automatically if performance evaluations are submitted after the probationary period's end date?

The employee attains Permanent Status. Signup and view all the answers

For sworn personnel, how may evaluations be communicated?

Via email or discussed over the phone. Signup and view all the answers

What is a critical component that must be included in the performance evaluation for clarity?

Specific incidents used to justify ratings. Signup and view all the answers

How long must input received during the rating period be retained by the Rater?

One year. Signup and view all the answers

What type of training should be provided to supervisory staff regarding performance evaluations?

Periodic training to enhance evaluation and counseling skills. Signup and view all the answers

What should the Rater do in cases where feedback is below satisfactory?

Discuss concerns and create a remediation plan with the employee. Signup and view all the answers

Study Notes

Employee Performance Evaluations

Employee evaluations will follow Miami-Dade County Administrative Order (AO) 7-19.
Exceptions include evaluations for Management Appraisal form users, probationary firefighters, and deployed military personnel.
Rater: Supervisor of record at evaluation time; Reviewer: Rater's immediate supervisor.

Roles and Responsibilities

Human Resources Department generates evaluations with due dates via the Time and Leave System.
Management Information and Technology Division maintains the Performance Evaluation System (PES) and supports data transfer.
Division Chiefs/Managers assign evaluators and ensure compliance with deadlines.
Periodic training provided to supervisory staff to enhance evaluation skills and clarify procedures.

Evaluation Procedure

Rater conducts objective evaluations, identifies significant incidents, and documents performance adequately.
Mandatory written input must be gathered from all supervisors during the rating period.
A development action plan required for employees rated "Unsatisfactory" or "Needs Improvement."
Evaluation discussions with employees are mandatory prior to written evaluations being shared.

Handling Evaluation Discrepancies

If an employee disputes the evaluation, a witness verifies receipt and a process for investigation is initiated by the HR Bureau Manager.
Completed evaluations and supporting documents must be submitted before the rating period ends for timely processing.

Permanent Status and Leave Evaluations

Employees automatically achieve Permanent Status if evaluations are submitted late; probationary failures must be noted two pay periods before end date.
Evaluations for employees on Military Leave processed by HR LOA Unit, while those on Medical Leave are on hold until return.

Rebuttals and Appeals

Permanent employees can submit written rebuttals for evaluations rated “Satisfactory” or above.
Appeals allowed for ratings of “Unsatisfactory” or "Needs Improvement" only for Permanent employees; probationary employees have no appeal rights.

Personnel Advisory Committee (PAC)

PAC meets as necessary to review appeals for evaluations rated below satisfactory.
PAC consists of key officials including the Assistant Director of Budget and Finance and evaluates based on internal appeal requests.

Appeal Process

Written appeals must be submitted within ten calendar days of receiving the performance evaluation.
Informal appeal proceedings conducted by PAC, with decisions documented in a summarized report.
The PAC's decision is final but may be reviewed by Miami-Dade County’s HR Department under specified conditions.

Records and Documentation

Appeal process records are maintained publicly during proceedings.
Once concluded, documents are secured, with actions that overturn evaluations marked as “no longer in effect” within the PES.
Findings from PAC are also filed with Miami-Dade County Human Resources for record-keeping.

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Description

This quiz covers the procedures and policies for employee performance evaluations as outlined in Miami-Dade County Administrative Order (AO) 7-19. It also addresses exceptions, such as evaluations for Management Appraisal forms and Daily Evaluations for Probationary Firefighters. Test your knowledge on these important compliance guidelines.