Sheriff's Policy Manual PDF

SHERIFF’S POLICY MANUAL 3.10 PERFORMANCE EVALUATION PROCESS: 3.10.1 General: A. An effective performance evaluation process is an integral part of the employer- employee relationship. The process maximizes employee effectiveness by clarifying exp...

SHERIFF’S POLICY MANUAL 3.10 PERFORMANCE EVALUATION PROCESS: 3.10.1 General: A. An effective performance evaluation process is an integral part of the employer- employee relationship. The process maximizes employee effectiveness by clarifying expectations, recognizing accomplishments, and establishing career development. B. BSO employees are evaluated utilizing an employee performance evaluation form or supervisor/manager performance evaluation form. The evaluations are designed to measure performance criteria. All performance criteria must be evaluated. C. A formal performance evaluation will be conducted on all BSO employees, excluding unrepresented senior management, reserve deputy sheriffs, and reserve fire rescue employees, in conjunction with the employee's BSO anniversary date, during the probationary period, and/or promotions. In this context, “employees” include all full-time, part-time, and grant-funded employees. It does not include interns, posse members, citizen volunteers, or employees of other entities who have been sworn by the Sheriff for specific duties (e.g., process servers, municipal police, etc.) D. Prior to the expiration of the employee’s probationary period, the employee's supervisor/manager must document the successful or unsuccessful completion of the probationary period on the final evaluation form. 3.10.2 Purpose: The performance evaluation is utilized to: A. Serve management and the employee in improving employee performance and thereby enhancing the overall efficiency and effectiveness of BSO. B. Provide a medium for ongoing feedback between the employee and the supervisor to improve performance, identify training needs, and assist in career development. C. Facilitate accurate and timely evaluations. D. Provide an objective and fair means for recognition and measurement of employee performance in accordance with prescribed guidelines. Reviewed: 04/06/2022 Revised: 05/09/2022 Rescinds: 02/24/2022 Effective: 06/05/2022 3.10 Page 1 of 9  SHERIFF’S POLICY MANUAL E. Assure the public that employees are capable of performing their assigned duties and responsibilities. F. Ensure supervisors are evaluated on the quality and effectiveness of their usage of the performance evaluation system. G. Evaluate the suitability of candidates for promotional opportunities or special assignment transfers. 3.10.3 Management of the Process - Supervisor/Evaluator Responsibilities: A. The primary duties and responsibilities of the supervisor in the administration of the performance evaluation process are to: 1. Ensure the process is conducted in an honest, fair, timely, and impartial manner which is directed towards meeting BSO objectives. 2. Ensure employees are qualified and capable of carrying out their assigned duties and responsibilities. 3. Establish realistic performance expectations, measure and track performance, and deliver ongoing feedback. 4. Conduct career counseling to identify educational, training and performance development activities. 5. Ensure employees have necessary resources and training to achieve desired results. 6. Establish and maintain employee accountability in achieving objectives through periodic performance feedback and action plans. 7. Complete the BSO training required to correctly administer the performance evaluation process. B. Performance Evaluation Schedules: Reviewed: 04/06/2022 Revised: 05/09/2022 Rescinds: 02/24/2022 Effective: 06/05/2022 3.10 Page 2 of 9  SHERIFF’S POLICY MANUAL 1. It is the responsibility of the employee’s home command to run a monthly Upcoming Annual Evaluations / Outstanding Evaluations Report. Overdue and upcoming evaluations will be forwarded to the employee’s supervisor for completion 2. Non-probationary employees will be evaluated at least annually by their immediate supervisor, within 30 days after their BSO anniversary date. 3. New probationary employees will be evaluated quarterly (every third month). The quarterly evaluation must be submitted to Human Resources for placement into the employee's personnel file. Prior to the expiration of the employee’s probationary period the supervisor/manager must submit to Human Resources the evaluation summarizing one of the following: a. Successful completion of the probationary period; b. Failure to meet probationary standards, probationary period extended; c. Failure to meet probationary standards, employee terminated; termination form attached (BSO AP#13) 4. Deputies assigned to the Field Training Program will be evaluated continually throughout the Field Training Program. When successful completion of the program is attained, quarterly performance evaluations will commence until the successful completion of the probationary period. 