St. Johns County Sheriff's Office Evaluations 2019 PDF

SJSO Evaluations Effective Date: 6/30/06 Policy 35.1 Amended Date: 5/21/19 ACCREDITATION STANDARDS CALEA: 33.8.1, 33.8.3, 35.1.1 a-d, 35.1.2, 35.1.4, 35.1.5 a-g, 35.1.6, 35.1.7 a-c, 35.1.8 CFA: FLA-TAC: 5.02 b FCAC: 6.01, 6.02 a-j, 6.03 a-c, 6.04 , 6.05 a-c Discussion: The SJSO is committed to evalu...

SJSO Evaluations Effective Date: 6/30/06 Policy 35.1 Amended Date: 5/21/19 ACCREDITATION STANDARDS CALEA: 33.8.1, 33.8.3, 35.1.1 a-d, 35.1.2, 35.1.4, 35.1.5 a-g, 35.1.6, 35.1.7 a-c, 35.1.8 CFA: FLA-TAC: 5.02 b FCAC: 6.01, 6.02 a-j, 6.03 a-c, 6.04 , 6.05 a-c Discussion: The SJSO is committed to evaluating its employees in a fair and impartial manner using valid, useful, and non-discriminatory procedures. This policy establishes the guidelines and process for the SJSO evaluation system. [33.8.3] [35.1.1] General.1 The performance evaluation system is a process that spans the entire rating period. Throughout the rating period, Supervisors should provide guidance and direction as determined necessary to improve employees’ performance and document consultation(s). A performance evaluation of each full-time and part-time employee and Reserve deputy, with the exception of the Sheriff, shall be conducted annually. [33.8.1 ][33.8.3] [35.1.2] Purpose and Objectives [33.8.1] [33.8.3] [35.1.1] [35.1.2] [35.1.7] [FCAC 6.02, b].2 Evaluation – A key component of employee development is a method by which the job performance of an employee is documented and evaluated. The evaluation system provides an objective method of appraising employee’s performance. The primary objective of the evaluation system for probationary employees is to facilitate retention decisions. The primary objective of the evaluation system is to ensure acceptable employee performance is maintained. The evaluation system also provides for career development consultation(s)..3 Evaluation reports may be used to: Assess the employee’s potential for possible future assignments. Assess senior status eligibility. Determine the employee’s training needs. Determine suitability and effectiveness in present assignment. Facilitate fair and impartial personnel decisions regarding probationary employees. Determine extension or end of probationary periods. Rating Periods [35.1.1, a].4 Evaluations are intended to measure an employee’s performance over a specific period of time or for a specific reason. Supervisors shall ensure the review reflects the proper period for which the employee is to be rated. Performance reviews shall be completed for the following reasons: Probationary. Law Enforcement Daily Acclimation. Annual. Special..5 All evaluations shall be based on the employee’s performance during the rating period. No evaluation period shall overlap any previous evaluation. [35.1.5, a] Supervisor’s Responsibility [33.8.1][33.8.3][35.1.1, c][FCAC 6.02, g].6 Supervisors shall continually counsel employees during the evaluation period on any area(s) of performance in which improvement is expected. Each Supervisor will keep written records and documentation and so he/she does not have to rely on memory when evaluating his/her employees. Evaluations 35.1, Page 1 of 12.7 Counseling of performance that may affect an employee’s annual evaluation will be documented on a Consultation Form SJSO-103 or other disciplinary format as appropriate. When completed, a copy of Consultation Form(s) will be provided to the employee and retained by the Supervisor for review. If the performance has not been corrected during the rating period, it should be documented on the evaluation and attached to the Consultation Form(s). [35.1.1, c] [35.1.2] [35.1.6] [FLA-TAC 5.02, b] A minimum of two (2) Consultation Forms or other form of documentation should be attached to support a Does Not Meet Standard rating. Performance that has been corrected should not be recorded on the evaluation form. [35.1.2].8 This policy in no way limits appropriate discipline as outlined in SJSO policy 26.4 Disciplinary Process or 26.1 Standards of Professional and Personal Conduct. [35.1.6] Training of Raters.9 All Supervisors who will be conducting evaluations shall receive training on the evaluation system and on rating methods. Human Resource is responsible for scheduling evaluation training. [33.8.1] [33.8.3] [35.1.1, d] [FCAC 6.02, g] Verbal and Written Consultation [FLA-TAC 5.02, b].10 A verbal counseling may be given by the Shift Leader/Supervisor or above at the first sign of unsatisfactory performance. A verbal counseling will not become part of the employee’s personnel file unless used to support a rating for an evaluation or to support disciplinary action. Supervisors should notate verbal counseling sessions to assist in monitoring improvement and ensure satisfactory performance is achieved..11 A Consultation Form SJSO-103 may be issued by the SGT/Supervisor or above to counsel an employee to improve his/her performance, work habits, behavior or attitude. This notice