Palm Beach County Fire Rescue Employee Performance Review PDF

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: REGINALD K. DUREN FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: EMPLOYEE PERFORMANCE REVIEW PPM...

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: REGINALD K. DUREN FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: EMPLOYEE PERFORMANCE REVIEW PPM #: FR-A-104 ISSUE DATE EFFECTIVE DATE October 22, 2014 August 8, 2018 PURPOSE: The purpose of this policy is to provide a system by which supervisors may assess and evaluate the adequacy of individual performance in relation to job requirements and enable employees to recognize their own developmental, performance improvement needs, and to provide employees with the opportunity to correct inadequate performance. UPDATES: Future updates to this PPM are the responsibility of the Deputy Chief of Administration, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY:  Fire Rescue Administrator  Collective Bargaining Agreement, as may be amended. SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists. ATTACHMENTS: Attachment A: Employee Performance Review POLICY: Supervisors are responsible for accurately and fairly evaluating personnel under their supervision on the Employee Performance Review. The Supervisor and employee shall then sign the Employee Performance Review after an employee performance review conference. Employee Performance Reviews are not to be discussed by the Supervisor with the employee’s co-workers. PROCEDURE: 1. General: a. To evaluate the job classifications within the Fire Rescue Collective Bargaining Unit, a single Employee Performance Review (FR-A-104 Attachment A) shall be provided. The Employee Performance Review shall be maintained on the Fire Rescue computer system and can be found on the Fire Rescue Intranet site. b. The Payroll Section shall forward a list of all annual and 12-month probationary period Employee Performance Reviews due to the employee’s District Chief or Section FR-A-104/Page 1 of 5  Manager (as appropriate), approximately 30 days prior to the due date. This information is available on the G-drive/Roster. c. The District Chief or Section Manager (as appropriate) shall be responsible for ensuring all Employee Performance Reviews are completed and submitted on time. d. For the remainder of this policy, the term Supervisor shall be in reference to the person directly overseeing an employee. Operational Captains shall be the Supervisor for all Fire Rescue personnel working at a Fire Station. Lieutenants shall be consulted for all Employee Performance Reviews which employees they directly oversee. e. The District Chief or Section Manager (as appropriate) shall be responsible for ensuring timely notification occurs to all Supervisors. 2. All Employee Performance Reviews: a. General: i. Supervisors shall complete an Employee Performance Review (FR-A-104 Attachment A) for each subordinate. b. Conference i. The Supervisor and employee shall discuss the employees’ performance in detail during an employee performance review conference. ii. EMS Captains shall be notified so they may provide for specific comments and supporting documentation as they relate to the employee’s ability to perform ALS and BLS skills. EMS Captains may hold an employee performance review conference with the employee to discuss their performance in detail. c. Self-Evaluation: i. Each employee shall complete an Employee Performance Self Evaluation (FR- A-104 attachment C) prior to an Employee Performance Review, ideally two (2) to four (4) weeks prior. ii. Employee Performance Self Evaluations shall be signed by the employee and submitted to the Supervisor prior to the employee performance review conference. iii. The Employee Performance Self Evaluation original shall be attached to the Employee Performance Review. d. Addendum(s): i. All Employee Performance Reviews contain comment sections. If additional space is required, the Employee Performance Review Addendum (FR-A-104 Attachment D) shall be used. ii. The Employee Performance Review Addendum may be used by either the employee or Supervisor. iii. The Employee Performance Review Addendum(s) original shall be attached to the Employee Performance Review. e. Action Plans and Follow-up: i. At minimum, three (3) goals shall be identified in the Action Plan section of the Employee Performance Review. ii. Periodically throughout the employee performance review period, the Supervisor should provide both positive and negative feedback to the employee. Feedback shall be done in accordance with Professional Development (PPM FR-T-101) and Employee Development (PPM FR-A- 105). FR-A-104/Page 2 of 5  f. Signatures: i. All Employee Performance Reviews and Employee Performance Review Addendums shall be signed by both the employee and Supervisor after the employee performance review conference. ii. The employee’s signature on an Employee Performance Review does not necessarily imply the employee concurrence with everything contained within the Employee Performance Review, but merely that the employee has read the Employee Performance Review and the employee performance review conference occurred. iii. The appropriate next level supervisor shall also review and sign the Employee Performance Review, thereby assessing their own subordinate supervisor’s ability to correct, maintain or improve an employee’s performance. iv. Supervisors shall not alter any Employee Performance Review after the employee reviews and signs it. g. Ratings: i. If the employee feels the Supervisor has rated them incorrectly, they may discuss it with the next level supervisor. The next level supervisor may not, however, change the rating. ii. Bargaining unit employees may file a grievance over the performance rating provided such a grievance may not be taken to arbitration unless it involves a rating of unacceptable or needs improvement of a permanent (non- probationary) employee. iii. All unacceptable or needs improvement reviews require: 1. Complete documentation which shall be attached to the Employee Performance Review (one original) and signed by the employee and Supervisor. 