FR-A-104 Employee Performance Review

Questions and Answers

What is the primary purpose of the employee performance review policy?

To offer supervisors a tool for staff incentivization

To provide personal feedback to employees

To assess individual performance and developmental needs (correct)

To evaluate team dynamics and improve morale

Who is responsible for updating the employee performance review policy?

Team Leaders of Fire Rescue

Deputy Chief of Administration and PPM Committee (correct)

Firefighters and volunteers within the unit

The Fire Rescue Administrator alone

Which personnel are eligible for evaluation under this performance review policy?

Administrative staff only

Fire Rescue personnel and reservists (correct)

Contracted consultants and volunteers

Only full-time employees

What is expected of supervisors during the Employee Performance Review process?

Evaluate personnel fairly and accurately Signup and view all the answers

What must occur after the performance review conference between a supervisor and an employee?

They must both sign the Employee Performance Review Signup and view all the answers

What type of discussions are prohibited regarding the Employee Performance Review?

Discussions with the employee's co-workers Signup and view all the answers

What form is utilized to evaluate job classifications within the Fire Rescue Collective Bargaining Unit?

Employee Performance Review (FR-A-104 Attachment A) Signup and view all the answers

What authority underpins the Employee Performance Review policy?

Collective Bargaining Agreement and Fire Rescue Administrator Signup and view all the answers

What does the signature of the employee on an Employee Performance Review indicate?

The employee has read the review and the review conference occurred. Signup and view all the answers

Who is responsible for reviewing and signing the Employee Performance Review after the supervisor?

The appropriate next level supervisor. Signup and view all the answers

What can an employee do if they believe their performance rating is incorrect?

Discuss it with the next level supervisor. Signup and view all the answers

What documentation is required for all reviews rated as unacceptable or needs improvement?

Complete documentation attached to the review. Signup and view all the answers

What should happen before a copy of the Employee Performance Review is forwarded to the Payroll Section?

The District Chief or Section Manager must sign off Signup and view all the answers

What should happen with original documents after the Employee Performance Review has been signed?

They should be sent to the Payroll Section. Signup and view all the answers

What is the consequence for employees who receive an 'unacceptable' rating on their annual Employee Performance Review?

Their step increase will be rescinded and reimbursement will be required Signup and view all the answers

In what situation can a grievance filed by bargaining unit employees go to arbitration?

Only if the rating is unacceptable or needs improvement for a permanent employee. Signup and view all the answers

When must all permanent status Bargaining Unit personnel receive their annual Employee Performance Review?

On or before the anniversary of their hire date or last promotion Signup and view all the answers

What is a requirement following an unacceptable or needs improvement review?

To have a follow-up review within four months. Signup and view all the answers

Which of the following statements about supervisor alterations post-signature is correct?

Supervisors shall not alter any Employee Performance Review after signatures. Signup and view all the answers

What must be done with original documents after they are sent to the Payroll Section?

They must be filed within the employee's personnel file Signup and view all the answers

For permanent status non-Bargaining Unit personnel, when can a step increase be processed?

Only after completion and processing of the annual Employee Performance Review Signup and view all the answers

What impacts the timing of a step increase for an employee based on their review?

It depends on the employee's performance review rating Signup and view all the answers

What happens to an employee's step increase if they receive a 'needs improvement' rating?

It will be rescinded and must be reimbursed if applicable Signup and view all the answers

What is the effect of a positive anniversary review on an employee's step increase?

It allows the employee to receive their step increase on the effective anniversary date Signup and view all the answers

What is the minimum duration an employee must work in a year to be eligible for performance rating?

Four months Signup and view all the answers

What consequence does an employee face if they work less than four months in a rating period?

Ineligibility for annual step raises Signup and view all the answers

What happens if an employee returns to work after being absent and works for at least four months?

They are given a retroactive step raise if rated 'acceptable' Signup and view all the answers

When should a Special Employee Performance Review be initiated?

If an employee fails to correct an identified problem after counseling Signup and view all the answers

How long can firefighters and other 24-hour employees be placed in 'needs improvement' status?

Four months Signup and view all the answers

What must a supervisor provide during a Special Employee Performance Review?

A written description of desired performance Signup and view all the answers

What may happen to an employee who does not achieve satisfactory progress within the review period?

They face loss of assignment or termination recommendation Signup and view all the answers

What is not a condition under which an employee's performance is rated?

Participation in all training sessions Signup and view all the answers

At what point must a probationary firefighter have their six-month Employee Performance Review completed and submitted to the Payroll Section?

Two weeks prior to the ending of that probation Signup and view all the answers

How many months of continuous service with Fire Rescue must a probationary firefighter complete for their eight-month Employee Performance Review?

Eight months Signup and view all the answers

What is the frequency of Employee Performance Reviews for other probationary employees during their probationary period?

