Houston Fire Department Employee Performance Evaluation PDF

HOUSTON FIRE DEPARTMENT SUBJECT: CLASSIFIED EMPLOYEE PERFORMANCE EVALUATION VOLUME NO. I ALL COMMANDS REFERENCE NO. I-35 SECTIONS 1.00-6.11 1.00...

HOUSTON FIRE DEPARTMENT SUBJECT: CLASSIFIED EMPLOYEE PERFORMANCE EVALUATION VOLUME NO. I ALL COMMANDS REFERENCE NO. I-35 SECTIONS 1.00-6.11 1.00 PURPOSE 1.01 To define the Houston Fire Department guidelines for evaluating the job performance of classified members within all commands of the department. This is to encourage on- going, objective communication between the member and supervisor focused directly on the relationship between the organization’s objectives, the member’s job duties, and work performance (strengths and weaknesses). 2.00 OBJECTIVES 2.02 To set clear expectations for members and officers; continuously improve members and officer’s job performance, and enable members and officers to see how they contribute to the Fire Department’s overall performance and achievement of goals. 3.00 DEFINITIONS 3.01 Attendance & Punctuality: Reports to work as scheduled. Gives advance notice for scheduled absences. Unscheduled absences are reasonable and not excessive. Arrives on schedule for meetings, appointments, and classes. 3.02 Communication: Communicates and interacts effectively, verbally and in writing with members, officers, and citizens. Recognizes and follows chain-of-command. 3.03 Date of Report: The date that the member receives the completed evaluation. 3.04 Due Date: Evaluations are due annually. The due date staggers and normally covers 12 months. January 31st - Firefighters (Emergency Operations) February 28th - Engineer/Operators (Emergency Operations) March 31st - Senior Captains and Captains (Emergency Operations); Senior Communications Captain and Communications Captain (Communications); Senior Inspectors and Inspectors (Fire Prevention); Senior Investigators and Investigators (Arson); Shop Supervisors and Mechanics (Fleet) April 30th - Deputy Chiefs and District Chiefs (Emergency Operations); all members in administrative positions, all ranks including: Assistant Chiefs, Fire Marshal, Deputy Chiefs, District Chiefs, Senior Captains, Captains, Engineer/Operators, Firefighters, Communications Chiefs, Chief Inspectors, Assistant Arson Investigators, Master Mechanic, etc. 3.05 Emergency Operations: Job duties imperative to the successful functioning of an emergency response. 3.06 Employee Performance Evaluation (EPE): An organized process for reviewing a member’s job performance and providing feedback to the member. 3.07 Employee Relations & Development: Evaluates member’s performance. Provides I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 1 of 16  comments for improvement. Develops skills and competencies of members through training and development for current and future job. Promotes teamwork. 3.08 Evaluator: The officer who directly manages or supervises the member being evaluated. 3.09 Interpersonal Skills: Ability of a member to professionally represent HFD while performing his/her assigned duties with co-workers and the public in general. 3.10 Job & Technical Knowledge: Demonstrates knowledge of standard operational guidelines, concepts, and techniques related to specific job functions through appropriate application of knowledge. 3.11 Mandatory Factor: The officer must evaluate members on each mandatory factor. Mandatory factors are included on the Senior Communications Captain/Communications Captain, Senior Inspector/Inspector, Senior Investigator/Investigator, and General format. 3.12 Non-Emergency Operations: Job responsibilities occurring outside of emergency response conditions, i.e. Attendance & Punctuality, Communication, Interpersonal Skills. 3.13 Performance Factor: Behavioral characteristics, traits, and/or actions necessary to effectively perform one’s assigned job duties. 3.14 Problem Solving & Decision Making: Recognizes and reviews problems. Analyzes available information. Makes appropriate, effective, and efficient decisions. Notifies superiors when necessary. 3.15 Promotion: A change in the member’s classification with an increase in pay. A promotional EPE is due 6 months after the promotion. The promotional EPE does not preclude the annual EPE. (i.e. A Firefighter promoted in November would be evaluated as a Firefighter by their Senior Captain and Captain for the rating period of January through November. The member’s Engineer/Operator promotional EPE would be due the following May. Additionally, the member would need to be evaluated from the rating period of November through December (to complete the annual rating period) as an Engineer/Operator by the new Senior Captain and Captain). 3.16 Rating Period: Period of time covered by the evaluation. Each rating period is to be evaluated only once. This may differ from the standard evaluation period. 3.17 Reviewing Authority: The level of supervision higher than the officer completing the evaluation. Usually this will be the rating officer’s chief. 3.18 Standard Evaluation Period: Annually, January 1st through December 31st. If the member is promoted during the standard evaluation period, an evaluation is completed 6 months after the promotion. 3.19 Standard or Objectives: A measurable goal indicating how well a task must be performed in order to be rated at varying levels of performance. 3.20 Supervisory Factor: The senior officers shall be evaluated on these supervisory criteria and job duties. Members that do not supervise will not be rated on these performance factors. 3.21 Unscheduled EPE: An evaluation completed during the standard evaluation process period, such as to document extraordinary events or performances or when a member changes supervisors or duties. 4.00 SCOPE 4.01 This guideline is applicable to all classified personnel of the Houston Fire Department. I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 2 of 16  5.00 RESPONSIBILITIES 5.01 Members: A. Shall be open and willing to accept feedback. B. Shall be willing to implement suggested changes. 