EVALUATIONS 9.1
TEQUESTA POLICE DEPARTMENT
GENERAL ORDER
TITLE: PERFORMANCE EVALUATION PROGRAM
GENERAL ORDER: 9.1B
EFFECTIVE: September 12, 2012
RESCINDS: G.O. 9.1A
PAGES: 3
CONTENTS:
This order consists of the following numbered sections:
I. DUTIES AND RESPONSIBILITIES
II. RATER TRAINING
III. TYPES OF EVALUATIONS
IV. PERFORMANCE EVALUATION REPORT
V. CONTESTING PERFORMANCE REPORTS
VI. GLOSSARY
PURPOSE:
To establish guidelines for member job performance appraisals.
SCOPE:
This order applies to all members.
DISCUSSION:
The Police Department must be able to depend on satisfactory job performance from its members to
achieve agency objectives. The goals of the performance appraisal program will be to:
Maintain and improve member performance.
Foster and standardize fair and impartial personnel decisions.
Provide a medium for member counseling, coaching, and dialogue.
Facilitate proper decisions regarding member retention during introductory periods.
Provide an objective and fair means for measuring and recognizing individual performance.
Identify training and retraining needs.
Ensure the proper utilization of human resources.
Assure the public that agency personnel are qualified to carry out their assigned duties.
These goals can be accomplished only by daily observation, correction, and evaluation of member behaviors, which are
essential elements of good supervision and leadership.
POLICY:
Supervisors will complete performance reports for every full time member under their span of control.
PROCEDURE:
G.O. 9.1B
I.DUTIES AND RESPONSIBILITIES:
A.
The Chief is responsible for ensuring that performance appraisals are completed when due and forwarded to the
Village Manager’s office.
B.
A performance evaluation of each employee of this department will be conducted and documented by his/her
supervisor annually. The evaluation will occur in November every year.
1.
Raters are responsible for evaluating and rating a member’s job performance during the specific
rating period and the criteria used will be specific to the member’s assignment.
C.
All raters are to be evaluated by their supervisor regarding the quality of ratings given employees.
II. RATER TRAINING:
A performance appraisal manual will be provided to every supervisor and will serve as a
guide when completing evaluations.
III. TYPES OF EVALUATIONS:
A. Annual Evaluation:
Annual evaluation forms are issued by and completed in accordance with instructions from
the Village Manager and applicableadministrative regulations, which may include PBA and/or CWA contract
provisions.
B. Member counseling:
At the beginning of a member’s rating period he shall meet with his supervisor and
receive orientation concerning expectations. Topics covered during the orientation should include:
1.
The tasks of the position.
2.
The level of performance expected.
3.
The rating criteria to be utilized in the appraisal reports.
C. FTO Reports:
Field training officers submit daily evaluation reports which evaluate the training progress of
recruit officers during the on the job training phase of probation.
1.
Upon completion of the Field Training Program, evaluations will be done, at a minimum, semi-annually for the
remainder of the probationary period.
IV. PERFORMANCE EVALUATION REPORT:
The performance report is designed to be self-explanatory and
may be printed or typed. The following will highlight key points in the report:
A.Rating Categories:
Member performance will be evaluated in specific categories based on the job position held
during the rating period.
B. Rater Comments:
The rater will document the specific rating block number and provide comments for
each “above average” or “below average” rating given. Comments are encouraged but not required for
“average” ratings.
C. Member Review:
1.
The rater will meet with the member to discuss the results of the appraisal and the level of performance expected,
rating criteria, or goals for the new reporting period.
2.
The member will be given an opportunity to document any supporting or opposing comments to any ratings or
rater comments in the space provided.
3.
The rater and member will sign the performance report to acknowledge that the report was read and discussed.
D. Routing and Filing:
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G.O. 9.1B
1.
The original completed performance report will be provided to the member. A copy will be placed in the
member’s personnel file.
2.
All performance evaluation reports will be retained in accordance with personnel records prescribed by FSS
records retention schedule.
E. Utilization of Results:
Performance reports maybe used to determine member retention, training needs,
promotion or career advancement potential, and job effectiveness.
F. Substandard Performance:
Any member operating at substandard performance will be given written
notification prior to the end of their annual rating period. This notification will be completed by the member’s
supervisor and will contain specific information on the member’s performance.
G. Excellent/Outstanding Performance:
If a member is rated Excellent the rating must be
substantiated by comments.
Measurement Definitions:
H.
1.
Satisfactory (S)- Meets Standards and Objectives
2.
Unsatisfactory (U) – Does not meet Standards and Objectives Rating must be supported by detailed,
Quantified, objective and specific comments
3.
Not Applicable (NA)
I. Use of Forms:
1.
The rater and employee each review the employee’s job description and identify the expected Standards,
Criteria, Goals, and Objectives for the new reporting period using the space provided on the form.
2.
The rater and the employee then discuss the Performance Plan.
a.Discuss each Department Expected Standards/Criteria and/or Objectives and the department Standards of
Conduct.
b.Discuss the Performance Ratings.
c.Discuss what constitutes a Satisfactory, Unsatisfactory or Not Applicable entry.
3.
Entries will be made on the form and both the employee and the rater shall sign the Performance Plan.
V. CONTESTING PERFORMANCE REPORTS:
A.
The member may present facts that warrant a change in a rating during the appraisal review. If a change is agreed,
the new rating will be inserted on the report next to the original rating and circled. The member and rater will initial
the change.
B.
A member, who wishes to contest the results of their evaluation, may request a review by the Police Chief. The
request must be submitted in writing within 72 hours after the rater interview. The memorandum will state the specific
reason for the appeal. General dissatisfactions about ratings or vague complaints are not grounds for an appeal.
C.
If the member is dissatisfied with the results of the appeals process, the member may contact the Village
Manager’s Office and schedule an appointment to discuss the matter with the Village Manager.
D.
Any evaluation may be contested by full and part time sworn, and any civilian.
VI. GLOSSARY:
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G.O. 9.1B
RATER - The immediate supervisor of the person being rated.
REVIEWER - The supervisor of the rater who submits performance appraisal reports.
INDEXING:
APPEALS, PERFORMANCE REPORTS
APPRAISALS
CONTESTING PERFORMANCE REPORTS
EVALUATIONS
DRAFTED:
DJR/April 2, 2003/Filed: Eval 9.1B
APPROVED:
Pete Pitocchelli, Chief DATE: November 05, 2011
Tequesta, Florida
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