Two times during the twelve-month period Signup and view all the answers

What must a supervisor recommend at the end of the twelve-month period for a probationary firefighter?

Either permanent status or termination Signup and view all the answers

When is an Employee Performance Review required to be completed following a change in an employee’s classification due to promotion or demotion?

Before the fourth month in the new assignment Signup and view all the answers

What is the earliest point a probationary firefighter must undergo an Employee Performance Review?

After six months of service Signup and view all the answers

How many months must probationary firefighters have continuous service to receive their eleven-month Employee Performance Review?

Eleven months Signup and view all the answers

What is the purpose of the Employee Performance Review at the completion of the probationary firefighter's twelve-month period?

To recommend continuation or termination Signup and view all the answers

What is one outcome of the employee performance review process?

Recommendations for professional development Signup and view all the answers

Which of the following best describes the role of supervisors in the performance review process?

They assess employee performance and provide feedback. Signup and view all the answers

What is necessary for an employee if they receive a 'needs improvement' rating?

Development of a plan to address performance issues. Signup and view all the answers

What does the employee's signature on a performance review indicate?

Acknowledgment of the review process, not necessarily agreement. Signup and view all the answers

What must occur before the review documentation is sent to the Payroll Section?

The review must be discussed with the employee. Signup and view all the answers

What is provided to evaluate job classifications within the Fire Rescue Collective Bargaining Unit?

A single Employee Performance Review Signup and view all the answers

Which of the following is a component of the performance review process?

Conducting a performance review conference Signup and view all the answers

What must occur after a supervisor signs an Employee Performance Review?

A copy should be sent to the Payroll Section Signup and view all the answers

For how long can firefighters be placed in 'needs improvement' status?

For up to six months Signup and view all the answers

What is the minimum duration an employee must work in a year to be eligible for performance rating?

At least four months Signup and view all the answers

How many days prior to the due date are Employee Performance Reviews forwarded to the employee’s District Chief or Section Manager?

30 days Signup and view all the answers

Where can the information regarding Employee Performance Reviews be accessed?

On the G-drive/Roster Signup and view all the answers

Who is responsible for receiving the list of Employee Performance Reviews?

The employee’s District Chief or Section Manager Signup and view all the answers

What is the primary focus of sending the list of Employee Performance Reviews?

To ensure timely completion of reviews Signup and view all the answers

What type of employees does the list pertain to?

All annual and 12-month probationary employees Signup and view all the answers

What is the minimum number of goals that must be identified in the Action Plan section of the Employee Performance Review?

Three Signup and view all the answers

How many total goals must be established in the Action Plan for an Employee Performance Review?

Three Signup and view all the answers

Which of the following options is correct regarding the goals in the Action Plan section of the Employee Performance Review?

At least three goals must be identified. Signup and view all the answers

What is required for the Action Plan section of the Employee Performance Review process?

A minimum of three goals must be listed. Signup and view all the answers

What is the purpose of identifying goals in the Action Plan section of the Employee Performance Review?

To define performance expectations and objectives. Signup and view all the answers

What does the employee's signature on the Employee Performance Review signify?

The employee has read the review and attended the conference. Signup and view all the answers

What is implied if an employee does not concur with everything in their Employee Performance Review?

The employee's signature does not denote agreement with all content. Signup and view all the answers

Which statement best reflects the nature of the Employee Performance Review process?

It involves a conference between the supervisor and the employee. Signup and view all the answers

In what way does the Employee Performance Review process protect the employee's rights?

It ensures fair evaluation without mandated acceptance of ratings. Signup and view all the answers

What is the benefit of the performance review conference for the employee?

It provides clarification on the evaluation process. Signup and view all the answers

What is the minimum duration an employee must work in a year to be eligible for performance rating?

Four months Signup and view all the answers

What is the consequence for employees who work less than four months in a rating period?

They will not receive a performance rating Signup and view all the answers

Which employees are exempt from the four-month work requirement for performance rating?

Probationary new hires Signup and view all the answers

In what scenario can an employee return to work and receive a performance rating?

If they work at least four continuous months after returning Signup and view all the answers

How often do employees receive a performance rating?

Annually Signup and view all the answers

When must a probationary firefighter have their six-month Employee Performance Review submitted?

Two weeks before the end of probation Signup and view all the answers

How many months of continuous service must a probationary firefighter complete for their eight-month Employee Performance Review?

Six months Signup and view all the answers

What is the time frame that a probationary firefighter is required to submit their eight-month Employee Performance Review?

Two weeks before the end of probation Signup and view all the answers

What is the duration of probation before a firefighter's twelve-month Employee Performance Review?

Twelve months Signup and view all the answers

What does the requirement for the six and eight-month reviews ensure for probationary firefighters?