5.02 Officers/Evaluators: A. Shall complete the appraisal process according to the instructions in this manual. B. Shall complete the “Reasons for Rating and Performance Suggestions” to indicate areas in which the member should improve for each performance factor and/or justify the rating given. This is required for a rating of “Outstanding,” “Strong,” “Needs Improvement,” or “Unacceptable” and recommended for a rating of “Effective.” C. Shall maintain complete documentation on member’s performance (i.e. Form 42, Form 34, etc.). D. Shall take appropriate steps to maintain effective levels of performance, including coaching, counseling, training, etc. E. Shall keep current on performance evaluation training. 5.03 Reviewing Authority: A. Shall ensure consistency of ratings when and where appropriate. B. Shall ensure that the evaluation is supported by documentation. C. In cases of disagreement between the Reviewing Authority and the Officer/ Evaluator, the Reviewing Authority shall not change the rating. The Reviewing Authority should verify that the Officer’s documentation supports the rating. The Reviewing Authority and officer should reach an agreement before the member receives the plan form or evaluation. D. Shall consider the effectiveness of the Officer/Evaluator in completing performance evaluations and this information shall be used in rating the Officer/Evaluator on performance factors such as: Employee Relations & Development, Communication, Administrative Duties, etc. E. Shall keep current on performance evaluation training. 6.00 GUIDELINES 6.01 Classified Employee Performance Evaluations: A. The Classified EPE system allows officers to effectively appraise the job performance of members under their command. There are 8 distinct formats. Officers/Evaluators shall complete all items under 6.02, as well as complete all items under the specific rank of the member. The formats are as follows: 1. Firefighter, Section 6.03 – Form 107 2. Engineer/Operator, Section 6.04 – Form 110 3. Senior Captain and Captain, Section 6.05 – Form 103 4. District Chief, Section 6.06 – Form 104 5. Sr Communications/Communications Captain, Section 6.07 – Form 106 6. Senior Inspector and Inspector, Section 6.08 – Form 108 7. Senior Investigator and Investigator, Section 6.09 – Form 109 8. General Format, Section 6.10. This format has been specifically designed for allowing Officers/Evaluators to distinguish the pertinent job duties for the members assigned to administrative support positions. Ranks may include: Assistant Chief, Fire Marshal, Deputy Chief, District Chief, Senior Captain, I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 3 of 16  Captain, Engineer/Operator, Firefighter, Communications Chief, Chief Inspector, Arson Investigator, Assistant Arson Investigator, Shop Manager, Mechanic, etc. – Form 105 6.02 General Information A. Member Information: 1. Officers/Evaluators shall indicate the rank of the member that they are evaluating. 2. Complete the member information section by indicating the following: a. Employee Name: Last, First, Middle b. Payroll Number: Payroll Number of the member c. Rating Period: Normally, this will be an annual performance evaluation, for example January 1, 2018 to December 31, 2018; however, this may be for any period of less than 12 months for an unscheduled performance evaluation. Reasons for unscheduled evaluations may include, but are not limited to: i. Correcting ineffective job performance. ii. A member transferring to another work location and/or shift. For example, a Firefighter assigned to 45A from January 1st through May 10th shall be rated by the Senior Captain and Captain at 45A for this rating period (January 1st through May 10th). The Firefighter transfers to 19B and remains at this work location beyond December 31st. The Senior Captain and Captain at 19B shall rate the Firefighter for the rating period of May 11th through December 31st. iii. A member receiving a promotion. A performance evaluation will be completed 6 months after the promotion. For example, an Engineer/Operator assigned to 19B is promoted effective March 4th. The Senior Captain and Captain at 19B shall complete an EPE for the rating period of January 1st through March 4th. The Engineer/ Operator is promoted to Captain at 45A. The District Chief for 45A completes a promotional EPE for this new Captain for the rating period of March 5th through September 5th. Additionally, this District Chief must complete the annual EPE on this Captain for the rating period of August 6th through December 31st. This annual EPE would be due by March 31st. d. Reason for Rating: Indicate if this rating is annual, promotional, or unscheduled. All members shall receive an EPE 6 months after a promotion. B. Rating, Rating Value, and Rating Description. In the instance where a member is performing poorly, i.e. “Needs Improvement” or “Unacceptable,” refer to HFD Administration Guideline I-30, Coaching, Counseling, and Motivating Members of HFD. Every member will be evaluated using the following ratings: 1. Outstanding (Rating Value = 5): Exceeds established performance standards and regularly produces superior results or makes major contributions to the organization. A workforce would typically have 10% of employees evaluated as “Outstanding” performers. 2. Strong (Rating Value = 4): Exceeds established performance standards by adding significant value to the job. A workforce would typically have 15-20% of employees evaluated as “Strong” performers. 3. Effective (Rating Value = 3): Performance is effective and consistently meets established standards. A workforce would typically have about 60-70% of employees evaluated as “Effective” performers. I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 4 of 16  4. Needs Improvement (Rating Value = 2): Performance occasionally meets job standards but needs improvement. A workforce may have 5% of employees evaluated as “Needs Improvement;” however, these employees tend to improve their performance quickly or their performance may decline and eventually be counseled, suspended, or terminated due to poor job performance. 