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1001. Purpose
1002. Periods Of Reviews
1003. Responsibilities
1004. Review Coordination
1005. Performance Review Comments
1006. Performance Evaluation Dispute Resolution

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1000 EMPLOYEE PERFORMANCE REVIEWS

1001. PURPOSE. To provide the format for the mutual exchange of information about performance between the supervisor and employee, to determine successful completion of the probationary period, and determine eligibility for merit compensation. Through performance evaluations, supervisors will communicate to individual employees their performance expectations and department goals. Supervisors will assess the employee’s job-related performance and work to enhance overall job performance by providing direction and identifying training needs.
      Performance reviews and performance improvement plans may also be used when considering personnel actions for a regular employee.
1002. PERIODS OF REVIEW.
      1. Each regular employee shall be given a performance review during the probationary period. This can be done by completing the performance evaluation form or other documentation as appropriate.
      2. A formal performance evaluation will be completed:
         1. At the completion of the probationary period; and
         2. During the months of July and August each year for staff functions;
         3. During the month of September for Managers, Supervisors and Administrators; and
         4. At such time when an updated evaluation is necessary.
      3. If an employee changes assignment, position, or department during the performance cycle, performance up to that point will not be disregarded. The current supervisor shall complete an interim evaluation of the employee’s performance. The interim evaluation should be completed by the supervisor prior to the employee’s departure and sent with the Personnel Action Notice denoting the status change to the Human Resources Department for retention in the employee’s personnel file.
      4. The performance evaluation of Department Directors and Section Administrator/Managers shall include an evaluation of their compliance with this policy.
1003. RESPONSIBILITIES
      1. Each supervisor is responsible to set and communicate clear performance standards for his/her employees and to observe and discuss employee performance at the beginning of and throughout the review period. Evaluations are based on job-related performance during the review period. Supervisors may use as the basis for the performance evaluation, all information believed to be relevant to an understanding of the work performance and the employee and that is consistent with the scope of the job description
      2. The employee is responsible for understanding the duties and responsibilities required of the position, the employee work plan goals and measures, the
         core competencies and for asking any questions concerning those expectations and/or the evaluation process.
      3. Employees are responsible for contributing to the development of the performance objectives and for providing performance input throughout the evaluation period and explanation of actions occurring during the rating period.
      4. Employees are encouraged to record their perceptions of their working environment as well as their performance, accomplishments, training requests and future goals and objectives. Supervisors should review and incorporate these into the evaluation as appropriate.
      5. The employee shall receive a copy of the performance evaluation instrument delineating goals, objectives and core competencies to be evaluated and the year-end evaluation delineating performance The employee’s refusal to sign the performance evaluation form does not make the performance evaluation unofficial.
      6. At the end of the performance evaluation cycle, the supervisor will meet with each employee under his/her supervision and evaluate performance, discuss training needs and to establish goals and objectives for the next evaluation cycle.
1004. REVIEW COORDINATION. Primary responsibility for initiation of a performance review shall be the responsibility of the supervisor.
      1. Each employee shall be afforded an opportunity to provide the supervisor with a self-assessment of his or her job performance for the rating period. The employee should be asked to provide a self-evaluation at least two weeks prior to the evaluation meetings. A supervisor must review and consider the self-assessment when completing each employee’s performance evaluation.
      2. The supervisor or section administrator/manager shall forward the completed staff evaluations to the Department Director for review by September 1 of each year.
      3. The Department Director shall forward all completed evaluations for staff and managers, supervisors and administrators to the Human Resources Department by October 1 each year.
      4. The Human Resources Department shall allocate the approved merit budget in accordance with the following matrix indicating the maximum amount for each score:

         		Performance Evaluations Score
         Percentile Rank		1	2	3	4	5
         0.00	0.25	0.00%	0.00%	4.00%	5.00%	6.00%
         0.26	0.50	0.00%	0.00%	3.00%	4.00%	5.00%
         0.51	0.75	0.00%	0.00%	2.00%	3.00%	4.00%
         0.76	1.00	0.00%	0.00%	1.00%	2.00%	3.00%
         1.00	+	0.00%	0.00%	1.00%	2.00%	3.00%

      5. The Human Resources Department shall ensure that the evaluation results are made part of the employee's permanent personnel file.
1005. PERFORMANCE REVIEW COMMENTS. Each employee has the right to comment on their performance evaluation. If the employee chooses to do so in writing, such comments must be made during the evaluation period and will be included in their personnel folder.
1006. PERFORMANCE EVALUATION DISPUTE RESOLUTION. Under the City’s merit program, the direct relationship between performance evaluations and pay has the potential to result in differences of opinion between employees and their supervisor.
      Performance evaluations are not grievable. If an employee can demonstrate that the evaluation was arbitrary, capricious, illegally discriminatory, or wrong based on solid data, the employee can enter into dispute resolution with the Department Director.
      1. PROCEDURE:
         In order to ensure the speedy resolution of disputes related to the City’s Merit Program, the following procedure shall be followed. The expedited process from immediate supervisor to final decision is intended to resolve disputes in a timely fashion so that awards granted under the Merit Program are finalized in time for December distribution each year.
         1. The dispute resolution process is an open process that is not a grievance or appeal. No party has an absolute right to legal representation. The parties are expected to represent and speak for themselves.
         2. The employee shall make every effort to discuss their performance review candidly with their supervisor, expressing any disagreements they may have with statements made by their supervisor.
         3. The employee may add any comments they may have to the written performance appraisal for inclusion in the personnel file.
         4. An employee wishing to initiate the process for dispute resolution shall do so within 10 working days of receiving the performance evaluation, by submitting a written memo to the Department Director stating the employee’s wish to enter into dispute resolution and listing the specific parts of the supervisor’s appraisal with which the employee disagrees and explaining the nature and extent of the disagreement. The employee shall attach copies of any relevant supporting documentation. If the employee wishes to have a meeting with the Department Director, the employee must request it in a written memorandum to the Department Director. A copy of the completed form shall be provided to the Department Director and to the Human Resources Department.
         5. The Department Director will review the performance evaluation and all supporting documentation.
         6. The Department Director may contact the employee and/or the supervisor to obtain clarification or additional information.
         7. The Department Director will meet with the employee and/or supervisor if necessary or if the employee specifically requested a meeting within five (5) working days of receipt of the request for a dispute resolution meeting by the employee.
         8. The Department Director shall then issue his/her written decision within five (5) working days. The response should indicate one of the following:
         1. The Director agrees with the evaluation
         2. The supervisor will revise the evaluation;
         3. The supervisor will complete a new evaluation;
         4. The Director will revise the evaluation; or
         5. The Director will complete a new evaluation.
         9. The decision issued by the Director shall be final and binding.
         10. Employees who are direct reports to a Department Director may appeal their evaluations to the Assistant City Manager or another Director appointed by the Director of Human Resources.