Constant oversight and evaluation of performance Signup and view all the answers

Study Notes

Purpose and Authority

Establishes a performance review system for supervisors to evaluate employee performance relative to job requirements.
Enables employees to identify developmental needs and improve performance.
Updates managed by the Deputy Chief of Administration and PPM Committee under the Fire Rescue Administrator's authority.

Scope and Applicability

Applies to all Palm Beach County Fire Rescue personnel and reservists.

Employee Performance Review Process

Supervisors must complete accurate evaluations and ensure that reviews are not discussed with co-workers.
Employee acknowledgment through signature indicates they have read the review, not necessarily agreement with its content.

Rating Process

Employees can address perceived incorrect ratings with the next level supervisor, though ratings cannot be changed.
Unacceptable ratings necessitate comprehensive documentation, signed by both the employee and the supervisor.

Annual Performance Reviews

Permanent status Bargaining Unit personnel receive annual reviews on or before their hire or last promotion anniversary to determine step increases.
Receiving a rating of "unacceptable" or "needs improvement" halts step increases and requires reimbursement of any amounts received.

Absence Policy

Employees must work at least four months during the rating period to be eligible for performance ratings and step raises.
Employees returning to service with an acceptable rating after a period of absence may qualify for retroactive step raises.

Special Reviews

Special Employee Performance Reviews occur if employees fail to correct performance issues after counseling.
Descriptive documentation of desired performance and support will be provided during these reviews.

New Employee Evaluations

Probationary firefighters undergo multiple performance reviews throughout their training and service milestones to assess eligibility for permanent status.
Regular evaluations required within designated time frames to assess progress toward permanent employment.

Promotions and Demotions

Employee Performance Reviews are mandated when an employee changes classification due to promotion or demotion.
Reviews must be completed by the new supervisor within four months of the new assignment.

Employee Performance Review System

A structured process used by supervisors for assessing individual employee performance.
Evaluates adequacy of performance against specific job requirements.
Aims to help employees identify their own development needs.
Encourages acknowledgment of areas requiring performance improvement.
Provides a platform for employees to correct inadequate performance.
Facilitates open communication between supervisors and employees regarding performance expectations.
Essential for fostering a culture of continuous improvement within the organization.

Employee Performance Review Overview

Established to assess and evaluate individual performance against job requirements.
Aims to help employees identify developmental needs and correct inadequate performance.

Authority and Scope

Adopted by Fire Rescue Administrator Reginald K. Duren.
Applies to all Palm Beach County Fire Rescue personnel and reservists.
Future updates managed by the Deputy Chief of Administration and PPM Committee.

Performance Review Process

Supervisors must evaluate personnel fairly and accurately.
Both supervisor and employee sign the Employee Performance Review after a conference.
Confidentiality maintained; discussions with co-workers are prohibited.

Schedule of Reviews

Permanent status Bargaining Unit personnel receive annual reviews by their hire or promotion anniversary.
Non-Bargaining Unit personnel's step increases hold until their reviews are processed.

Ratings and Consequences

Ratings of "unacceptable" or "needs improvement" result in the rescission of step increases.
Employees rated inadequate must reimburse the amount of step increases received.

Special Reviews

Special Performance Reviews initiated for unresolved performance issues post-counseling.
Descriptive feedback and support provided to improve performance.

Absence from Work Policy

Employees must work a minimum of four months within the rating period to be eligible for evaluation.
Employees returning after absence must meet performance standards for retroactive step raises.

Reviews for Probationary Employees

Probationary firefighters undergo multiple performance reviews throughout their first year.
Reviews conducted at designated milestones (six, eight, and eleven months) in their service.

Promotion and Demotion

New supervisors complete Performance Reviews within four months following classification changes.
The purpose is to assess adequacy in relation to the new job requirements.

Documentation and Retention

Signed original documents sent to the Payroll Section after the review process.
Delays in submission accounted for based on outlined circumstances.

Employee Performance Reviews Process

The Payroll Section is responsible for managing the scheduling of Employee Performance Reviews.
Notifications regarding reviews are sent to the employee's District Chief or Section Manager.
This notification occurs approximately 30 days before the due date of the performance reviews.
Both annual and 12-month probationary period reviews are included in these notifications.
Essential review information can be accessed on the G-drive in the Roster folder.

Employee Performance Review Overview

Policy implemented for evaluating individual performance against job requirements, promoting self-recognition of improvement needs.
Effective since August 8, 2018, replacing the initial implementation date of October 22, 2014.

Authority and Responsibilities

Major authorities include the Fire Rescue Administrator and the Collective Bargaining Agreement.
Updates to policies managed by the Deputy Chief of Administration alongside the PPM Committee.

Scope and Applicability

Policy applies to all Palm Beach County Fire Rescue personnel and reservists.