5. Promoted employees, subject to probation, will be evaluated quarterly until the expiration of their promotional probationary period. The six-month evaluation will be submitted to Human Resources for placement into the employee's personnel file. 6. If an employee is out for an extended absence, only the time the employee actually worked will be evaluated. The employee’s supervisor must notify Human Resources of evaluations held due to extended absences. The evaluation will be held and reviewed with the employee upon the employee's return to work. Reviewed: 04/06/2022 Revised: 05/09/2022 Rescinds: 02/24/2022 Effective: 06/05/2022 3.10 Page 3 of 9  SHERIFF’S POLICY MANUAL 7. If an employee is temporarily reassigned (e.g., light duty, restricted administrative assignment, detached, etc.), the supervisor to whom the employee has been reassigned must be informed of the related duties and expectations of the reassignment. If a performance evaluation is due during the reassignment period, the employee’s supervisor must contact the reassignment supervisor for information to incorporate into the employee’s performance evaluation. If on probation, the probation will be extended to evaluate the employee in the job the employee was hired for. 8. When an employee or supervisor transfers, an evaluation must be prepared in order to document performance. a. When an employee transfers within 90 days of the due date of the evaluation, a new supervisor will contact the previous supervisor for input in creating the employee’s evaluation and will document the consultation. b. The receiving supervisor must incorporate the documented performance and modify, where appropriate, the performance expectations for the new assignment. c. The supervisor must discuss with the employee the performance expectations for the new assignment. C. Performance Evaluation Form: There are two performance evaluation forms available on PowerDMS. Depending on the employee’s job assignment, select only one of the below listed forms: 1. Employee Performance Evaluation Form (BSO AP#08) – This form will be used for non-supervisory/managerial employees or supervisory employees who have been re-assigned in a non-supervisory capacity. 2. Supervisory/Managerial Performance Evaluation Form (BSO AP #16) – This form will be used for employees who supervise/manage others. D. Notice of Improvement Needed Form (BSO A#157): If an employee’s performance is deemed unsatisfactory at any time during the evaluation period, the employee should be advised through the Notice of Improvement Needed Form Reviewed: 04/06/2022 Revised: 05/09/2022 Rescinds: 02/24/2022 Effective: 06/05/2022 3.10 Page 4 of 9  SHERIFF’S POLICY MANUAL (BSO A#157). The purpose of the notification is to provide the employee the opportunity to correct the performance. The form is available in PowerDMS. 1. The Notice of Improvement Needed will include the performance criteria needing improvement; the expected performance and level of improvement; and the tasks, resources and timelines necessary to assist the employee in achieving the expectation. Follow-up meetings will be scheduled to determine progress and to review the results of the action steps outlined on the Notice of Improvement Needed form. 2. The employee and the supervisor will sign the Notice of Improvement Needed. A copy will be given to the employee, and the original will be kept in the supervisor’s drop file. If there is a change in supervision, the form will be provided to the new supervisor/command. 3. The follow-up meeting will include the results of the action plan and whether the performance expectations were achieved. This will be notated on the Notice of Improvement Needed. 4. The employee and the supervisor will initial the final follow-up meeting to include the date and results. If needed any further actions will also be documented. A copy will be given to the employee, and the original will be kept in the employee’s district/division/unit personnel file. 5. The original Notice of Improvement Needed Form should not be attached to the Performance Evaluation Form. E. Performance Evaluation Preparation: 1. At the beginning of the evaluation period, the supervisor will review each of the following with the employee: a. Tasks of the position outlined in the official classification description b. Level of performance expected and defined objectives c. Performance criteria Reviewed: 04/06/2022 Revised: 05/09/2022 Rescinds: 02/24/2022 Effective: 06/05/2022 3.10 Page 5 of 9  SHERIFF’S POLICY MANUAL 2. The supervisor and employee will engage in on-going feedback throughout the evaluation period. 3. The supervisor will maintain a drop file for notes regarding periodic performance discussions. Notes should be factual and include dates, times, and events related to the employee’s performance, both positive and corrective. The notes will assist the supervisor in completing a fair and objective evaluation. F. Completing the Performance Evaluation 1. The employee will be evaluated on performance criteria as they relate to the duties and responsibilities of the classification description and assignments given to the employee during the evaluation period. 2. The supervisor will review notes regarding periodic performance discussions to assist in measuring each performance criterion. The completed Performance Evaluation Form should not include references to or attachments of counseling, discipline, or Notice of Improvement Needed Forms. 3. Overall Performance Summary Section should be completed as follows: a. Be consistent with performance criteria measures. b. Include accomplishments, explanatory comments related to performance, and objective observations during the rating period. c. Indicate the performance needing improvement and the actions taken by the employee to improve the performance during the rating period. 