5. Unacceptable (Rating Value = 1): Consistently fails to meet performance standards, performance is unacceptable. A workforce should have less than 1% of employees evaluated as “Unacceptable” performers. C. Common Performance Factors: Classified EPE formats have several performance factors in common and these performance factors have been worded identically where possible. 1. Attendance & Punctuality 2. Communication 3. Employee Relations & Development 4. Interpersonal Skills 5. Job & Technical Knowledge 6. Problem Solving & Decision Making D. Reason for Rating and Performance Suggestions: The officer shall indicate the reason for rating and/or performance improvement suggestions on any performance factor where a member receives a rating of Outstanding, Strong, Needs Improvement, or Unacceptable. It is recommended that the officer indicate a reason for rating and/or performance improvement suggestions on performance factors where the member receives an Effective rating. E. Documentation on member’s performance used in the Classified EPE process needs to support three criteria: Relevance, Fairness, and Completeness 1. Relevance: Evaluative information recorded should be relevant to job performance, i.e. the Officer’s observations and comments must pertain to specific job standards or individual objectives established for the appraisal period. a. Refer frequently to the standards or objectives previously established as you evaluate a member’s job performance. b. When recording observations, do so with respect to a particular standard or objective to ensure that observations are appropriate. c. Focus on behaviors and results, not on subjective concepts such as attitude, opinions of others, or general impressions. 2. Fairness: Officers/Evaluators should observe and document the performance of each member in the same way. a. An essential question to ask is “Would I have written the same thing about another member if he/she had done the same thing?” Make sure your tone and language in evaluations is the same for every member with the same performance. b. Do not overemphasize one-time events. If a behavior is not repeated or part of a pattern, or it does not affect major aspects of the member’s performance, do not record it on the final record. c. Handle problems as they occur. No one should be surprised during the final evaluation session. Speaking to a member immediately after observing inappropriate behavior gives that person a chance to correct the behavior immediately and not have it appear on the final evaluation. If the member is surprised at the final evaluation, the officer has not done an effective I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 5 of 16  evaluation. 3. Completeness: The Officer’s monitoring activities and documentation should tell a complete story to be fair to both the member and the organization. Anyone who reviews the file should get a fair and objective picture of the member’s performance. a. Monitor the whole performance period, not just one part or one incident. Avoid basing the entire evaluation on a recent incident. b. Note unusual circumstances present during the rating period, such as job obstacles or additional responsibilities. c. Be specific when noting both positive and negative observations. Use objective information and illustrations to make the record fair and complete. Your clear and specific record will help you explain your appraisal and can help the member plan to improve performance or continue good performance. d. The performance evaluation is a legal document and notes about the Officer’s observations are the basis to support the evaluation and the overall appraisal rating. If the evaluation is fair, complete, and relevant you will have an easier time explaining it to the member and the Reviewing Authority. 4. The officer’s notes and observations will keep the Reviewing Authority informed. This information will support the final appraisal rating. These documents should be reviewed regularly with your Reviewing Authority. F. Comment Section: This allows the Member, Supervisor(s), and Reviewing Authority to comment, generally or specifically, regarding the performance of the member. The Supervisor(s) should note “Suggestions for Career Development.” 6.03 Emergency Operations: Firefighter The Firefighter EPE format is comprised of 2 components: Emergency Operations (5 performance factors) and Non-Emergency Operations (4 performance factors). The Emergency Operations functions are weighted as more important than the Non- Emergency Operations. A. Emergency Operations: 1. Fireground Operations: Performs, as required, forcible entry, rescue, fire extinguishment, ladder raises, ventilation, salvage and overhaul, etc. This performance factor may also include incidents such as Hazmat Response (preventing container failure, containing and neutralizing hazards, protecting exposures, etc.), Technical Rescue (high-angle, swift-water, confined space, trench rescue, etc.), and Airport Rescue (evacuations, multi-casualty incidents, foam-firefighting, etc.). 2. First Responder Functions & Responsibilities: Provides support to the pre- hospital emergency medical care of the sick and injured to the level of their training as per HFD guidelines. 3. Special Incidents: Effectively responds to hazardous materials scenes, natural disasters, extrications, high rise rescues, public service calls, etc. 4. Job & Technical Knowledge: (Refer to 3.10) 5. Safety: Follows Safety Guidelines, wears and uses protective equipment or clothing. Works in a manner so as not to endanger others or risk damage to City or citizens’ property. B. Non-Emergency Operations: 1. Operational Readiness: Maintains high level of personal appearance, inventories and inspects firefighting tools and equipment. Communicates pertinent I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 6 of 16  information to relief person. Performs maintenance and watch office duties, company drills, inspections of fire hydrants, etc. 2. Attendance & Punctuality (Refer to 3.01) 3. Communication (Refer to 3.02) 4. Interpersonal Skills (Refer to 3.09) C. Overall Appraisal Rating: 1. Total the Rating Values indicated for performance factors 1 through 5. This is the “Total Rating” for Emergency Operations. Divide this value by 5 and then multiply by 2, which will equal the value for “(A).” This weighs Emergency Operations as more important than Non-Emergency Operations. 