3-2-PERFORMANCE-EVALUATION.pdf

3/2 PERFORMANCE EVALUATION 1 3/2 PERFORMANCE EVALUATION 3/2-01.01 PERSONNEL PROCEDURES/PERFORMANCE EVALUATION -01. GENERAL.01 POLICY The performance evaluation shall be used to identify and a...

3/2 PERFORMANCE EVALUATION 1 3/2 PERFORMANCE EVALUATION 3/2-01.01 PERSONNEL PROCEDURES/PERFORMANCE EVALUATION -01. GENERAL.01 POLICY The performance evaluation shall be used to identify and as needed improve a member's performance through regular and objective appraisal, guidance and constructive action..50 PURPOSE OF EVALUATION Regular evaluation helps the member to do the job more effectively and with more satisfaction. If done well, it will serve the following important functions: A. Encourage the improvement of individual performance. B. Provide for effective personnel counseling. C. Provide recognition for good work. D. Assist in locating talents and abilities. E. Measure performance against Department standards. Controls shall be established by the Bureau Commander to ensure that: A. Reports are accurate, impartial and serve the intent of the program. B. Supervisors continually stimulate improvement in subordinates. C. Reports are prepared and forwarded promptly when due for all members. -20. RATING SYSTEM.01 GENERAL The success of any rating system depends on the attitude towards its value on the part of the rated employee, the rater, and the reviewer. Evaluation of subordinates must be as objective as possible. The rater is the key with performance rating being a measure of supervisory ability..10 PERFORMANCE STANDARDS Department performance standards should be made clear to all members. Members should be kept informed of goals and objectives and what is expected of them, and what they can expect. To this end, channels of communication must be kept open..20 PERIODIC RATING OF MEMBERS Performance evaluation is a continuing day-to-day process, and not something to be done only at annual rating time. Recognition of commendatory acts and correction of deficiencies are most effective if they take place immediately following the performance. The following forms shall be used for this purpose. A. For recognition of exceptional performance, use Form Gen. 79, Notice of Commendation (refer to Vol. 5, 9/7-00.00, Form Gen. 79). B. To correct a deficiency use Form F-1104, Personnel Notice (refer to Vol. 5, 9/7-00.00, F-1104). C. Interim performance evaluation forms may be used in place of F-1104's to more clearly identify deficiencies and methods for correction and/or improvement. 3/2 PERFORMANCE EVALUATION 2.25 ANNUAL RATING UNIFORM PERSONNEL Consider the employee's performance during the entire rating period. By far, the most common error in evaluating employees is leniency. Rating an employee higher than the work merits is unfair to the employee, to the supervisor and to the Department. Additionally, other members in the command are generally aware of such practices, thus creating a morale problem. Previous appraisals should not be allowed to influence current appraisals, but they can provide a point of departure to report improvement or lack of improvement in performance. The following may be used as a guideline in preparing the report. A. To receive a rating of "Outstanding", an employee's performance must be definitely superior and well above the standards for the position. B. To receive a rating of "Excellent", an employee's performance must be clearly above the standards of performance required for the position. C. A "Satisfactory" rating is given to the employee who consistently meets the standards of performance required for the position. D. A rating of "Improvement Needed" is given to the employee whose performance sometimes fails to meet the standards required for the position. E. A rating of "Unsatisfactory" is given to the employee whose performance consistently fails to meet the standards required for the position..30 PRESENTING EVALUATION TO UNIFORM PERSONNEL The most important part of the rating process is the interview conducted at the time the rating is given to the employee. This interview provides an opportunity to learn more about individual employees and to let them know where they stand on both job performance and individual development. When preparing for the interview, supervisors should review in their own minds the employee's strengths and weaknesses. The supervisor should compare actual performance against Department standards and, if needed, work out a plan for improvement which can be discussed with the member during the interview. The interview should be held in private and, if possible, without interruption. The rater should explain to the member the purpose of the interview and the reasons for performance evaluation. Begin the review by discussing the employee's strong points. When discussing weak points, be sure criticism is constructive and remember that the intent is to improve performance. Avoid general criticisms and stick to the facts. Listen to what each employee has to say with an open mind. Explain the reasoning behind the rating and encourage questions about it. In closing the interview, ask the employee for suggestions and ideas for self-improvement. After giving the employee this opportunity, you should offer some suggestions of your own. Attempt to instill a desire to improve. Employees shall indicate whether they concur or do not concur with the evaluation and sign the form. If an employee does not concur, the employee shall make a statement on the back of the form giving reasons for not concurring. A nonconcurring rated employee may submit an F-225 in place of commenting on the back of the form. Immediately following the interview, write down all important points which were covered. This information may be of great help in the next interview. Be sure you and the member carry out all plans for improvement. Check the employee's work frequently and acknowledge when improvement occurs. 