2.13
Ocala Police Department
Department Directive
Heading:
Personnel
Category:
Performance Evaluations
Department Directive:
2.13
Index:
Performance Evaluation, Performance Evaluation Report (P.E.R.), P.E.R. Rating System, P.E.R. Procedures, Probationary
Evaluations, Report Retention and Distribution, Employee Performance Log
Effective:
07/17/06
Revised:
07/16/12
Reviewed:
04/16/12
CFA Standard:
13.08, 13.09, 13.10, 13.11, 16.01, 16.02, 16.03, 16.04, 16.05, 16.07, 16.08, 16.09
Purpose:
The Performance Evaluation Report provides a comprehensive method by which all members of the Department are evaluated on their individual performance relative
to their position and duties. Performance Evaluation Reports assist in identifying personal goals and objectives, identifying individual training needs, making careful
analysis of a member's work performance, recognizing the efficient employee and guiding him/her to fullest development, and providing a medium for personnel
counseling.
Policy:
It is the policy of the Ocala Police Department to provide a system for evaluating the work performance of its members and to require that each member be evaluated at
least annually. A member will be counseled by a supervisor at the beginning of the rating period to define expectations and goals.
A.
Performance Evaluation
1. The Performance Evaluation is comprised of two evaluation sections.
a.
The main evaluation assesses the member's performance of dimensions, traits, and responsibilities commensurate with the member's job function.
b. The remaining section of the Performance Evaluation Report addresses specific tasks for the position which the member is assigned.
2. Each of these sections is provided with a standard rating scale to reflect the level of performance.
B.
Performance Evaluation Report (P.E.R.)
1. Performance Evaluation Reports assist in identifying personal goals and objectives, identifying individual training needs, making careful analysis of a
member's work performance, recognizing the efficient employee and guiding him/her to their fullest development, and providing a medium for personnel
counseling.
2. Performance Evaluation Reports are utilized for providing any merit based salary increases for members. In addition, these reports are also used in the
selection process for transfer into a specialized unit as well as in the promotional process. Members that are candidates for transfer into a specialized unit
are assessed for their suitability, in part, by review of their past performance evaluation reports. A member requesting consideration to participate in a
promotional process, must have received a satisfactory or above rating on his/her previous annual performance evaluation report before he/she is considered
eligible.
C.
Performance Evaluation – Rating System
1. The front page of the Performance Evaluation Report provides the rating legend utilized for rating the member's performance. The rating legend is a follows.
Description:
Above Satisfactory: Employee has good understanding of task requirements; consistently performs tasks at high level of efficiency and effectiveness.
Satisfactory:
Employee understands and meets task requirements.
Below Satisfactory: Employee has knowledge of task requirement but sometimes fails to perform tasks satisfactorily. Employee should strive to be more
efficient.
Not Observed (N/O): Should be indicated for factors that are not applicable to the particular position being evaluated or which the employee has not
performed during the evaluation period.
D.
Performance Evaluation – Procedures
1. The evaluation of a member's performance will be made by the member's immediate supervisor based on their observation of the member for the time
period indicated. It will represent the supervisor's best judgment of the member's performance. Performance evaluations will be forwarded to the Chief of
Police, through the chain of command, for review and approval before presentation to the employee.
2. Once the PER has been approved, the rater will review the evaluation with the employee and discuss the strengths, weaknesses, and whether the member
met the established goals and objectives. The discussion will specifically address the performance during the rating period. This review will also serve as the
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instrument through which the supervisor will discuss the goals and objectives set forth for the next rating period. This will include the tasks for the position
occupied as well as the level of performance expected. The supervisor will counsel and provide guidance to the member which includes the criteria used to
determine whether the member has attained these goals.
If the rater indicates performance ratings either above or below satisfactory on the rating legend on page 1 of the performance evaluation report, explanatory
comments are required to substantiate the rating.
Employees should be continually evaluated by supervisors through the Employee Performance Log system. When properly done the Employee Performance
Log system will remind supervisors of pending goals of subordinates and alert a supervisor to substandard performance trends. The member will be aware
of performance issues as they receive quarterly logs. Follow-up to unsatisfactory marks on a PER can be documented on the Employee Performance Log to
demonstrate improvement and development of the member.