2. Total the Rating Values indicated for performance factors 6 through 9. This is the “Total Rating” for Non-Emergency Operations. Divide this value by 4, which will equal the value for “(B).” 3. Add “(A)” and “(B).” Divide by 3. Round to two decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. D. Signatures: 1. The Senior Captain and Captain (Supervisors) shall sign and date the completed EPE. 2. Forward the EPE to the District Chief (Reviewing Authority) for review. 3. After the District Chief has signed the EPE, the Senior Captain and Captain shall review the EPE with the member. This should be done in a timely manner. 4. After the member has signed the EPE, give them a copy of the signed EPE. The Senior Captain/Captain shall maintain a copy in the work location file. Send the original to the HFD Records Section. This original will be forwarded to City HR for filing with a copy being placed in the member’s HFD personnel file. 6.04 Emergency Operations: Engineer/Operator The Engineer/Operator EPE format is comprised of 3 components: Emergency Operations (4 performance factors), Non-Emergency Operations (4 performance factors), and Apparatus Assignment Factors (1 performance factor). The Emergency Operations functions are weighted as more important than the Non-Emergency Operations. A. Emergency Operations: 1. Apparatus Operation: Operates and drives apparatus effectively. Receives and records pertinent information regarding incident, i.e. correct location. This performance factor may also include incidents such as Hazmat Response (preventing container failure, containing and neutralizing hazards, protecting exposures, etc.), Technical Rescue (high-angle, swift-water, confined space, trench rescue, etc.), and Airport Rescue (evacuations, multi-casualty incidents, foam-firefighting, etc.). 2. First Responder Functions & Responsibilities: Provides support to the pre- hospital emergency medical care of the sick and injured to the level of their training as per HFD guidelines. 3. Job & Technical Knowledge (Refer to 3.10) 4. Safety: Follows Safety Guidelines, wears and uses protective equipment or clothing. Works in a manner so as not to endanger others or risk damage to City or citizens’ property. B. Non-Emergency Operations: 1. Operational Readiness. Maintains high level of personal appearance. Assembles and places PPE on apparatus. Inspects and completes apparatus daily checklist I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 7 of 16  and maintenance and repair paperwork. 2. Attendance & Punctuality (Refer to 3.01) 3. Communication (Refer to 3.02) 4. Interpersonal Skills (Refer to 3.09) C. Apparatus Assignment Factors: Supervisor(s) will rate the member on only one of the following, based upon the apparatus assignment for that member. 1. Ambulance Operations: Provides Basic Life Support (BLS) and/or Advanced Life Support (ALS) pre-hospital emergency medical care of the sick and injured, as per HFD protocols and guidelines. Assists in the evaluation and treatment of the sick and injured, and transportation to the appropriate medical facility. 2. Engine Operations: Demonstrates knowledge of apparatus, tools, and equipment operations. Effectively and efficiently develops and maintains a sufficient water supply. 3. Ladder Operations: Demonstrates knowledge of apparatus, tools, and equipment operations. Effectively and efficiently sets-up and operates aerial ladder and ladder pipe. 4. Specialized Apparatus Operations (ARFF, Cascade, Booster, Rehab, Rescue, HazMat, Command Van, etc.): Demonstrates knowledge of apparatus, tools, and equipment operations. Effectively and efficiently operates apparatus, tools, and equipment. D. Overall Appraisal Rating: 1. Total the Rating Values indicated for performance factors 1 through 4. This is the “Total Rating” for Emergency Operations. Divide this value by 4 and then multiply by 2, which will equal the value for “(A).” This weighs Emergency Operations as more important than Non-Emergency Operations. 2. Total the Rating Values indicated for performance factors 5 through 8. This is the “Total Rating” for Non-Emergency Operations. Divide this value by 4, which will equal the value for “(B).” 3. Total the Rating Value indicated for the Apparatus Assignment Factor, which will equal the value for “(C).” 4. Add “(A)”, “(B)”, and “(C).” Divide by 4. Round to two decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. E. Signatures: 1. The Senior Captain and Captain (Supervisors) shall sign/date the completed EPE. 2. Forward the EPE to the District Chief (Reviewing Authority) for review. 3. After the District Chief has signed the EPE, the Senior Captain and Captain shall review the EPE with the member. This should be done in a timely manner. 4. After the member has signed the EPE, give them a copy of the signed EPE. The Senior Captain/Captain shall maintain a copy in the work location file. Send the original to the HFD Records Section. This original will be forwarded to City HR for filing with a copy being placed in the member’s HFD personnel file. 6.05 Emergency Operations Command: Senior Captain/Captain EPE format is comprised of two components: Emergency Operations (5 performance factors plus an additional performance factor for Paramedics only) and Non-Emergency Operations (6 performance factors). The Emergency Operations functions are weighted as more important than the Non-Emergency Operations. A. Emergency Operations: I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 8 of 16  1. Emergency Operation: Efficiently and effectively utilizes personnel, apparatus, and equipment to the fullest potential in bringing an emergency incident safely under control, according to HFD guidelines. 