Policy Text
Policy
1002Fremont Police Department
Evaluation of Employees
1002.1 PURPOSE AND SCOPE
The Department's employee performance evaluation system is designed to record work
performance for both the Department and the employee, providing recognition for good work and
developing a guide for improvement.
1002.2 POLICY
The Fremont Police Department utilizes a performance evaluation report to measure performance
and to use as a factor in making personnel decisions that relate to merit increases, promotion,
reassignment, discipline, demotion, and termination. The evaluation report is intended to serve as
a guide for work planning and review by the supervisor and employee. It gives supervisors a way
to create an objective history of work performance based on job standards.
The Department evaluates employees in a non-discriminatory manner based upon job-related
factors specific to the employee’s position, without regard to actual or perceived race, ethnicity,
national origin, religion, sex, sexual orientation, gender identity or expression, age, disability,
pregnancy, genetic information, veteran status, marital status, and any other classification or
status protected by law.
1002.3 EVALUATION PROCESS
Evaluation reports will cover a specific period of time and should be based on documented
performance during that period. Evaluation reports will be completed by each employee's
immediate supervisor. Other supervisors directly familiar with the employee's performance during
the rating period should be consulted by the immediate supervisor for their input. When an
employee changes assignments or positions in between evaluation periods, the current supervisor
will document the transferring employee's performance within a full evaluation or memo format
with the approval of a division commander.
All supervisory personnel shall attend an approved supervisory course that includes training on
the completion of performance evaluations within one year of the supervisory appointment and
prior to authoring a performance
Each supervisor should discuss the tasks of the position, standards of performance expected
and the evaluation criteria with each employee at the beginning of the rating period. Supervisors
should document this discussion in the prescribed manner.
Assessment of an employee's job performance is an ongoing process. Continued coaching and
feedback provides supervisors and employees with opportunities to correct performance issues
as they arise.
Non-probationary employees demonstrating substandard performance shall be notified in writing
of such performance in a timely manner in order to have an opportunity to remediate the issue(s)
prior to the end of the evaluation period.
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Evaluation of Employees
Employees who disagree with their evaluation and who desire to provide a formal response or a
rebuttal may do so in writing in the prescribed format and time period.
1002.3.1 RESERVE OFFICER EVALUATIONS
Reserve officer evaluations are covered under the Reserve Officers Policy.
1002.4 FULL-TIME PROBATIONARY PERSONNEL
Following successful completion of the Field Training Program (officers) or other formal training
program (professional employees), a probationary evaluation will be completed every six months
utilizing the appropriate regular evaluation template and indicating that that the evaluation
is a probationary evaluation.Six-month probationary evaluations must be completed until the
employee has successfully completed their probationary period.
1002.5 FULL-TIME PERMANENT STATUS PERSONNEL AND PART-TIME EMPLOYEES
Permanent employees and temporary part-time employees are subject to three types of
performance evaluations:
Regular - Employee Performance Evaluations shall be completed by the employee's immediate
supervisor at least annually. Employees on a six-month shift rotation will receive a regular
evaluation every six months.
Personnel Action Recommendation - If an employee is due for a pay step increase or other
Personnel Action in the middle of an evaluation period, then a memo documenting satisfactory
job performance may be required to recommend the Personnel Action.
Special - A special evaluation may be completed any time the rater and the rater's supervisor feel
one is necessary due to employee performance that is deemed less than standard. Generally,
the special evaluation will be the tool used to demonstrate those areas of performance deemed
less than standard and document any follow-up action planned (action plan, remedial training,
retraining, etc.). The evaluation form and the attached documentation shall be submitted as one
package.
1002.5.1 RATINGS
When completing the Employee Performance Evaluation, the rater will utilize the following rating
categories that best describes the employee's performance. The definition of each rating category
is as follows:
Outstanding - Is actual performance well beyond that required for the position. It is exceptional
performance, definitely superior or extraordinary.
Exceeds Standards - Represents performance that is better than expected of a fully competent
employee. It is superior to what is expected, but is not of such rare nature to warrant outstanding.
Meets Standards - Is the performance of a fully competent employee. It means satisfactory
performance that meets the standards required of the position.
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Needs Improvement - Is a level of performance less than that expected of a fully competent
employee and less than standards required of the position. A needs improvement rating must be
thoroughly discussed with the employee.
Unsatisfactory - Performance is inferior to the standards required of the position. It is very
inadequate or undesirable performance that cannot be tolerated.
The rater should document the employee's strengths, weaknesses, and suggestions for
improvement. Any rating under any job dimension identified asneeds improvement, unsatisfactory
or outstanding shall