Employee Performance Review Policy Overview

The purpose of this policy is to provide a system for supervisors to assess and evaluate the adequacy of individual performance in relation to job requirements, enable employees to recognize their own developmental performance improvement needs, and to provide employees with the opportunity to correct inadequate performance.

The Fire Chief of the Administration is responsible for future updates to this policy.

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

Who is responsible for the accurate and fair evaluations of bargaining unit personnel under their supervision?

Supervisors are allowed to discuss employee performance reviews with the employee's co-workers.

Where should the Supervisor locate all Employee Performance Review forms for bargaining unit personnel?

The District Chief or Section Manager (as appropriate) shall be responsible for ensuring all Employee Performance Reviews are completed and submitted on time.

Who should the Supervisor consult for all Employee Performance Reviews on employees they directly oversee?

The District Chief or Section Manager is responsible for ensuring timely notification occurs to all Supervisors.

During an employee performance review conference, the Supervisor and the employee shall discuss the employee's performance in detail.

EMS Captains may be notified to provide specific comments and supporting documentation related to the employee's ability to perform ALS and BLS skills.

EMS Captains may hold an additional employee performance review conference with the employee to discuss their performance in detail.

There should be at least three attainble goals identified for the employee for the next rating period in the Employee Performance Review.

Supervisors should provide feedback to employees throughout the performance review period using the department's Professional Development and Employee Development policies.

All Employee Performance Reviews must be signed by both the employee and the supervisor after the employee performance review conference.

The employee's signature on an Employee Performance Review signifies their concurrence with everything contained in the document.

The Supervisor should then email the signed Employee Performance Review to the appropriate next-level supervisor using the email tools within Target Solutions.

The appropriate next-level supervisor is responsible for assessing the supervisor's ability to improve the employee's performance.

Supervisors are allowed to make changes to the Employee Performance Review after the employee has signed it.

If the employee feels the Supervisor has rated them incorrectly, they may discuss it with their Supervisor, who can then change the rating.

Bargaining unit employees may file a grievance over their performance rating, which is always taken to arbitration.

An unfavorable rating of "Unacceptable" or "Needs Improvement" requires documentation of the reasoning for the rating given to the employee, a subsequent Special Employee Performance Review in four months, and notification to Battalion Command Staff or Supervisory Staff (as appropriate).

Once the Supervisor, employee, and the appropriate next-level supervisor have all signed the Employee Performance Review, it shall be considered complete and will remain in the employees' "My Evaluations" on Target Solutions.

Permanent status Bargaining Unit personnel receive an annual Employee Performance Review on, or before, the anniversary of their hire date or last promotion with Fire Rescue.

Employees receive a step increase on the effective anniversary date or effective date of their last promotion.

Employees receiving a rating of unacceptable or needs improvement on their annual Employee Performance Review will receive the effective step increase rescinded and shall reimburse Fire Rescue the received step increase amount over the same timeframe it was paid by Fire Rescue.

Employees (except probationary new hires) must work at least four months out of each one-year rating period in order to have their performance accurately rated.

Employees who work less than four months shall be eligible for an annual step raise.

Employees who are denied a step raise as described above, who then return to work in that rating period for at least four months, and receive at least a rating of "acceptable", shall be given the annual step raise retroactive to the point at which the employee returned to work.

If an employee does not correct an identified problem after counseling and/or disciplinary action, the Supervisor shall complete a "Special Employee Performance Review" even though the current rating period has not ended.

If not already on probation, firefighters and other appropriate bargaining unit personnel, may be placed in a "needs improvement" or "unacceptable" probationary status for four months.

During this Special Employee Performance Review, the Supervisor shall provide for the employee, a written description of the desired performance expectations and offer the employee whatever assistance is necessary to bring the employee's "needs improvement" or "unacceptable" performance rating up to an acceptable level.

Employees who are unable to achieve sufficient progress to raise their Special Employee Performance Review level to an "acceptable" rating during the four months may face loss of assignment or recommendation for termination.

Probationary firefighters receive Employee Performance Reviews at the completion of the recruit or applicable training program, at the completion of six months of continuous service with Fire Rescue, at the completion of eight months of continuous service with Fire Rescue, and at the completion of eleven months of continuous service with Fire Rescue.

Probationary firefighters shall have their six month, eight month, and eleven month Employee Performance Reviews completed by their Supervisor within their assigned Battalion.

Prior to the end of the twelve month period, the employee's Supervisor shall recommend either permanent status or termination for the probationary Firefighter on the Employee Performance Review.

All other probationary employees are evaluated two times during their twelve-month probationary period. These evaluations shall take place after six months and prior to twelve months of continuous employment.

Prior to the end of the twelve month period, the employee's supervisor shall recommend either permanent status or termination for the probationary employee on the Employee Performance Review.

Whenever an employee's classification or assignment is changed due to a promotion or demotion, the employee's new Supervisor shall complete a "4 Month Employee Performance Review (EPR)" prior to the completion of the fourth month of the employee's new assignment or classification.

In the case of promotions, a recommendation for permanent status or a recommendation for an extension of two months, shall be included on the 4 Month Employee Performance Review. In the event an extension is warranted, this shall be documented on the "2 Month Employee Performance Review (EPR) Extension" located in "My Evaluations" on Target Solutions.

Whenever an employee is placed in a rotation program or temporary duty position/assignment (i.e., training instructor, public education, light duty, etc.) for a period of six months or more, a Special Employee Performance Review shall be initiated by the Supervisor the employee is assigned to, prior to that employee returning to their permanent position.

Employee Performance Review (EPR)

Supervisor

Probationary Period

Employee Performance Review Conference

Recommended Attainable Goals

Performance Rating

Special Employee Performance Review

Step Increase

Grievance

4 Month Employee Performance Review

Temporary Duty Positions/Assignments

Special Employee Performance Review (for Temporary Duty)

6 Month Probationary Firefighter Performance Review

8 Month Probationary Firefighter Performance Review

11 Month Probationary Firefighter Performance Review

12 Month Probationary Employee Performance Review

Assessing Performance

Developmental Performance Improvement

Opportunity to Correct Inadequate Performance

Assessing Supervisor Performance

Formal Evaluation System

Timely Submission of Reviews

EMS Captain Feedback on Skills

Providing Feedback

Professional Development for Supervisors

Annual Employee Performance Review

Special Employee Performance Review

Minimum Work Requirement for Review

Eligibility for Step Raises

Notification of Unsatisfactory Performance

Documentation of Performance Ratings

Document Retention