2. Operational Readiness: Requires and insures personnel are knowledgeable of duty positions, apparatus is operational, and equipment is functional. 3. Job & Technical Knowledge (Refer to 3.10) 4. Safety: Follows Safety Guidelines, wears and uses protective equipment or clothing. Works in a manner so as not to endanger others or risk damage to City or citizens’ property. Insures use of personal protective equipment by all members. 5. Problem Solving & Decision Making (Refer to 3.14) 6. EMS Proficiencies & Unit Coordination (Paramedics Only): Maintains integrity of EMS Director's Plan A protocol. Promptly returns units to service upon completion of assignment. Serves as liaison between EMS field personnel and receiving hospitals. Maintains daily log of problem situations. B. Non-Emergency Operations: 1. Post-Incident Analysis: Conducts as needed, on any emergency situation in order to improve performance. Conducts daily training and continuous on-the-job training. 2. Attendance & Punctuality (Refer to 3.01) 3. Communication (Refer to 3.02) 4. Interpersonal Skills (Refer to 3.09) 5. Employee Relations & Development (Refer to 3.07) 6. Administrative Duties: Maintains all required documentation and records (Captain's Log, Form 42's, etc.). Distributes work assignments and reviews the completed assignments. Documents member conduct and training activity. Completes performance evaluations. Assists with progressive disciplinary process. Requests maintenance and repairs of station, apparatus, and equipment through the proper channels. C. Overall Appraisal Rating: 1. Total the Rating Values indicated for performance factors 1 through 5 (or 6 for Paramedics). This is the “Total Rating” for Emergency Operations. Divide this value by 5 (or 6 for Paramedics) and then multiply by 2, which will equal the value for “(A).” This weighs Emergency Operations as more important than Non- Emergency Operations. 2. Total the Rating Values indicated for performance factors 7 through 12. This is the “Total Rating” for Non-Emergency Operations. Divide this value by 6, which will equal the value for “(B).” 3. Add “(A)” and “(B).” Divide by 3. Round to two decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. D. Signatures: 1. The District Chief (Supervisor) shall sign and date the completed EPE. 2. Forward the EPE to the Deputy Chief (Reviewing Authority) for review. 3. After the Deputy Chief has signed the EPE, the District Chief shall review the EPE with the member. This should be done in a timely manner. 4. After the member has signed the EPE, give them a copy of the signed EPE. The District Chief shall maintain a copy in the work location file. Send the original to the HFD Records Section. This original will be forwarded to City HR for filing I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 9 of 16  with a copy being placed in the member’s HFD personnel file. 6.06 Emergency Operations: District Chief EPE format is comprised of 2 components: Emergency Operations (5 performance factors) and Non-Emergency Operations (6 performance factors). The Emergency Operations functions are weighted as more important than the Non-Emergency Operations. A. Emergency Operations: 1. Incident Command: Establishes visible command, anticipates and prepares for incident escalation (early recognition of potential fire spread, first alarm company physical limitations, calling for extra alarms, establishing reliable water supply, effective and early apparatus placement, etc.), maintains incident control (effective divisions, delegation, etc.). 2. Special Operations: Establishes visible command, identifies hazardous materials and conditions. Develops plan and stabilizes incident by implementing appropriate emergency operations. Command and coordinate all ship channel incidents, bomb scares, transportation incidents, rescue operations, evacuations, storms, floods, aircraft crash and rescue, etc. 3. Job & Technical Knowledge (Refer to 3.10) 4. Safety: Provides fireground safety through knowledge of building construction and dynamics of fire spread. Strikes a balance between safety of firefighters and protection of lives and property. Insures proper use of PPE by all members. 5. Problem Solving & Decision Making (Refer to 3.14) B. Non-Emergency Operations: 1. Administrative Duties & Staffing Balance: Implements HFD guidelines, collects and distributes correspondence for district, reviews records and reports, maintains and updates references, involved in grievance and discipline process. Coordinates fill-in duty and transfers, schedules vacations and holidays effectively, prepares and submits appropriate paperwork, i.e. District Chief's Daily Payroll, Daily Staffing Report, etc. 2. Management of Non-Emergency Operations: Maintains control and supervision of all firefighters, stations, and equipment in district. Supervises training. Assigns Sr. Captain/Captain to conduct pre-fire plans of all target hazards. Promotes public relations. 3. Attendance & Punctuality (Refer to 3.01) 4. Communication (Refer to 3.02) 5. Interpersonal Skills (Refer to 3.09) 6. Employee Relations & Development (Refer to 3.07) C. Overall Appraisal Rating: 1. Total the Rating Values indicated for performance factors 1 through 5. This is the “Total Rating” for Emergency Operations. Divide this value by 5 and then multiply by 2, which will equal the value for “(A).” This weights Emergency Operations as more important than Non-Emergency Operations. 2. Total the Rating Values indicated for performance factors 6 through 11. This is the “Total Rating” for Non-Emergency Operations. Divide this value by 6, which will equal the value for “(B).” 3. Add “(A)” and “(B).” Divide by 3. Round to two decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. D. Signatures: 1. The Deputy Chief (Supervisor) shall sign and date the completed EPE. I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 10 of 16  2. Forward the performance evaluation to the Assistant Fire Chief (Reviewing Authority) for review. 