4. Performance Expectations: This section should include action-oriented, measurable, specific, and timebound future performance expectations related to the employee’s job duties and responsibilities. 5. Career Development: This section should identify educational, training, and professional development activities for the upcoming evaluation period. Reviewed: 04/06/2022 Revised: 05/09/2022 Rescinds: 02/24/2022 Effective: 06/05/2022 3.10 Page 6 of 9  SHERIFF’S POLICY MANUAL G. Conducting and Submitting the Performance Evaluation: 1. The evaluator will meet with his/her supervisor to review the performance evaluation after the evaluation is prepared and prior to meeting with the employee. 2. The employee and the evaluator will meet to discuss the performance evaluation. 3. It will not be necessary for the employee to agree with the evaluation. An employee's signature on the form only acknowledges that the evaluation was reviewed with the employee by the evaluator. 4. The employee and the evaluator will sign the evaluation. If the employee refuses to sign, the evaluator will write "Refused to Sign" in the space for the employee's signature. The evaluator must initial the space on the evaluation. 5. The employee and the evaluator may attach supporting documentation to provide any explanation deemed appropriate. Supporting documentation cannot include disciplinary actions, counseling reports, or Notice of Improvement Needed Forms. 6. The completed performance evaluation will be reviewed and signed by the evaluator’s supervisor. Also, any supporting documentation from the evaluator or employee may accompany the completed evaluation through the chain of command. No further endorsements are necessary beyond the evaluator’s supervisor unless the evaluation should be brought to the attention of others in the chain of command. 7. A copy of the completed evaluation will be given to the employee. Hard or electronic copies of evaluations must be maintained by district/division in accordance with applicable laws. 8. If any part of the evaluation is changed by the chain of command following the initial meeting with the employee, it must be returned to the employee’s evaluator within ten days from the date of submission. The evaluator will again meet with the employee to review the changes and resubmit the evaluation via chain of command. Reviewed: 04/06/2022 Revised: 05/09/2022 Rescinds: 02/24/2022 Effective: 06/05/2022 3.10 Page 7 of 9  SHERIFF’S POLICY MANUAL 9. The completed original evaluation with all supporting documentation will be submitted to Human Resources. Evaluations will be returned to command if they are not in accordance with policy. 10. The completed evaluation will be sent back to Human Resources within 10 working days. 11. All completed evaluations will be maintained in Human Resources for the time period mandated by Florida Statutes. 3.10.4 Appeal Process: Only performance criteria measured as “needs improvement” can be appealed through this process. The following appeal process will be used: A. Employees must first seek resolution with his or her immediate supervisor. B. If the matter remains unresolved, employees can appeal to the next level of supervision. This appeal must be submitted in writing within five working days and sent to the next level of supervision. C. The evaluator's supervisor will review the employee's appeal and render a written decision within ten working days either confirming or adjusting the initial evaluation. D. If the matter remains unresolved, employees can appeal to the Department Executive Director within five working days of the date a written decision was rendered by the evaluator's supervisor. E. The Department Executive Director will review the employee’s appeal and render a final written decision within ten working days either confirming or adjusting the initial evaluation. F. All appeals must be attached to the evaluation and forwarded to the Human Resources Director. 3.10.5 Training: A. All supervisory employees will be required to complete the prescribed training on the performance evaluation process. Performance evaluation training will consist of: Reviewed: 04/06/2022 Revised: 05/09/2022 Rescinds: 02/24/2022 Effective: 06/05/2022 3.10 Page 8 of 9  SHERIFF’S POLICY MANUAL 1. Writing performance expectations relevant to performance criteria. 2. Tracking techniques in delivering performance feedback. 3. Identifying effective and ineffective documentation relevant to current employment laws. 4. Preparing the overall performance evaluation. 5. Documenting performance needing improvement. 6. Determining future performance expectations and career development. B. All supervisory employees will attend any follow-up training related to performance evaluations deemed necessary by the command/bureau or department director. 3.10.6 Performance Evaluation Process Review: As needed, the Human Resources Director will review the utility and fairness of the performance evaluation process. The objectives of the review will be to ensure that the process is fair and impartial and is achieving established objectives consistent with sound personnel management. Reviewed: 04/06/2022 Revised: 05/09/2022 Rescinds: 02/24/2022 Effective: 06/05/2022 3.10 Page 9 of 9