2. A subsequent Special Employee Performance Review in four months. h. Document Retention: i. Once the employee, Supervisor, and next level supervisor have signed off on the Employee Performance Review, all original documents are to be forwarded to the Payroll Section. ii. If the employee requests a copy of the Employee Performance Review, a copy should be made once the District Chief or Section Manager (as appropriate) has signed off, and before it is forwarded to the Payroll Section. iii. Once sent to the Payroll Section, all original documents shall be filed within the employee’s personnel file. 3. Annual Employee Performance Review: a. Permanent status Bargaining Unit personnel i. All permanent status Bargaining Unit personnel shall receive an annual Employee Performance Review on, or before, the anniversary of their hire date or last promotion with Fire Rescue. ii. Employees shall receive step increases on the effective anniversary date or effective date of last promotion. iii. Employees receiving a rating of unacceptable or needs improvement on their annual Employee Performance Review will have the effective step increase rescinded and shall reimburse Fire Rescue the received step increase amount over the same time frame which it was paid by Fire Rescue. The step increase FR-A-104/Page 3 of 5  shall remain rescinded for the period of time their performance is unacceptable and shall not be paid retroactively. b. All permanent status non-Bargaining Unit personnel i. All permanent status non-Bargaining Unit personnel shall receive an annual Employee Performance Review on, or before, the anniversary of their hire date or last promotion with Fire Rescue. ii. No step increase shall be processed until the annual Employee Performance Review has been completed and processed. iii. Delays in the timely submission of Employee Performance Reviews caused by extenuating circumstances shall be taken into account. 4. Absence from Work: a. Employees (except probationary new hires) must work at least four (4) months out of each one (1) year rating period in order to have their performance accurately rated. b. Employees who work less than four (4) months shall not be rated, and therefore, shall be ineligible for annual step raises. c. Employees who are denied a step raise as described above, who then return to work in that rating period for at least four (4) months, and who receive at least a rating of “acceptable”, shall be given the annual step raise retroactive to the point at which the employee returned to work. 5. Special Employee Performance Review: a. If an employee does not correct an identified problem after counseling and/or disciplinary action (i.e., improve ALS skills, required documentation, complete inspections), the Supervisor should complete a “Special Employee Performance Review” even though the current rating period has not ended. b. During this Special Employee Performance Review, the Supervisor shall provide the employee a written description of the desired performance and offer the employee whatever assistance is necessary to bring the employee’s “needs improvement” performance up to an acceptable level. c. If not already on probation, firefighters and other 24-hour employees may be placed in a “needs improvement” or “unacceptable” status for four (4) months. d. Employees who are unable to achieve sufficient progress to raise their Special Employee Performance Review level to an “acceptable” rating during the four (4) months may face loss of assignment or recommendation for termination. 6. New Probationary Firefighters: a. Probationary firefighters shall receive Employee Performance Reviews at the completion of the recruit or applicable training program, at the completion of or six (6) months for non-operational employees; at the completion of eight (8) months continuous service with Fire Rescue and at the completion of eleven (11) months continuous service with Fire Rescue. b. Probationary firefighters shall have their six (6) month, eight (8) month, and eleven (11) month Employee Performance Reviews completed by their Supervisor within their assigned Battalion. c. Probationary firefighters must have their six (6) month and eight (8) month Employee Performance Reviews completed and submitted to the Payroll Section two weeks prior to the ending of that probation. FR-A-104/Page 4 of 5  d. Prior to the end of the twelve (12) month period, the employee’s Supervisor shall recommend either permanent status or termination for the probationary Firefighter on the Employee Performance Review (FR-A-104 Attachment A). 7. All Other Bargaining Unit Probationary Employees: a. All other probationary employees shall be evaluated two times during their twelve- month probationary period. These evaluations shall take place after six (6) months and prior to twelve months of continuous employment. b. Prior to the end of the twelve (12) month period, the employee’s supervisor shall recommend either permanent status or termination for the probationary employee on the Employee Performance Review (FR-A-104 Attachment A). 8. Promotion, Demotion (Bargaining Unit): a. Whenever an employee’s classification or assignment is changed due to promotion or demotion, an Employee Performance Review shall be completed by that employee’s new Supervisor before the fourth (4th) month in that new assignment or classification. b. In the case of promotions, a recommendation for permanent status or an extension of two months in “probation in a new classification status” shall be included in the Employee Performance Review. c. Annual reviews shall be done on the anniversary date of the employee’s promotion. 9. Temporary Duty Positions/Assignments: a. Whenever an employee is placed in a rotation program or temporary duty position/assignment (i.e., training instructor, public education, light duty, etc.) for a period of six (6) months or more, a Special Employee Performance Review shall be initiated by the Supervisor the employee is assigned to, prior to that employee returning to their permanent position. ______________________________ REGINALD K. DUREN FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR I-24, issued 12/15/1986 2. PPM#FR I-24, issued 11/24/2014 3. PPM#FR A-104, clerical 03/01/2018 4. PPM#FR A-104, revised 08/08/2018 5. PPM#FR A-104, revised 11/18/2021 FR-A-104/Page 5 of 5