Evaluation Process

Supervisors must conduct accurate and fair reviews, with only the Supervisor and employee allowed in discussions during performance review conferences.
Employees may receive a copy of their review after supervisory sign-off, prior to submission to Payroll.

Annual Performance Reviews

Permanent status employees must receive annual reviews by the anniversary of their hire or promotion date.
Unacceptable or needs improvement ratings lead to rescinded step increases and required reimbursement to Fire Rescue.

Non-Bargaining Unit Review Standards

Similar annual reviews apply, with no step increases processed until completion.
Employee signature indicates acknowledgment, not necessarily agreement with the review content.

Grievance and Rating Disputes

Employees can discuss ratings with the next level Supervisor, but rating changes are not permitted.
Grievances allowed for unacceptable or needs improvement ratings among permanent employees; documentation is required for these ratings.

Special Performance Reviews

Conducted if problems persist despite counseling.
Must outline required improvements and support needed for employee performance elevation.

Considerations for Absences

Employees must work at least 4 months in the rating period to receive a performance rating.
Ratings not conducted for employees with less than 4 months of work; retroactive raises allowed upon return.

Reviews for Probationary Firefighters

New firefighters undergo reviews at various training milestones and conclude their 12-month probation with performance evaluation for potential permanent status.

Additional Evaluations for Probationary Employees

Other probationary employees to be evaluated at 6 months and close to 12 months of service with recommendations regarding status.

Promotion and Demotion Procedures

Performance reviews mandatory for employees changing roles through promotion or demotion, to be completed by new supervisors within 4 months of the change.

Action Plan Goals

Minimum of three goals required in the Action Plan section of performance reviews, ensuring clear objectives for employee development.

Employee Performance Review Overview

Employee signatures indicate they have read the review, not that they agree with it.
The signature signifies attendance at the performance review conference.
Reviews focus on evaluating employee performance and may contain both positive and negative feedback.
The process aims to foster communication between employees and supervisors regarding performance expectations.
Employees should feel encouraged to discuss any discrepancies or concerns during the performance review conference.

Employee Performance Review Policy Highlights

Established by the Fire Rescue Administrator, Reginald K. Duren, to ensure proper evaluation of performance in Palm Beach County Fire Rescue.
Policy number FR-A-104 issued on October 22, 2014, and effective from August 8, 2018.
Aims to aid supervisors in assessing personnel and helping employees recognize improvement needs.

Review Procedure

Supervisors must evaluate personnel accurately and fairly using the Employee Performance Review documentation.
Reviews must be signed by both the supervisor and employee following a performance review conference.
Confidentiality maintained; discussions of performance reviews among coworkers is prohibited.

Annual Reviews

All permanent status personnel must receive annual Employee Performance Reviews by their hire or promotion anniversary date.
Step increases are contingent upon satisfactory performance ratings; unacceptable ratings result in rescinded increases and reimbursement requirements.
Non-Bargaining Unit personnel must complete reviews before any step increases are processed.

Ratings and Disputes

If an employee disagrees with their rating, they may discuss it with the next level supervisor; ratings are not subject to alteration.
Bargaining unit employees can file grievances regarding performance ratings, but only for ratings classified as unacceptable or needs improvement.

Documentation and Retention

Signed reviews must be sent to the Payroll Section and filed in personnel files.
Documentation is required for unacceptable ratings, including a follow-up Special Employee Performance Review in four months.

Absence and Eligibility

Employees must work a minimum of four months per year to qualify for a performance rating.
Employees working less than four months are ineligible for step raises; retroactive increases are possible if performance improves after returning.

Special Employee Performance Reviews

Supervisors are mandated to initiate a Special Employee Performance Review if performance issues persist after counseling.
This review includes an action plan for improvement and documentation of assistance offered.

New Probationary Firefighters

Probationary firefighters undergo multiple performance reviews at key training milestones and prior to the end of their first year.
Recommendations for permanent status or termination must be made based on reviews prior to the completion of the probation period.

Promotion and Demotion

Performance reviews must be conducted within four months if an employee changes classification due to promotion or demotion.
Clear documentation of job performance is essential for all classifications within the collective bargaining unit.

Additional Notes

Each review should identify a minimum of three goals in the Action Plan section.
Employees’ signatures indicate acknowledgment of the review process rather than agreement with its contents.

Probationary Firefighters Performance Reviews

Probationary firefighters are subject to a review process during their initial employment period.
Two crucial performance reviews must be conducted: one at six months and another at eight months.
Reviews must be completed and submitted to the Payroll Section to ensure proper documentation and processing.
Submission of these reviews should occur two weeks prior to the conclusion of the probationary period.
Timely completion and submission are essential for evaluating the probationary status and future employment decisions.

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Description

This quiz covers the guidelines and protocols regarding employee performance reviews within Palm Beach County Fire Rescue. Participants will learn about the review process, expectations, and the importance of performance evaluations in maintaining service quality.