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

    <p>Management Information and Technology Division</p> Signup and view all the answers

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

    <p>Annual evaluations for Probationary Firefighters</p> Signup and view all the answers

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

    <p>Assign evaluations to the Rater and Reviewer</p> Signup and view all the answers

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

    <p>Employees taking vacation leave</p> Signup and view all the answers

    What determines the proper rating period for employee evaluations?

    <p>The Time and Leave System processing</p> Signup and view all the answers

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

    <p>Satisfactory</p> Signup and view all the answers

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

    <p>MDFR PAC</p> Signup and view all the answers

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

    <p>10 calendar days</p> Signup and view all the answers

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

    <p>Chairperson</p> Signup and view all the answers

    Which committee member substitutes for the Chairperson in their absence?

    <p>Senior HR Manager</p> Signup and view all the answers

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

    <p>All evaluations</p> Signup and view all the answers

    What must an appeal decision provided by the PAC include?

    <p>Signature of committee members</p> Signup and view all the answers

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

    <p>It is marked 'no longer in effect'</p> Signup and view all the answers

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

    <p>Written confirmation</p> Signup and view all the answers

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

    <p>Reports and tape recordings</p> Signup and view all the answers

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

    <p>Informal meetings</p> Signup and view all the answers

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

    <p>Detailed reasons for the appeal</p> Signup and view all the answers

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

    <p>They act as witnesses scheduled by the Chair</p> Signup and view all the answers

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

    <p>It is final and binding</p> Signup and view all the answers

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

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

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

    <p>As assigned for CR Officers and relief Officers.</p> Signup and view all the answers

    How should a Rater substantiate their evaluation remarks?

    <p>By identifying specific incidents and supporting them with documentation.</p> Signup and view all the answers

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

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

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

    <p>Written input dated during the rating period.</p> Signup and view all the answers

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

    <p>Document the refusal and involve a witness to verify the event.</p> Signup and view all the answers

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

    <p>They will be processed once the employee returns.</p> Signup and view all the answers

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

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

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

    <p>The employee attains Permanent Status.</p> Signup and view all the answers

    For sworn personnel, how may evaluations be communicated?

    <p>Via email or discussed over the phone.</p> Signup and view all the answers

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

    <p>Specific incidents used to justify ratings.</p> Signup and view all the answers

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

    <p>One year.</p> Signup and view all the answers

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

    <p>Periodic training to enhance evaluation and counseling skills.</p> Signup and view all the answers

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

    <p>Discuss concerns and create a remediation plan with the employee.</p> 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.

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