ADMINISTRATIVE PROCEDURE



SUBJECT:                                       Number Effective Date:          Page 1 of 4
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Administrative Procedure
II-9 EMPLOYEE PERFORMANCE EVALUATIONS
Effective: November 15, 2000
Page 2 of 4


PROCEDURE:

An e...
Administrative Procedure
II-9 EMPLOYEE PERFORMANCE EVALUATIONS
Effective: November 15, 2000
Page 3 of 4


5.   If at any t...
Administrative Procedure
II-9 EMPLOYEE PERFORMANCE EVALUATIONS
Effective: November 15, 2000
Page 4 of 4


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Microsoft Word - II- 9 Employee Perf Eval 111500

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Microsoft Word - II- 9 Employee Perf Eval 111500

  1. 1. ADMINISTRATIVE PROCEDURE SUBJECT: Number Effective Date: Page 1 of 4 EMPLOYEE PERFORMANCE II-9 Issued: 9/1/93 EVALUATIONS Revised: 11/15/00 PURPOSE: To provide guidelines for conducting periodic reviews of each employee's job performance. The policies and Procedures herein apply to all District employees except Unrepresented Management, unless otherwise addressed by an applicable Memorandum of Understanding. POLICY: It shall be the policy of the District that: 1. The purpose of performance evaluations is to help employees perform in accordance with stated organizational goals, promote a better understanding of job specific expectations, facilitate communication between the employee and the supervisor, help employees develop and maintain good job skills and prepare for job/career advancement, acknowledge outstanding performance, and document the employee's progress toward fulfilling performance standards in areas needing improvement. 2. Performance evaluations should be an inherent part of the ongoing supervision process by which employees are informed of their performance expectations, and periodically advised of their progress and any performance deficiencies. They should not contain any surprises for the employee. 3. The performance of every employee shall be formally evaluated in writing at the end of the first three months and the first six months in a classification, and no less than annually thereafter. An employee's performance may also be formally evaluated at other than the above scheduled times, for specific reasons. 4. The formal evaluation process should include adequate time for discussion before the evaluation is finalized and the employee shall have an opportunity to respond to the supervisor's evaluation after it is finalized.
  2. 2. Administrative Procedure II-9 EMPLOYEE PERFORMANCE EVALUATIONS Effective: November 15, 2000 Page 2 of 4 PROCEDURE: An employee shall generally be evaluated by his / her immediate supervisor. In some cases, a supervisor may consult with others in order to make a comprehensive evaluation. 1. When an employee changes supervisors at any time during an evaluation period, but remains in the same classification, it shall be the responsibility of the supervisor in charge of the employee for the majority of the evaluation period to prepare an evaluation for the entire period, with input and recommendations from the other supervisor. When an employee changes classifications, and starts a new probation period, this starts a new evaluation schedule. 2. At the start of each evaluation period, the supervisor will meet with each employee to discuss (1) the District mission statement and goals & objectives; (2) the employee's major job responsibilities related to the mission and goals & objectives and his/her class description; (3) specific objectives (milestones) the employee shall accomplish during the evaluation period; and, (4) the factors by which performance will be evaluated. The supervisor and employee will also discuss training needs to support the employee's plan for performance, and will complete a training plan. Finally, the supervisor and employee will review the performance evaluation form and discuss each factor. The supervisor and employee will document this meeting by completing and signing the Performance Evaluation Discussion form (see attached sample). The supervisor and employee will each keep a copy of the signed form, and the supervisor shall send a copy to Human Resources for inclusion in the employee's file. 3. Evaluations will be based primarily on observable facts such as inspection of work done on a sampling basis, review of employee reports, review of activity reports/time logs, achievement of agreed upon goals, and a review of attendance. Secondary considerations may include an analysis of compliments and complaints received, and discussions with other employees or persons affected by the work or who give the employee direction. 4. At the end of the evaluation period, the supervisor shall first prepare a draft of the evaluation and provide it to the employee in advance of any meeting to discuss it. After the employee has had a chance to review the draft, a meeting will be scheduled by the supervisor within a reasonable period of time to discuss the draft with the employee. After this discussion occurs, the supervisor shall prepare a final evaluation.
  3. 3. Administrative Procedure II-9 EMPLOYEE PERFORMANCE EVALUATIONS Effective: November 15, 2000 Page 3 of 4 5. If at any time during the evaluation process, the supervisor anticipates giving the employee an evaluation which is to be less than an overall satisfactory rating, the supervisor shall discuss this conclusion with the next level supervisor or department/division manager. 6. The employee shall have the right to prepare and have attached to the final evaluation form any written comments which the employee wishes to make. 7. An employee who is given an overall rating of less than satisfactory shall be given a written Performance Improvement Plan (PIP) by their supervisor which shall be attached to the evaluation (see attached sample). Use of this specific form is optional; it is the elements listed that are important. Subsequently, if the supervisor believes the performance issue has been resolved, he/she shall prepare a Memorandum to the employee stating that fact, a copy of which shall be attached to the evaluation / PIP in the file. 8. The employee’s signature on an evaluation form or PIP represents receipt thereof and indicates only that the employee has seen the form and had an opportunity to discuss it with his/her supervisor. If an employee refuses to sign an evaluation form or PIP, a notation to that effect shall be made on the form which shall then be processed in the usual manner. 9. The employee shall be given a copy of the evaluation form at the time that the supervisor and employee sign it. The original will be processed through the chain of command for placement in the employee's personnel file maintained by the Human Resources Division. RESPONSIBILITY: 1. The employee's immediate supervisor provides the employee with a clear explanation of his/her duties and responsibilities and the supervisor’s performance expectations. The immediate supervisor conducts the ongoing evaluation of work performance, and prepares a formal written performance evaluation when it is due. 2. Department heads shall insure that all employees assigned to their departments are evaluated in accordance with this procedure and that evaluations are returned to the Human Resources Division by the due date. 3. The Human Resources Division issues the appropriate performance evaluation forms prior to the evaluation date, receives and maintains completed evaluations in the employee’s personnel file, monitors the performance evaluation program, assists and
  4. 4. Administrative Procedure II-9 EMPLOYEE PERFORMANCE EVALUATIONS Effective: November 15, 2000 Page 4 of 4 trains department heads and supervisors as necessary, and reports overdue evaluations to the affected department head and the General Manager's office. APPROVED: Walter J. Bishop General Manager Attachments: Exhibit A -Performance Evaluation Procedure Exhibit B - Instructions for Completion Exhibit C - Sample Performance Improvement Plan Exhibit D - Secretarial Evaluation Form Exhibit E - Clerical Evaluation Form Exhibit F - Operations & Maintenance Employee Evaluation Form Exhibit G - Supervisory / Managerial Evaluation Form Exhibit H - Engineering Technician Evaluation Form Exhibit I - Sample Discussion Form

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