3/2 PERFORMANCE EVALUATION 3 -30. REPORTS REQUIRED.01 GENERAL The following forms are utilized in the performance evaluation procedures: F-1122 Member's Performance - Below the rank of Captain F-1132 Officer's Performance F-1142 Probationary Firefighter Performance evaluation reports shall be forwarded as follows: Note When the rater has made the necessary observation, but will be absent on the day the report is due, rater shall make arrangements to have report forwarded when due. A. ANNUAL: Annual Performance Evaluation Reports (F-1122 and F-1132) shall be submitted on all members below the rank of Chief Officer. The rater shall forward the report to the immediate superior 45 days prior to member's anniversary date in present rank or grade. For purposes of this section, a member's anniversary date shall be the date of appointment to the Training Academy as a Firefighter or to the former class of Paramedic. EXCEPTIONS: 1. An Annual Performance Evaluation Report is not required for an employee who has been evaluated for any reason within 6 months of an anniversary date. Exception When personnel are due for longevity or sixth step, a Performance Evaluation shall be completed and forwarded. 2. Members who are promoted to the rank of Captain and below and have received 2-month and 5-month Promotional Probation Evaluations are not required to be evaluated a third time during a 12-month period. Their Annual Evaluation may be omitted in this specific instance. The date entered in the member's personal record book, F-728 (page 3), shall be the date the rater first forwarded the report. B. TRANSFER: A Performance Evaluation Report (F-1122 or F-1132) shall be submitted each time an employee, or the rater, is transferred. Transfer of a District Captain does not necessitate evaluations of EMS personnel. 1. If the transfer will be effective within the 90 day period prior to the member's anniversary date, the transfer evaluation will substitute for the annual evaluation. If a supervisor or member is transferring within the 9 months following an annual evaluation, no transfer evaluation is required. However, an interim evaluation may be given when appropriate. 2. For those instances when a rater has supervised a member for a short period (3-5 months) the rater is encouraged to contact the member's previous supervisor for input. C. FIRE SUPPRESSION CERTIFICATION EVALUATIONS: Firefighter/Paramedics who have completed the Fire Suppression Academy, and have been assigned to a Fire Suppression Assignment, will be evaluated monthly, utilizing Form F-1122. The evaluations will be due on the first shift of each month and will conclude with the eighth and final evaluation. The evaluations will be collected at the concerned Battalion Office and forwarded to the Battalion Commanders of the second Fire Suppression assignment prior to the date these members transfer. The evaluations from the second assignment will also be collected at the concerned Battalion Office and forwarded after the eighth month to the Emergency Services Bureau. If at any time a Firefighter/ Paramedic receives an "overall" evaluation rating that is unsatisfactory, a F-225 shall be forwarded, through channels, to the Bureau Commander. The Rater shall state specific observations and 3/2 PERFORMANCE EVALUATION 4 reasons for the evaluation given to the member. A copy of the F-1122 shall be attached to the F-225. D. PROBATIONARY FIREFIGHTER: A Probationary Report (F-1142) for Firefighter shall be forwarded every 30 days from the date of assignment, providing the rated member has been under the direct supervision of a commanding officer for 8 shifts or more. In cases where the rated member's commanding officer is unavailable, the Battalion Commander shall determine an appropriate officer to complete the evaluation. When rating probationary personnel, the rater shall consider the satisfactory performance of a probationary member as the standard. Probationary reports for Firefighters shall be retained at the Battalion Level until the report that coincides with member's 10th month of service is submitted. Battalion Commanders shall forward all F-1142's, F-963 (Training Academy Rating Form), the F-741 and an F-225 Report stating recommendation for permanent appointment 45 days prior to expiration of probationary period. E. UNSATISFACTORY PERFORMANCE: An F-225 report, along with all F-1142's, shall be forwarded immediately, through channels, to the Fire Chief when a probationary firefighter is recommended for termination, or to the Bureau Commander at any time the employee's services