3. After the Assistant Fire Chief has signed the EPE, the Deputy Chief shall review the performance evaluation with the member. This should be done in a timely manner. 4. After the member signs the EPE, give them a copy of the signed EPE. The Deputy Chief shall maintain a copy in the work location file. Send the original to the HFD Records Section. This original will be forwarded to City HR for filing with a copy being placed in the member’s HFD personnel file. 6.07 Communications: Senior Communications Captain/Communications Captain EPE format is comprised of 3 components: Job Duties (4 performance factors), Mandatory Factors (6 performance factors), and Supervisory Factors for Sr Communication Captains only (3 performance factors). A. Job Duties. 1. Alarms & Requests for Assistance: Ensures efficient reception and retransmissions for fire incidents, emergency medical situations, and other non- emergency requests for HFD equipment, personnel, and support. 2. Provides Incident Information: Responds appropriately to requests from citizens, supervisors, police officers, media agencies, etc. Interacts with other fire departments and agencies to coordinate joint operations. 3. Management of Operational Plan: Effectively manages overall operational plan until responding companies arrive. Identifies hazardous materials and conditions, ensures pertinent information relayed to responding companies or Command Post, dispatches sufficient personnel and equipment based on the initial reporting of the incident. 4. Reference Manuals: Effectively maintains and updates all reference manuals and books, i.e. Criss-Cross Manual, 9-1-1 Operation Manual, Hazardous Materials Manual, Houston Harris County Emergency Manual, Superfund Amendment Reorganization Act Manual, Harris County Key Map books, etc. B. Mandatory Factors: 1. Attendance & Punctuality (Refer to 3.01) 2. Communication (Refer to 3.02) 3. Interpersonal Skills (Refer to 3.09) 4. Job & Technical Knowledge (Refer to 3.10) 5. Safety: Aware of unsafe environments and takes appropriate measures to mitigate hazards (safety at work, operating city equipment, etc.). C. Supervisory Factors (Sr. Communications Captain Only) 1. Incident Coordination: Effectively coordinates ship channel incidents with CIMA; bomb scares, transportation incidents, rescue operations, evacuations, storms and floods with HFD Operations; aircraft crash and rescue operations with FAA, Medical Examiner, private ambulances, etc. 2. Employee Relations & Development (Refer to 3.07) 3. Problem Solving & Decision Making (Refer to 3.14) D. Overall Appraisal Rating: 1. Communications Captain: Total the Rating Values indicated for performance factors 1 through 9. Divide this total by 9. Round to two decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. 2. Sr. Communications Captain: Total the Rating Values indicated for performance I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 11 of 16  factors 1 through 12. Divide this total by 12. Round to two decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. E. Signatures: 1. Communications Captain: The Sr. Communications Captain (Supervisor) shall sign and date the completed EPE. a. Forward the EPE to the Deputy Chief (Reviewing Authority) for review. b. After the Deputy Chief has signed the EPE, the Sr. Communications Captain shall review the EPE with the member. This should be done in as timely a manner as possible. c. After the member has signed the EPE, give them a copy of the signed EPE. The Sr. Communications Captain shall maintain a copy in the work location file. Send the original to the HFD Records Section. This original will be forwarded to City HR for filing with a copy being placed in the member’s HFD personnel file. 2. Sr. Communications Captain: The Deputy Chief (Supervisor) should sign and date the completed EPE. a. Forward the EPE to the Assistant Fire Chief (Reviewing Authority) for review. b. After the Assistant Fire Chief has signed the EPE, the Deputy Chief shall review the EPE with the member. This should be done in timely a manner. c. After the member has signed the EPE, give them a copy of the signed EPE. The Deputy Chief shall maintain a copy in the work location file. Send the original to the HFD Records Section. This original will be forwarded to City HR for filing with a copy being placed in the member’s HFD personnel file. 6.08 Fire Prevention: Senior Inspector/Inspector EPE format is comprised of 3 components: Job Duties (4 performance factors, one for Inspectors only), Mandatory Factors (6 performance factors), and Supervisory Factors for Senior Inspectors only (4 performance factors). A. Job Duties: 1. Codes, Ordinances, & Laws: Demonstrates knowledge of specific requirements for which inspection team is responsible (guidelines, standards, policies, directives, Fire and Building Codes, City Ordinances, and State Laws as pertaining to Fire Prevention). 2. Occupancy Inspections (Inspector only): Prepares and conducts inspections and follow-up inspections on occupancies for which the Inspector is responsible. 3. Inspection Files & Records: Creates and maintains files, documents, and records for notices and citations (computer, paper, etc.) according to applicable laws. 4. Notification of Violation: Enforces the law by providing written notices and Municipal Courts citations to violators. Informs and instructs business-owner of violations at occupancy in a clear, concise, complete manner in order to correct fire code violations through Voluntary Compliance. Attends court, as needed. B. Mandatory Factors: 1. Attendance & Punctuality (Refer to 3.01) 2. Communication (Refer to 3.02) 3. Interpersonal Skills (Refer to 3.09) 4. Job & Technical Knowledge: Demonstrates knowledge of codes, ordinances, and laws. Stays up-to-date with codes, standards, policies, and industry practices. 