serves as a warning against further repetition of the unsatisfactory conduct. The Supervisor should utilize the occasion to identify and define the area(s) needing improvement and to inform the employee as to how such improvements can be realistically achieved. A Consultation Form shall be completed, signed by the employee, the Supervisor and the next level of Supervisor within five (5) working days. The employee will sign the Consultation Form and make written remarks, as he/she deems appropriate. If similar conduct occurs during a twelve (12) month period, the Consultation Form may be used as supporting documentation for future disciplinary action. Consultation Forms may be attached to annual evaluations as provided by this policy. Probationary Evaluations [35.1.1, b].12 Probationary Evaluation – Shall be conducted on all new hire personnel. New employees shall be placed on a minimum of twelve (12) months probationary evaluation from the date they perform the duties of the position. [FCAC 6.01] Note: Transfers involving a title or unit change occurring after completion of probation, will require a minimum of six (6) months’ probation unless they are part of a re-acclimation process..13 Documentation of performance for probationary employees assigned to a formal training program in Law Enforcement, Communications, or Corrections shall receive: Law Enforcement: [35.1.1, b] Daily Observation Report (DOR), completed in online program while in training. Initial Monthly Evaluation Report (MOR) - (SJSO Initial Monthly Evaluation LE SJSO-289, after Evaluations 35.1, Page 2 of 12 successful completion of the training program for the remainder of the probationary period. Transfer Probationary Evaluation – SJSO Employee Evaluation SJSO-102, for transfers after initial probation (i.e., promotions, transfers, etc.) Annual Evaluation - SJSO Employee Evaluation SJSO-102, after successful completion of the probationary period. For Reserve evaluations see policy 16.4 Law Enforcement Reserve Program. Communications: [35.1.1, b] Daily Observation Reports (DOR), completed in online program while in training. Monthly Evaluation Report (MOR) - SJSO Probationary Monthly Evaluation COMM SJSO-466, after successful completion of the training program for the remainder of the probationary period. Annual Evaluation - SJSO Employee Evaluation SJSO-102, after successful completion of the probationary period. Corrections: Daily Observation Report (DOR), completed in online program while in training. Monthly Evaluation Report (MOR) - SJSO Probationary Monthly Evaluation CORR SJSO-484, after successful completion of the training program for the remainder of the probationary period. Annual Evaluation - SJSO Employee Evaluation SJSO-102, after successful completion of the probationary period..14 Monthly evaluations shall be conducted and documented for probationary employees who are not assigned to the Law Enforcement, Communications, or Corrections formal training program using SJSO Employee Evaluation SJSO-102. [35.1.1, b] Exception: Corrections Administrative positions will use Probationary Monthly Evaluations SJSO-484. School Crossing Guards probationary evaluations will be done on a quarterly basis..15 The measurement ratings and instructions for completion of the Daily Observation and Monthly Evaluation reports are within Division Standard Operating Procedures/Training Manuals and issued to the newly hired employee by his/her respective Division. [35.1.1, b][35.1.4] Promotions.16 See policy 34.1 Promotions – Sworn and 34.2 Promotions – Civilian..17 Positions not covered by career service are exempt from the probation evaluation requirement. End of Probation.18 Upon completion of probation, the end of probation evaluation form shall be marked in the appropriate box and forwarded via chain of command to Human Resource. See policy 22.10 Personnel Actions, for procedures and notice requirements for extending probationary periods. Law Enforcement Daily Acclimation Evaluation.19 Daily Acclimation Evaluation – At the discretion of the division director, evaluation(s) may be conducted following an employee’s extended leave of absence due to transfer, military assignment, extended TDY, etc..20 Law Enforcement Daily Acclimation Evaluation SJSO-867(1), may be utilized for full-time, Reserve, and Supervisory employees. Upon completion, submit approved form(s) to Human Resource for retention. Evaluations 35.1, Page 3 of 12 Annual Evaluations [35.1.2].21 Annual Evaluation - The regularly scheduled annual evaluation for a regular employee. [FCAC 6.02, e].22 Annual evaluations shall be conducted and documented for all full-time and part-time employees, and Reserve deputies. Annual evaluations shall be reviewed by the employee’s chain of command (up to Division Director) and forwarded to Human Resource by 31 August. [35.1.2] [FCAC 6.02, e].23 The annual rating period for all regular status full-time and part-time employees, and Reserve deputies will be from 1 August of