become unsatisfactory. F-225 Forward As indicated. To Unsatisfactory Service - Bureau Commander, through channels. Recommended Termination – Fire Chief, through channels. Number of Copies One Routing Upon completion of action to Personnel Services Section. Information Required Reason for recommended termination or statement on unsatisfactory services. F. PROBATIONARY-PROMOTIONAL: Promotional Probationary Reports (F-1122 and F-1132) for Captain I, Fireboat Pilot, Fireboat Mate, Engineer, Inspector I, and Apparatus Operator shall be forwarded at the close of the second and fifth month of probationary period, or when personnel are transferred. When rating a promotional probationary employee, the rater shall consider the satisfactory performance of regularly appointed personnel, of that rank, as the standard. An F-225 report shall be forwarded, through channels, to the Bureau Commander at any time the services of promotional probationary personnel become unsatisfactory or to the Fire Chief if such employee is not recommended for permanent appointment to promotional position. F-225 Forward As indicated. To Unsatisfactory Service - Bureau Commander, through channels. Recommended Termination – Fire Chief, through channels. Number of Copies One Routing Upon completion of action, to Personnel Services Section. 3/2 PERFORMANCE EVALUATION 5 Information Required Reason for recommended termination or statement on unsatisfactory service. G. PAY GRADE ADVANCEMENT: Personnel promoted under pay grade advancement procedures do not serve a probationary period. The date of pay grade advancement will establish a new Anniversary Date for the submission of annual performance evaluations. H. LONGEVITY: Recommendation for longevity pay in the class of Firefighter or Firefighter/Paramedic (F-1122) shall be forwarded 45 days before completion of the 10th, 15th, and 20th year of service. If member is not recommended for longevity pay, an F-225 report shall be forwarded explaining the reasons for denial. Exception Firefighter/Non-Fire Suppression Certified Paramedics are not eligible for longevity pay. F-225 Forward As indicated. To Fire Chief, through channels. Number of Copies One Routing Upon completion of action, to Personnel Services Section. Information Required Reason for recommended denial. I. 6th STEP - FIRE PERSONNEL: Recommendation for 6th step salary rate (F-1122 or F-1132) for members below the rank of Chief Officer shall be forwarded 45 days prior to the member's eligibility. The date that a member will be eligible for advancement to 6th step is forwarded from the Personnel Services Section at the time of the member's appointment or promotion. This date should be entered on Page 3 (Appointments) in the member's Personal Record Book. If member is not recommended for 6th step salary rate, an F-225 report shall be forwarded explaining the reason for the recommended denial. F-225 Forward As indicated. To Fire Chief, THROUGH CHANNELS Number of copies One Routing Upon completion of action, to Personnel Services Section. Information Required Reason for recommended denial. 3/2 PERFORMANCE EVALUATION 6 -40. HONORARY AWARDS (UNIFORM).01 GENERAL In recognition of meritorious conduct or extraordinary service, Awards of Decoration or Letters of Special Commendation may be granted to uniformed members..33 AWARDS Honorary Awards are as follows: A. AWARDS OF DECORATION: 1. MEDAL OF VALOR: A member is entitled to consideration for this Award by performing an act of conspicuous heroism and/or bravery under extreme personal risk above and beyond the calculated personal risk demands of the fire service. A member receiving the Medal of Valor shall also receive a Certificate of Valor, a Medal of Valor Pin, a Resolution of Valor, and have their name inscribed on the Roll of Merit. 2. AWARD OF MERIT: Members taking conspicuous action in rendering aid during a life-saving or life threatening situation under circumstances which pose calculated risk to the members, or performing an endeavor which brings significant credit to the Fire Department, are entitled to consideration for this Award. A member receiving the Award of Merit shall also receive a Certificate of Merit. B. LETTER OF SPECIAL COMMENDATION: An act performed of unusual character during emergency or nonemergency conditions, requiring initiative or ability worthy of recognition entitles a member to consideration for this commendation. Qualifying members shall receive a Letter of Special Commendation from the Fire Chief, which may or may not be based on findings by a Board of Honorary Awards..66 PROCEDURE Department member shall forward an F-225 through channels to the Fire Chief, describing completely the action that he/she believes justifies the award. Upon receipt of the F-225, the Fire Chief will appoint a Board of Honorary Awards which shall consist of one Deputy Chief, one additional member from the Chief Officer rank, and one member from the rank of Captain or below. The Board of Honorary Awards shall investigate the report(s) and determine if any Award is to be given. Upon completion of the Board's investigation, a report shall be submitted to the Fire Chief with the Board's recommendations. The Board's investigation and final report to the Fire Chief determining the disposition of the action(s), shall be completed within 90 days. Notwithstanding the disposition of any honorary award, a formal response with the Fire Chief’s approved recommendation(s) will be forwarded to the original recommending member. F-225 Forward As indicated To Fire Chief, THROUGH CHANNELS Number of Copies One Routing Upon completion of action to Community Liaison Office for processing. 