SECTION 2

PERFORMANCE PLANNING AND REVIEW SYSTEM


2.01 Scope and Purpose

The purpose of this section is to set forth th...
4. Personal staff of judges and other persons who report directly to a judge will be exempt
   from this regulation.

5. T...
1. Upon original appointment, promotion, demotion, reassignment, or at the beginning of a
   review period:

       A. The...
3. Formal reviews shall take place once per year, either on the employee’s anniversary date
   or another date determined ...
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Employee Performance Evaluations

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Employee Performance Evaluations

  1. 1. SECTION 2 PERFORMANCE PLANNING AND REVIEW SYSTEM 2.01 Scope and Purpose The purpose of this section is to set forth the guidelines for implementing the Performance Planning and Review System. The primary focus is performance planning and communication between employees and supervisors regarding job performance. 2.02 Statements of Policy 1. The Performance Planning and Review System shall be used for, but shall not be limited to, the following purposes: A. To discuss the employee's duties and responsibilities, and mutual performance expectations, at the beginning of the review period; as well as to provide direction and training to the employee throughout the review period. B. To create a positive atmosphere for open communication that encourages timely and constructive feedback between employee and supervisor during the review period. C. To inform the employee of and make provisions for any current or future training needs. D. To provide documentation in support of recommendations for salary increases, promotions, demotions, reassignments, or terminations. 2. Employees shall not be assessed on job performance of duties and responsibilities which have not been defined and explained as part of the requirements of their positions. 3. It is the responsibility of the supervisor to initiate performance planning, provide feedback about the employee's performance during the review period, and conduct the performance review at the prescribed time. By mutual agreement of the supervisor and the employee, the employee may complete the Employee Self-Assessment Form and present it to his or her supervisor prior to the formal review. Rev. 7-97 Section 2 Page 1
  2. 2. 4. Personal staff of judges and other persons who report directly to a judge will be exempt from this regulation. 5. The Chief Justice or Chief Judge, or his or her designee, will determine the person responsible for evaluating the performance of employees in that particular court. 2.03 Definitions For the purpose of this section, the following definitions shall apply: 1. Employee Self-Assessment Form - The form used by an employee to assess his or her performance to be considered by the supervisor in preparing the employee’s performance review. 2. Performance Improvement Plan - The document which identifies job performance deficiencies and required improvements. 3. Performance Planning - The discussion between employee and supervisor that clarifies the employee's job duties and responsibilities, defines any goals to be accomplished, and outlines expected performance requirements for a specific review period. 4. Performance Planning and Review form - The form documenting dates of the review period, acknowledgment of the discussion between the supervisor and employee regarding performance planning, as well as an assessment of the results at the end of the review period. 5. Rater - The employee's current immediate supervisor or other supervisory or managerial employee designated by the chief justice, chief judge, or designee, to conduct the review of an employee's performance. 6. Review Period - The specified span of time during which an employee's performance is reviewed, as identified on the Performance Planning and Review form. 7. Special Recognition/Accomplishment form - The form which documents an employee's exceptional performance of a significant special project or assigned job duty. A letter or memorandum may also be used to document these accomplishments. 2.04 Procedures Rev. 7-97 Section 2 Page 2
  3. 3. 1. Upon original appointment, promotion, demotion, reassignment, or at the beginning of a review period: A. The supervisor shall meet with the employee to plan for the review period. The supervisor and the employee shall discuss the duties and responsibilities the employee is required to perform, job performance expected, and any goals to be accomplished during the upcoming review period. These duties and responsibilities shall be outlined in the employee's official position description or on a separate sheet of paper attached to the Performance Planning and Review form. B. The employee and supervisor shall sign and date the Performance Planning and Review form. The supervisor shall provide a copy (and any attachments) to the employee and maintain the original until time to prepare for the review. C. Within thirty days of the end of the employee's review period, the supervisor shall prepare the Supervisor’s Assessment segment of the Performance Planning and Review form, sign the form and make any necessary comments. During this same period, the employee may complete the Employee Self-Assessment Form, sign and date the form, and present the original to the supervisor. The supervisor and the employee shall schedule a time when they can meet to discuss the employee’s work performance during the review perio d. Following that discussion, the employee shall be furnished the completed Performance Planning and Review Form for his signature. Once signed, the original of the Performance Planning and Review Form, and the Employee Self-Assessment Form shall be placed in the employee’s official personnel file, with a copy provided to the employee. D. The signature of the employee on the Performance Planning and Review Form will indicate only that the employee's work performance and plan have been discussed with the employee and does not imply that the employee agrees or disagrees. In the event the employee refuses to sign the form, it shall be filed in the employee's official personnel file with a notation dated and initialed by the rater that the employee refused to sign. A copy shall be provided to the employee. 2. The performance of each employee shall be formally reviewed at the completion of the first six months of continuous service and thereafter, on an annual basis. However, the supervisor shall be responsible for providing feedback to the employee about his or her performance as often as is necessary during the review period. Rev. 7-97 Section 2 Page 3
  4. 4. 3. Formal reviews shall take place once per year, either on the employee’s anniversary date or another date determined by the chief justice or chief judge or their designees, with the same stipulation as stated in Section D.2. 4. At the discretion of the supervisor, an employee who is not performing his duties and responsibilities satisfactorily, may be placed on a Performance Improvement Plan for a period of time that is determined by the supervisor. The Performance Improvement Plan shall specify the duties and responsibilities the employee is deficient in and the corrective actions to be taken. If the employee does not satisfactorily perform the duties and responsibilities by the end of the specified period, the supervisor may recommend that the employee be separated from employment. By placing the employee on a Performance Improvement Plan, the supervisor is not guaranteeing the employee continued employment, since all employees of the Florida State Courts System are hired on an at-will basis, and therefore, may be terminated at any time, with or without cause, and with or without successful completion of the Performance Improvement Plan. Willful misconduct, including willful violations of personnel rules and regulations, criminal violations, and violations of the standards of conduct set forth in section 112.313, Florida Statutes, may be grounds for immediate termination and forfeiture of participation in a Performance Improvement Plan. 5. Significant or exceptional contributions in the performance of assigned duties, or on behalf of the State Courts System, may be recognized at any time. Examples of exceptional accomplishments include, but are not limited to, extraordinary accomplishments related to the employee's duties and responsibilities; exceptional contributions as a member of a project team; instrumental involvement in the implementation of innovative suggestions or new ideas that result in measurable increase in productivity; and the introduction of new processes or technology. Exceptional accomplishments may be documented in a letter, memorandum, or on the Special Recognition/Accomplishment form. Documentation should be specific and detail how accomplishments were exceptional. The form must be signed by the supervisor before being presented to the employee. A copy of the document shall be included in the employee's official personnel file. Rev. 7-97 Section 2 Page 4

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