the preceding year to 31 July of the current year. [35.1.2 ][35.1.5, a][FCAC 6.02, e].24 If the employee’s annual evaluation is due during his/her probationary period, the employee shall receive only his/her probationary evaluation. The employee’s annual evaluations will begin immediately following the close of the employee’s probationary period and will cover the period to 31 July..25 If an employee’s job classification has changed, and they have more than one (1) supervisor during the rating period, a partial evaluation shall be completed at the time the transfer occurs. Non-probationary shift-to-shift transfers shall be completed by the current supervisor after consultation with previous supervisor(s). Special Evaluation [35.1.1, b][35.1.6].26 Special Evaluation – Occur as a result of an extension of probation, unsatisfactory performance or disciplinary issues. Shall be used to evaluate specific areas requiring performance improvement of regular status full-time and Reserve deputies..27 A special evaluation may be initiated during the rating period by any Supervisor in the employee’s chain of command, but must be completed by the immediate Supervisor. Special evaluations shall be given on a monthly basis for a period of three (3) months. Special evaluations may be extended for up to three (3) additional months, not to exceed a total of six (6) months..28 Consultation Forms SJSO-103, a Performance Improvement Plan SJSO-102C and any other related documentation shall be completed and attached to special evaluations. The final special evaluation does not require a Performance Improvement Plan..29 Prior to the end of the rating period, non-probationary employees will be advised, in writing, and in a timely manner whenever their performance is deemed to be unsatisfactory. [35.1.6] [FCAC 6.04].30 A non-probationary status employee, whose continued unsatisfactory performance is documented as Does Not Meet Standard on his/her annual evaluation, shall be placed on special evaluation for three (3) months to monitor performance and ensure satisfactory performance is achieved. If the employee does not achieve a Meets Standard rating at the end of the three (3) month period, the employee may be extended for up to an additional three (3) months prior to a determination of discipline, up to and including separation from the agency. [35.1.1, b] [35.1.6] [FCAC 6.04] This separation policy does not include cases where an employee is to be terminated or suspended for cause involving reasons for immediate termination as outlined in policies 26.1 Standards of Professional and Personal Conduct, 26.4 Disciplinary Process. Evaluations 35.1, Page 4 of 12 Traits to be Evaluated [35.1.1, a, b] [35.1.4] [35.1.7] [FCAC 6.02, d].31 Annually, all regular status full-time and part-time employees and Reserve deputies shall be evaluated on the following (see SJSO Employee Evaluation SJSO-102 for measurement definitions): Appearance. Attendance and Punctuality. Attitude Towards Work. Code of Ethics. Guiding Principles – Mission/Vision/Value Statements. Performance of Duties. Knowledge of Duties/Responsibilities/Agency Policies & Procedures..32 Supervisors will be evaluated on the above and the following: coordination, counseling/consultation evaluations, decision-making, and leadership. The SJSO Supervisor Evaluation Addendum SJSO-102D is completed. Raters will be evaluated by their Supervisors regarding the quality of ratings given employees. [35.1.8].33 Probationary patrol employees will be evaluated on criteria specific to their training program. These criteria are the same as the criteria evaluated during their formal training program. The criteria are listed and defined in the Field Training & Evaluation Program..34 Probationary Public Safety Telecommunicators will be evaluated on criteria specific to their training program. These criteria are the same criteria evaluated during their formal training program. The criteria are listed and defined in the Communications Standard Operating Procedure/Communications Training Officer Manual..35 Reserve deputies will have additional criteria of “not observed.” These criteria will indicate the Reserve deputy did not work sufficient hours during the rating period for the Reserve Supervisor to observe and rate their performance. [35.1.2] Evaluating Employees.36 Each employee will be evaluated by his/her immediate Supervisor. [33.8.1] [35.1.8] [FCAC 6.02, h].37 Prior to completing the evaluation form, raters will review the employee’s job description during that rating period. [35.1.1, c] [35.1.4] [FCAC 6.02, f] This review will serve to allow the rater to have the employee’s duties and responsibilities firmly in mind..38 Each employee will be consulted at the conclusion of the rating period on the following: [33.8.3] [35.1.1, c] [35.1.7] [FCAC 6.02, a] Results of the performance evaluation just completed/evaluation rating criteria; [35.1.7, a] New reporting period: Task of the position held, level of performance