5. Safety: Aware of unsafe environments and takes appropriate measures to mitigate I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 12 of 16  hazards (safety at occupancy, operating city-owned vehicle, etc.). 6. Maintenance & Repair of Equipment: Properly maintains city-issued equipment (phones, pagers, computers, vehicles, etc.). Preventive maintenance and other repairs of vehicle performed according to established City and HFD Guidelines. C. Supervisory Factors (Senior Inspector Only): 1. Employee Relations & Development (Refer to 3.07) 2. Problem Solving & Decision Making (Refer to 3.14) 3. Teamwork: Divides workload among subordinates. Assists with locating resources to obtain objectives, complete tasks, and reach goals. Effectively supervises personnel. Assists Inspectors in the field, as needed. 4. State Inspector Certification: Participates in and/or conducts training classes for Continuing Education (CE) hours in order to maintain State Inspector Certification. D. Overall Appraisal Rating: 1. Inspector: Total the Rating Values indicated for performance factors 1 through 10. Divide this total by 10. Round to 2 decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. 2. Senior Inspector: Total the Rating Values indicated for performance factors 1 through 14, excluding performance factor 2. Divide this total by 13. Round to 2 decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. E. Signatures: 1. Inspector: The Senior Inspector (Supervisor) shall sign and date the completed performance evaluation. a. Forward the EPE to the Assistant Fire Marshal (Reviewing Authority) for review. b. After the Assistant Fire Marshal has signed the EPE, the Senior Inspector shall review the EPE with the member. This should be done in a timely manner. c. After the member has signed the EPE, give them a copy of the signed EPE. The Senior Inspector shall maintain a copy in the work location file. Send the original to the HFD Records Section. This original will be forwarded to City HR for filing with a copy being placed in the member’s HFD personnel file. 2. Senior Inspector: The Chief Inspector (Supervisor) shall sign and date the completed EPE. a. Forward the EPE to the Fire Marshal (Reviewing Authority) for review. b. After the Fire Marshal has signed the EPE, the Chief Inspector shall review the EPE with the member. This should be done in a timely manner. c. After the member has signed the EPE, give them a copy of the signed EPE. The Chief Inspector shall maintain a copy in the work location file. Send the original to the HFD Records Section. This original will be forwarded to City HR for filing with a copy being placed in the member’s HFD personnel file. 6.09 Arson: Senior Investigator/Investigator EPE format is comprised of 3 components: Job Duties (5 performance factors), Mandatory Factors (6 performance factors), and Supervisory Factors for Senior Investigators only (3 performance factors). A. Job Duties: 1. Investigation of Scene: Investigates fires of incendiary and/or unknown origin (collects evidence, interviews witnesses and suspects, takes written statements, I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 13 of 16  etc.). Photographs taken of scene and area of origin. Draws plat of fire scene. Establishes origin and cause. 2. Collection of Evidence: Effectively and properly collects evidence (gathers evidence in proper containers, establishes proper chain of custody, tags evidence, places in secured evidence locker, etc.). 3. Detention/Arrest of Criminal Suspects: Detains and/or arrests criminal suspects (transports suspect, warns of rights, interrogates and interviews, takes witness statements, takes confession only if suspect waived rights, files charges, places in jail, etc.). Contacts juvenile probation if juvenile involved. Testifies in court, as needed. 4. Investigation of Crime: Follow-up investigation of scene by exploring all possible avenues of means, motive, and opportunity (bank and insurance records, prior criminal activity, research, etc.). Interviews and takes witness statements. 5. Preparation of Report: Prepares report for follow-up investigation and/or District Attorney for prosecution (fire reports, witness and suspect interviews, written confessions and statements). Effective reports shall be clear, concise, and complete. B. Mandatory Factors: 1. Attendance & Punctuality (Refer to 3.01) 2. Communication (Refer to 3.02) 3. Interpersonal Skills (Refer to 3.09) 4. Job & Technical Knowledge: Demonstrates knowledge of Federal, State, and Local Laws. Understanding of fire origin and cause, case preparation, injury and death causes, etc. Maintains all certifications and CE as required by State. 5. Safety: Aware of unsafe environments and takes appropriate measures to mitigate hazards (safety on scene, operating city-owned vehicle, handling suspects, etc.). 6. Maintenance & Repair of Equipment: Properly maintains city-issued equipment (phones, pagers, computers, vehicles, etc.). Preventive maintenance and other repairs of vehicle performed according to established City and HFD Guidelines. C. Supervisory Factors (Senior Investigator Only): 1. Employee Relations & Development (Refer to 3.07) 2. Problem Solving & Decision Making (Refer to 3.14) 3. Teamwork: Divides workload among subordinates. Assists with locating resources to obtain objectives, complete tasks, and reach goals. Effectively supervises personnel. D. Overall Appraisal Rating: 1. Investigator: Total the Rating Values indicated for performance factors 1 through 11. Divide this total by 11. Round to two decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. 