A section above the employee's signature is provided for the member to briefly write any comments they wish to make about their evaluation. In the event
that the member indicates that he disagrees with the evaluation, but does not intend to formally disagree, he may use the comments section to write a brief
rebuttal. If the member needs more space or time to respond, he may prepare his response in writing within 5 working days following the receipt of the PER.
The response will be given to the supervisor, who will forward it through the chain of command. The response will be attached to the PER. If the member
wishes to formally disagree with the evaluation, the member may follow the Grievance Procedure as established by Departmental Directives or applicable
collective bargaining agreement.
Members will be evaluated at least annually. Supervisors constantly assess their subordinates work performance during the course of their work. This
performance is oftentimes reflected in monthly reports, and memorandums presented to the chain of command. Constant feedback is essential for
developing employees and assuring proper work performance. If a supervisor recognizes a member's performance to be substandard, the supervisor will
provide the member with written notice outlining the deficient performance prior to the annual PER. This written notice may be in the form of a
memorandum or "Employee Notebook" activity sheet. The supervisor will counsel the member for corrective action. Performance Evaluation Reports
(PERs) will be prepared and submitted through the chain of command in a manner timely with their due dates. Raters/Supervisors will sign the
Performance Evaluations for their employees
When an employee has worked under more than one supervisor within the evaluation period, generally:
a.
The supervisor who oversaw the employee for the longest period of time will be the primary rater
b. The supervisors will have a face-to-face conference for discussion of the evaluation
c.
The Performance Evaluation Report will be signed by the supervisors involved
If a member has worked in a job function for more than ninety (90) days during his current evaluation period and is promoted, demoted, or transferred to a
substantially different job assignment, a "Close Out" Performance Evaluation Report will be completed by the former supervisor at the time of transfer. Any
merit adjustment or award applicable resulting from the Close Out PER will be applied (pro-rated) to the full-month portion of a year encompassed by the
PER. The employee's annual performance report date will be changed to match the date of the promotion, demotion, or transfer.
a.
Career development step promotions where the essential job functions are little changed are exempt from preparation of "Close-Out" PERs, e.g.,
Communications Technician 1 to Communications Technician 3, and Crime Scene Technician 1 through Crime Scene Technician 2.
b. Intradepartmental transfers of members between job functions where essential job functions are little changed are exempt from preparation of "CloseOut" PERs, e.g., Administrative Specialists from section to section, Police Officers from patrol assignment to investigative assignment.
c.
The supervisor receiving a newly transferred member will review the goals and objectives currently set for the member and will revise such goals and
objectives as appropriate. All goal revisions will be communicated to the affected member, shall be documented (Transfer Evaluation Form), and
attached to the subsequent PER for that member.
Supervisory Personnel responsible for preparing Performance Evaluations for subordinates will receive training to enhance this process. Training will
include techniques for evaluating performance, use of current Evaluation Forms, Processes for Reporting, and Personnel Counseling. Supervisors may
obtain a performance evaluation form via a networked workstation by opening and copying the appropriate PER template from the intra-department
network folder "f:\apps\forms\". The supervisor rating the employee will complete the Performance Evaluation Report as directed on the form.
a.
The Supervisor will use the measurement definitions as described on the front of the evaluation form when referring to Work Habits and Personal
Factors in each category
b. Supervisors are responsible for timely completion and submission of Performance Evaluation Reports
Probationary evaluations completed for the first 6 month period will be printed on blue paper; annual evaluations will be printed on white paper. When a
probationary member's annual evaluation is submitted, the Chief or Deputy Chief will indicate whether the member has been released from probation or the
probation has been extended.
E.
Probationary Evaluations
All entry level probationary members will be evaluated at the sixth and twelfth month of their employment. The purpose of the more frequent evaluation is to
provide the probationary employee and the Department with a clear, up to date, assessment of the employee's progress and proficiency. Probationary Evaluations
will be completed on the same form used for non-probationary members and are subject to the same policies and procedures.
F.
Report Retention And Distribution
Performance evaluation reports will be filed in the member's personnel file indefinitely. Each member will be provided a copy of the completed evaluation report.
G.
Employee Performance Log
With the exception of the Office of the Chief of Police and the Deputy Chief of Police, all Department supervisors will complete quarterly Employee Performance
Logs on their subordinates (full-time and part-time) by the 15th of the month for the preceding quarter’s activity. A supervisor may choose to do more frequent
Employee Performance Logs to address performance based issues if needed. Employee Performance Logs are found on the OPD Shared Drive system.
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