Chief William E. Ridgway
Departmental Standards Directive
TITLE: EMPLOYEE PERFORMANCE APPRAISAL
CODIFIED:
CFA STD:
DATE OF ISSUE:
EFFECTIVE DATE:
RESCINDS/
AMENDS:
PAGES:
ATTACHMENTS
2.1
16.01-16.09
03.01.04
03.01.04
10.08.03
5
2
PURPOSE
The purpose of this directive is to establish guidelines for assessing the job performance of
Department personnel.
POLICY
This directive shall apply to all Department personnel. An accurate system of evaluation is of paramount importance to individual personnel and the Department in providing an objective and fair means for measurement and recognition of individual performance and specific needs. All or part of the employee performance appraisal procedure may be superceded by a collective bargaining agreement entered into between the Department and a recognized collective bargaining unit.
2.1-1

OBJECTIVES
2.1.1
The objectives of the employee performance appraisal system are to:

Allow fair and impartial personnel decisions;

Maintain and improve performance;

Provide a medium for personnel counseling;

Facilitate proper decisions regarding Members under intensive evaluation;

Provide an objective and fair means for recognition and measurement of individual performance in accordance with prescribed guidelines; and

Identify training needs.
MEASUREMENT DEFINITIONS
2.1.2
Below are the measurement definitions for all personnel.

Needs Improvement— Employee is consistently below average, with at least 25% of job duties, and needs improvement.

Below Standard— Employee needs slight improvement in a few areas, at least one but not more than 25% of job duties, doesn’t quite meet standards.

Meets Standards— employee satisfactorily performs all job duties listed in position’s job description as well as all individual goals set for the rating period.

Above Standards— Employee demonstrates proficiency in many categories and performs above the average. Should exceed expectations with at least 25% of job duties and assigned goals.

Outstanding— Employee consistently demonstrates proficiency in all aspects of their job.
Should exceed expectations with at least 75% of their job duties and assigned goals.
PROCEDURES
USE OF FORMS
2.1.3
Employee Performance Appraisal forms (2.1-A) and Employee Performance Appraisal
Instructions (2.1-B) will be provided by the Human Resources Office.
2.1-2

RATER TRAINING
2.1.4
Raters shall be trained to evaluate personnel and in the preparation of evaluation reports.
Training will be coordinated by the Human Resources Office.
RATER RESPONSIBILITIES
2.1.5
Raters shall ensure an individual's employee performance appraisal is based only on performance during the time period covered by the current rating period. All members of the
Department will receive an annual employee performance appraisal.
2.1.6
Individuals shall be evaluated using the following job-specific criteria:

Fulfillment of the duties and responsibilities of the individuals position;

Daily work production and work quality;

Statistical comparison with other personnel where possible;

Observations of the individual's dress, demeanor, attitude, cooperation, and condition of equipment.

Utilizing employee performance appraisal (Attachment 2.1-A)
2.1.7
Members will be rated by their immediate supervisor.
2.1.8
The supervisor (rater) will sign the completed evaluation form.
EMPLOYEE REVIEW OF APPRAISALS
2.1.9
Completed employee performance appraisal will be explained to the employee in a personal interview between the employee and the rater. The endorser may attend the interview, but not replace the rater.
2.1.10
The employee, if he or she so desires, will be given an opportunity to provide written comments, in memorandum form, to be attached to the employee performance appraisal.
2.1.11
The employee will sign the completed employee performance appraisal, indicating it has been read and understood.
2.1.12
A copy of the completed employee performance appraisal will be provided to the employee upon request.
2.1-3

2.1.13
Employee performance appraisals will be endorsed and signed by the rater’s supervisor.
UTILIZATION OF EMPLOYEE PERFORMANCE APPRAISAL RESULTS
2.1.14
Employee performance appraisals will be used to:

Determine individual training needs that have not been met;

Assess the strong points of the individual for possible future duty assignments;

Aid supervisors in conjunction with other evaluations for promotional consideration;

Determine suitability and effectiveness in the present assignment;

Assess ability for assuming added responsibility;

Assist the employee with career development needs;

Determine merit increases, if applicable.
CONTESTING EVALUATIONS
2.1.15
Employee performance appraisals may be contested through Article XVI Section 4,
Grievance Procedure, in the City of Deland’s Rules & Regulations.
RECORDS RETENTION
2.1.16
Employee performance appraisals will be maintained in conformance with State of Florida records retention schedules.
PERFORMANCE EXPECTATIONS
2.1.17
Employees will be counseled at the beginning of a rating period, or when transferred or promoted to another unit , concerning:

Tasks of the position occupied,

Level of performance expected, and

Criteria used for ratings on the evaluation.
2.1-4

SUBSTANDARD PERFORMANCE NOTICE
2.1.18
Within ninety days prior to the end of the rating period, non-probationary members will be given written notice of substandard performance.
UNSATISFACTORY OR OUTSTANDING RATINGS
2.1.19
Explanatory comments are required when an employee is given a performance rating of
“Unsatisfactory” or “Outstanding”.
ATTACHMENTS
2.1-A Instructions
2.1-B Performance Evaluation
DRAFTED: RIG—08/2003
REVISED: PCG—02/2004
2.1-5