Palm Beach County Fire Rescue Employee Performance Review PDF

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: EMPLOYEE PERFORMANCE REVIEW PPM...

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: EMPLOYEE PERFORMANCE REVIEW PPM #: FR-A-104 ISSUE DATE EFFECTIVE DATE February 22, 2023 March 22, 2023 PURPOSE: 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. UPDATES: Future updates to this PPM are the responsibility of the Deputy Chief of Administration, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY:  Fire Rescue Administrator  Collective Bargaining Agreement, as may be amended. SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists. POLICY: Supervisors are responsible for the accurate and fair evaluations of all bargaining unit personnel under their supervision. These evaluations shall be documented on the appropriate Employee Performance Review form. Employee Performance Reviews are not to be discussed by the Supervisor with the employee’s co-workers. PROCEDURE: 1. General: a. To evaluate the job classifications within the Fire Rescue Collective Bargaining Unit, a single Employee Performance Review shall be conducted (as appropriate) on all bargaining unit personnel. All Employee Performance Review forms are located in “My Evaluations” on Target Solutions. b. The Compliance Officer shall forward a list of all annual and 12-month probationary period Employee Performance Reviews that are due, to the employee’s District Chief or Section Manager (as appropriate), at the beginning of each month. c. The District Chief or Section Manager (as appropriate) shall be responsible for ensuring all Employee Performance Reviews are completed and submitted on time. FR-A-104/Page 1 of 5  d. For the remainder of this policy, the term Supervisor shall be in reference to the person directly overseeing an employee. Operational Captains shall be the Supervisor for all Fire Rescue personnel working at a Fire Station. Lieutenants shall be consulted for all Employee Performance Reviews on employees they directly oversee. e. The District Chief or Section Manager (as appropriate) shall be responsible for ensuring timely notification occurs to all Supervisors. 2. All Employee Performance Reviews: a. Conference i. The Supervisor and employee shall discuss the employee’s performance in detail during an employee performance review conference. ii. EMS Captains shall be notified so they may 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. b. Action Plans and Follow-up: i. Three (3) goals shall be identified in the “Recommended Attainable Goals for Employee for Next Rating Period” section of the Employee Performance Review. ii. Periodically throughout the employee performance review period, the Supervisor should provide both positive and negative feedback to the employee. Feedback shall be done in accordance with Professional Development (PPM FR-T-101) and Employee Development (PPM FR-A- 105). c. Signatures: i. All Employee Performance Reviews shall be signed by both the employee, and the Supervisor after the employee performance review conference. ii. The employee’s signature on an Employee Performance Review does not necessarily imply the employee’s concurrence with everything contained within the Employee Performance Review, but merely that the employee has read the Employee Performance Review and that the employee performance review conference occurred. iii. The Supervisor will then email the signed Employee Performance Review to the appropriate next-level supervisor utilizing the email function within the “My Evaluations” section of Target Solutions. iv. The appropriate next-level supervisor shall review and sign the Employee Performance Review, thereby assessing their subordinate’s (Supervisors) ability to correct, maintain, or improve an employee’s performance. v. Supervisors shall not alter any Employee Performance Review after the employee reviews and signs it. d. Ratings: i. If the employee feels the Supervisor has rated them incorrectly, they may discuss it with their next-level supervisor. The next-level supervisor, however, may not change the rating. ii. Bargaining unit employees may file a grievance over the performance rating provided such a grievance may not be taken to arbitration unless it involves an overall performance rating of unacceptable or needs improvement of a permanent (non-probationary) employee. FR-A-104/Page 2 of 5  iii. All unacceptable or needs improvement reviews require: 1. Documentation of the reasoning for the rating given to the employee on the Employee Performance Review. 2. A subsequent Special Employee Performance Review in four months. 3. Notification to Battalion Command Staff or Supervisory Staff (as appropriate). 4. Notification given to Payroll. e. Document Retention: i. 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 file in “My Evaluations” on Target Solutions. 3. Annual Employee Performance Review: a. Permanent status Bargaining Unit personnel i. All permanent status Bargaining Unit personnel shall receive an annual Employee Performance Review on, or before, the anniversary of their hire date or last promotion with Fire Rescue. ii. Employees shall receive step increases on the effective anniversary date or effective date of their last promotion. iii. Employees receiving a rating of unacceptable or needs improvement on their annual Employee Performance Review will have the effective step increase rescinded and shall reimburse Fire Rescue the received step increase amount over the same time frame which it was paid by Fire Rescue. The step increase shall remain rescinded for the period of time their performance is unacceptable and shall not be paid retroactively. 4. Absence from Work: a. Employees (except probationary new hires) must work at least four (4) months out of each one (1) year rating period in order to have their performance accurately rated. b. Employees who work less than four (4) months shall not be rated, and therefore, shall be ineligible for annual step raises. c. Employees who are denied a step raise as described above, who then return to work in that rating period for at least four (4) 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. 5. Special Employee Performance Review: a. If an employee does not correct an identified problem after counseling and/or disciplinary action (i.e., improve ALS skills, required documentation, complete inspections, etc.), the Supervisor shall complete a “Special Employee Performance Review” even though the current rating period has not ended. b. 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 (4) months. c. 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. FR-A-104/Page 3 of 5  d. Employees who are unable to achieve sufficient progress to raise their Special Employee Performance Review level to an “acceptable” rating during the four (4) months may face loss of assignment or recommendation for termination. 6. New Probationary Firefighters: a. Probationary firefighters shall receive Employee Performance Reviews at the completion of the recruit or applicable training program, at the completion of six (6) months of continuous service with Fire Rescue, at the completion of eight (8) months of continuous service with Fire Rescue, and at the completion of eleven (11) months of continuous service with Fire Rescue. b. Probationary firefighters shall have their six (6) month, eight (8) month, and eleven (11) month Employee Performance Reviews completed by their Supervisor within their assigned Battalion. c. Prior to the end of the twelve (12) month period, the employee’s Supervisor shall recommend either permanent status or termination for the probationary Firefighter on the Employee Performance Review. 7. All Other Bargaining Unit Probationary Employees: a. All other probationary employees shall be evaluated two times during their twelve- month probationary period. These evaluations shall take place after six (6) months and prior to twelve months of continuous employment. b. Prior to the end of the twelve (12) month period, the employee’s supervisor shall recommend either permanent status or termination for the probationary employee on the Employee Performance Review. 8. Promotion, Demotion (Bargaining Unit): a. 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 (4th) month of the employee’s new assignment or classification. b. In the case of promotions, a recommendation for permanent status or a recommendation for an extension of two (2) 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. 9. Temporary Duty Positions/Assignments: a. 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 (6) 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. FR-A-104/Page 4 of 5  ______________________________ PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR I-24, issued 12/15/1986 2. PPM#FR I-24, issued 11/24/2014 3. PPM#FR A-104, clerical 03/01/2018 4. PPM#FR A-104, revised 08/08/2018 5. PPM#FR A-104, revised 11/18/2021 6. PPM#FR A-104, issued 02/22/2023 FR-A-104/Page 5 of 5