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
C. To inform the employee of and make provisions for any current or future training
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.
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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.
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
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
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.
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1. Upon original appointment, promotion, demotion, reassignment, or at the beginning of a
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
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.
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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.
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