expected, and criteria used for ratings on the evaluation. [33.8.3] [35.1.7, b] [FCAC 6.02, a] [FCAC 6.05, a-c] Career counseling relative to such topics as advancement, specialization, or training appropriate for the employee’s assignment. See also policy 33.7 Career Development Program and Education Plan. [33.8.1] [33.8.3] [35.1.7, c] Completed Evaluation: Review and Signature [FCAC 6.03, a, b, c] Evaluations 35.1, Page 5 of 12.39 The rating Supervisor shall discuss all performance reviews with the affected employee in a formal review interview. After the review, the employee shall complete the employee’s section of the evaluation, sign and date the form and indicate if he/she agrees or disagrees with the evaluation. The employee will be given the opportunity to make written comments regarding the evaluation. [35.1.5, d] Reserves will be given an opportunity to review and sign their performance evaluation. To ensure Reserve evaluations are completed in a timely manner, the option exists for alternative forms of signature such as, electronic signature, scanned document with signature, and via phone with the Supervisor reviewing the evaluation with the Reserve. When the evaluation is done via phone, the Supervisor will initial on the evaluation form in the block stating the Reserve has authorized the Supervisor to conduct this type of evaluation. [35.1.2] [35.1.5, d].40 The completed evaluation will be forwarded through the employee’s chain of command, up to Division Director, for review and signature. [35.1.5, c] Reviewers at any level may make comments, but may not change the evaluation..41 After review by the employee’s chain of command, the Division Director will send the evaluations to Human Resource. [35.1.5, c] Annual and probationary evaluations that have one (1) or more area(s) marked “Does Not Meet Standard” will be forwarded by Human Resource to the Sheriff for review. All end of probation evaluations and special evaluations will be forwarded by Human Resource to the Sheriff for review. All other annual and probationary evaluations, after approval by a Division Director, will be filed upon receipt..42 The completed evaluation form will be filed by Human Resource and be retained as a personnel record. [35.1.5, g].43 At the request of the employee, Human Resource shall provide a copy of the evaluation to the employee. [35.1.5, e] [FCAC 6.02, i] Evaluation Forms & Measurement [35.1.1, b].44 Supervisors shall complete the forms by filling in the blanks noting: name, rank/title, division, ID number, hire date, rating period, and type of evaluation. [35.1.1, c].45 To complete the evaluation criteria section, place an X in the box next to the measurement criteria that reflects the employee’s rating. The measurement definitions are listed on the form next to each criteria. The ratings are Meets Standard or Does Not Meet Standard. [35.1.1, a, b] [FCAC 6.02, c] A rating of Meets Standard indicates the employee’s overall work performance is satisfactory for the defined rating period. A rating of Does Not Meet Standard indicated the employee’s overall work performance is unsatisfactory for the defined rating period..46 Supervisors shall write explanatory comments for all Does Not Meet Standard ratings, (see SJSO [35.1.5, a, b] Performance Improvement Plan SJSO-102C), and attach supporting documentation. FCAC 6.02, d].47 Any criteria that receives a measurement rating of Does Not Meet Standard requires the completion of a SJSO Performance Improvement Plan SJSO-102C. The rater will explain the performance issue and make Evaluations 35.1, Page 6 of 12 a recommendation(s) to achieve a Meets Standard rating. [35.1.5, a, b] [FCAC 6.02, d] Grievance/Disagreement [35.1.5, f] [FCAC 6.02, j].48 If an employee, probationary or regular, disagrees with the evaluation, he/she should indicate on the evaluation form and also indicate if he/she requests a review with the rater’s Supervisor..49 The employee must note in his/her written comments the reason for the disagreement, and the specific areas involved. An employee may make a note in the comment section of the evaluation form regarding any disagreement without requesting a meeting with the rater’s Supervisor..50 If the employee indicates he/she requests a conference with the rater’s Supervisor, the rater shall arrange a meeting between his/her Supervisor and the employee. The employee shall have the option of meeting without the rater present..51 After reviewing with the employee contesting the evaluation, the rater’s Supervisor shall provide a written explanation of the resolution..52 The Sheriff shall review all grieved evaluations..53 The employee must sign the evaluation as having been reviewed, even if he/she does not agree with the evaluation itself. ____________________________ Sheriff David B. Shoar Evaluations 35.1, Page 7 of 12 Evaluations 35.1, Page 8 of 12 Evaluations 35.1, Page 9 of 12 Evaluations 35.1, Page 10 of 12 Evaluations 35.1, Page 11 of 12 Evaluations 35.1, Page 12 of 12