2. Senior Investigator: Total the Rating Values indicated for performance factors 1 through 14. Divide this total by 14. Round to two decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. E. Signatures: 1. Investigator: The Senior Investigator (Supervisor) shall sign and date the completed EPE. a. Forward the EPE to the Arson Investigator (Reviewing Authority) for review. b. After the Arson Investigator has signed the EPE, the Senior Investigator shall review the EPE with the member. This should be done in a timely manner. I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 14 of 16  c. After the member has signed the EPE, give them a copy of the signed EPE. The Senior Investigator shall maintain a copy in the work location file. Send the original to the HFD Records Section. This original will be forwarded to City HR for filing with a copy being placed in the member’s HFD personnel file. 2. Senior Investigator: The Assistant Arson Investigator (Supervisor) shall sign and date the completed EPE. a. Forward the EPE to the Arson Investigator (Reviewing Authority) for review. b. After the Arson Investigator has signed the EPE, the Assistant Arson Investigator shall review the EPE with the member. This should be done in a timely manner. c. After the member has signed the EPE, give them a copy of the signed EPE. The Assistant Arson Investigator shall maintain a copy in the work location file. Send the original to the HFD Records Section. This original will be forwarded to City HR for filing with a copy being placed in the member’s HFD personnel file. 6.10 Administrative Support Staff: General Format The General EPE format is comprised of three components: Job Duties (up to 5 performance factors may be specified), Mandatory Factors (5 performance factors), and Supervisory Factors (2 performance factors). A. Job Duties: The Supervisor of this administrative support staff member will need to specify the job responsibilities of that member. The supervisor may include up to 5 job duties with a recommendation that the Supervisor indicate a minimum of 4 job duties. 1. The task of writing clear and measurable job duties and standards is the most important task of the Supervisor in developing the Classified EPE Plan. Without clear and measurable standards, your members cannot know what is expected and you cannot evaluate their performance. Use this formula: a. Action + Task + Measure = Job Duties and Standards b. Make sure the tasks are challenging, achievable, measurable, and observable. c. Concentrate on job-specific behaviors. Communicating clear, specific performance standards are essential. d. All reasons supporting evaluations and subsequent actions must be appropriately documented. 2. Measure is defined by quantity, quality, cost, and time: a. Quantity: How much of this task must the member accomplish to be rated Outstanding, Strong, or Effective? b. Quality: How well must the member perform this task to be rated Outstanding, Strong, or Effective? c. Cost: What budget was needed (or established by agreement) to complete this task well enough to be rated Outstanding, Strong, or Effective? (This may be a measure for management of members.) d. Time: How much time should the member need to complete the task well enough to be rated Outstanding, Strong, or Effective? 3. The following is a suggested procedure for writing job duties and standards or objectives. a. The member and officer should make a list of what the person in this job actually does and for what the member is responsible. I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 15 of 16  b. Together you and the member should review the list and begin to classify duties into major tasks and answer the following questions together: i. How well must the member perform this task to be rated Outstanding, Strong, or Effective? This is the quality performance measure. ii. How much of this task must the member accomplish to be rated Outstanding, Strong, or Effective? This is the quantity performance measure. iii. What is an acceptable period of time to complete the task for a rating of Outstanding, Strong, or Effective? This is the timeliness performance measure. iv. For example, Administrative Duties: Effectively implements HFD guidelines, review records and reports, drafts responses for correspondence as needed. Assists with the grievance and discipline process. Efficiently schedules vacations and holidays for division. B. Mandatory Factors: 1. Attendance & Punctuality (Refer to 3.01) 2. Communication (Refer to 3.02) 3. Interpersonal Skills (Refer to 3.09) 4. Job & Technical Knowledge (Refer to 3.10) 5. Safety: Aware of unsafe environments and takes appropriate measures to mitigate hazards (safety at work, operating city-owned vehicle, etc.). C. Supervisory Factors (for Supervisory Administrative Support Staff Only): 1. Employee Relations & Development (Refer to 3.07) 2. Problem Solving & Decision Making (Refer to 3.14) D. Overall Appraisal Rating: 1. Non-Supervisory: Total the Rating Values indicated for the Job Duties performance factors 1 through 5 and the Mandatory Factors performance factors 1 through 5. Divide this total by 10. Round to two decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. 2. Supervisory: Total the Rating Values indicated for the Job Duties performance factors 1 through 5, the Mandatory Factors performance factors 1 through 5, and the Optional Factors performance factors. Divide this total by 12. Round to two decimals. This is the Overall Appraisal Rating to be placed on the EPE form in the appropriate space. E. Signatures: 1. The Supervisor shall sign and date the completed EPE. 2. The Supervisor shall then forward the EPE to the Reviewing Authority (the Supervisor’s Manager) for review. 3. After the Reviewing Authority has signed the EPE, the Supervisor shall review the EPE with the member. This should be done in a timely manner. 4. After the member has signed the EPE, give them a copy of the signed EPE. The Supervisor shall maintain a copy in the work location file. Send the original to the HFD Records Section. This original will be forwarded to City HR for filing with a copy being placed in the member’s HFD personnel file. 6.11 If at any time a member feels that he/she has been unfairly treated, he/she may elect to use the steps set forth in Section 143.127 of the Texas Local Government Code, Grievance Procedure. I-35 Classified Employee Performance Evaluation REVISED 11/1/2018 REVIEWED 07/01/23 Page 16 of 16