3/2 PERFORMANCE EVALUATION 7 Information Required As indicated -43. BADGE PRESENTATION FOLLOWING LINE-OF-DUTY DEATH.01 GENERAL Under provisions of Municipal Code Section 57.01.57, the service badge of a uniformed member killed in the line of duty shall be retired from service, never to be reissued, and presented to the family of the member. The Municipal Code requires that such badge shall be permanently mounted in a manner that will prevent its unauthorized use. The department has also deemed it appropriate to retire the service badge of an active member whom expires..33 PROCEDURE For proper procedure of handling member badge and person belonging following a line of duty death refer to Book 88 Duty Related Death, Line Of Duty Serious Injury And Funeral Protocol Manual Personnel Services Section shall ensure that the following be accomplished: A. Department badge inventory records shall be changed to indicate that the badge involved has been permanently retired and is not to be reissued. B. The member's badge will be forwarded according to Book 88 Duty Related Death, Line Of Duty Serious Injury And Funeral Protocol Manual, where it will be permanently mounted in an appropriate manner that prevents its unauthorized use and is in compliance with Municipal Code provisions. C. A Memorial Resolution attesting to the member's service shall be prepared for signature by the members of the Board of Fire Commissioners and the Fire Chief. The Fire Chief will consult with the Board of Fire Commissioners to determine the appropriate ceremony or private presentation that most respectfully fulfills the intent of honoring the memory of the deceased member. The member's badge and Memorial Resolution will be presented to the member's family at the ceremony or private presentation. -44. CERTIFICATE OF APPRECIATION (UNIFORMED & CIVILIAN).01 GENERAL The Board of Fire Commissioners presents a Certificate of Appreciation to retiring members. Supervisors or members who coordinate the retirement ceremonies shall contact Personnel Services Section to arrange for pickup of the certificate. -45. CIVILIAN EMPLOYEE CAREER SERVICE AWARD.01 GENERAL Civilian employees may be nominated for the Career Service Award. This award is based on acts performed above and beyond the call of duty and/or outstanding accomplishment over a sustained period. The award is city wide and is a continuous event. 3/2 PERFORMANCE EVALUATION 8.33 SELECTION STANDARDS The answers to the following questions may help in determining whether nomination of an employee is warranted. A. Did the employee risk his/her life or severe physical injury? B. How much did the action exceed the limits of what the employee could be expected to accomplish? C. If performed outside your personal knowledge, is there evidence to support a nomination for the award? D. In considering nominations for outstanding service over a long period of time, are there several examples of performance at a conspicuously higher level than standards would require? Actions that Commanding Officers feel are not covered by the above but warrant consideration should be forwarded..66 PROCEDURE Commanding Officers shall forward an F-225 through channels to the Fire Chief giving a complete description of the action as soon as sufficient information is available to support the nomination. The Commanding Officer shall explain why he believes the award is justified. Personnel Department will solicit nominations from all City Departments approximately mid-summer for the preceding calendar year. Commanding Officers will be advised at that time to review the activities of their organization to ensure that meritorious performances receive adequate consideration. The Fire Chief will recommend the nominees to the Board of Fire Commissioners. The Board, upon adoption of the recommendation, will forward it to Personnel Services Section who will hold it, and at the proper time, prepare a letter to the Personnel Department for submission to the Advisory Management Council. The Advisory Management Council will select 20 semi-finalists from the entire City Government. From these 20, ten will receive awards to be given at a banquet; the time and place to be decided by the Personnel Department in cooperation with the Mayor. An Employee of The Year may be chosen from the ten finalists. F-225 Forward As indicated To Fire Chief, THROUGH CHANNELS Number of Copies Two Routing Original: Upon approval of Fire Commission, to Personnel Services Section for forwarding to Advisory Management Council. Duplicate: Upon approval of Fire Commission, to Personnel Services Section for inclusion in member's personal file. Information Required As indicated Article Sources and Contributors 9 Article Sources and Contributors 3/2 PERFORMANCE EVALUATION Source: http://lafd.info/index.php?oldid=12374 Contributors: Rshortle3323