Policy Text
\n\n--- Page 1 ---\n\nGAINESVILLE POLICE DEPARTMENT
GENERAL ORDER
TITLE ACCREDITATION
Performance Evaluations CALEA Chapters: 35.1.1.(a-d);
35.1.2; 35.1.4; 35.1.5(a-g); 35.1.6;
35.1.7 (a-c); 35.1.8
PROPONENT UNIT PRIOR REVISIONS
Personnel Division 07/01/01, 05/20/02, 04/17/03,
12/08/08, 08/20/19
ATTACHMENT: 0
NUMBER ISSUE DATE REVISION DATE TOTAL PAGES
35.1 07/01/98 09/16/2024 6
I. PURPOSE: This Order establishes guidelines for employee performance evaluations.
II. POLICY: In order to track and respond to an employee’s ability to meet expected work
standards, the Gainesville Police Department shall periodically evaluate each employee via a
formal performance evaluation instrument.
III. PROCEDURE:
A. Performance Evaluations:
1. Purpose and Objective: A performance evaluation is a quantitative and
qualitative evaluation and assessment of an employee’s job performance,
conducted for the purpose of appraising the employee’s productivity, knowledge,
skills, abilities, progress, and other work performance indicators. It also serves
as the foundation for employee development.
2. General Administration: Employees shall be evaluated by the immediate
(temporal) supervisor or trainer to whom they are assigned during a specific time
period. [CALEA 35.1.5.a]
3. Frequency of Administering Performance Evaluations: Evaluating
employee performance is an on-going responsibility and supervisors shall assess
a subordinate’s work productivity throughout the course of the employee’s
assignment with that supervisor.
i. New Regular Employees (Probationary):
a. Sworn members shall serve a twelve month probationary
period. The probationary evaluation will occur at the end of the
probationary period. It shall be based upon the expected
progress for the time in grade at the completion of a probationary
period. The probationary evaluation will be documented in
WorkDay.
1). Department Members hired as Non-Certified Police
Officers (City of Gainesville Job Title Code 7323) upon hire\n\n--- Page 2 ---\n\nGAINESVILLE POLICE DEPARTMENT
shall serve a twelve month probationary period. Once the
Department Member’s job classification changes to Police
Officer (City of Gainesville Job Title Code 7321) they shall
refer to the Fraternal Order of Police collective bargaining
contract which details probation periods.
b. Full-time non-sworn members shall serve a six month
probationary period. The probationary evaluation shall be based
upon the expected progress for the time in grade at the
completion of a probationary period. The probationary
evaluation will be documented in WorkDay.
c. Extensions to probationary periods may be approved in
accordance with applicable bargaining unit agreements.
iii. Promotional Probationary Employees: Employees promoted into a
higher classification/rank shall be evaluated based upon expected
progress for the length of time in grade at the completion of a
probationary period. [CALEA 34.1.6] The promotional probationary
evaluations shall be documented in WorkDay.
a. Sworn members shall serve twelve months’ probation in the
higher rank.
b. Non-sworn members shall serve six months’ probation in the
higher rank.
iii. Regular Full-Time Employees: All full-time employees, after their
initial probationary period, AND sworn reserve officers, shall be
evaluated at least annually, with the exception of the Chief of Police.
[CALEA 35.1.2] The annual performance evaluation shall be documented
in WorkDay.
If a department member’s probationary period ends in July, August or
September, the probationary evaluation also serves as their annual
evaluation. The evaluation cycle is conducted according to the fiscal year
(October 1 to September 30).
Sworn members covered by the FOP or PBA bargaining
agreement shall be evaluated at the completion of each fiscal year
for the previous twelve months (October 1st “common review
date”). They shall be transitioned to the “common review date” in
accordance with City of Gainesville Human Resources
Department procedures. [CALEA 35.1.5.a]
4. Evaluation Criteria: [CALEA 35.1.1.a and 35.1.4] Performance evaluations
are comprised of two sections:
i. Organizational Competencies: All employees are evaluated
regarding Organizational Competencies. This makes up 60% of the
evaluation. They are Adaptability and Fostering Innovation,
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Communication, Customer Focus, Safety and Technical Competency.
The behaviors that are defined are what it takes to “Meet Expectations.”
ii. Goals: Goals section makes up 40% of the evaluation and consist of 3
to 5 goals determined by the supervisor and employee. Raters shall also
include career counseling goals relative to the employee’s position.
[CALEA 35.1.7.b and 35.1.7.c]
Two predefined goals have been determined for certain employees:
Leadership Goal—Required for all supervisors and above. This goal
should be developed based on the individual’s need and the needs of
their teams.
Diversity Goal—Per policy EO-3, required for any MAPS employee who
reports directly to a charter officer or any MAPS employees with oversight
of 10 or more employees.
iii. Rating Scale:
The rating scale is 1 to 5.
1=Did not meet expectations
2=Needs Improvement
3=Met Expectations
4=Exemplary
5=Superior
Explanatory comments are required for all ratings. [CALEA 35.1.5.b]
iv. Evaluator/Appraiser Training: City of Gainesville HR provides in
person training classes. There are also online tools available within
Workday in the Talent and Performance folder. [CALEA 35.1.1.d]
v. Responsibilities of Evaluator/Appraiser:
Primary Responsibility: The employee’s immediate supervisor
shall have primary responsibility for completing and signing the
performance evaluation, and for reviewing it with the employee.
[CALEA 35.1.1.c]
a. The immediate supervisor shall solicit and include input
from any other supervisor(s) who had supervisory
responsibility for the employee for at least two months
during the evaluation period. Any supervisor who receives
a request to provide input shall contribute information
regarding the employee’s performance for the time he/she
was assigned to that supervisor.
b. When applicable, a District supervisor shall provide
input for a sworn employee’s performance evaluation.
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vi. Unsatisfactory Performance:
a. Supervisors shall document the date and time when an
employee is verbally advised of unsatisfactory/unacceptable
performance and the necessary corrective actions for reference
when completing the employee’s evaluation.
b. Supervisors shall advise employees in writing via an IOC
throughout, and prior to the conclusion of, the evaluation period if
any area of the employee’s performance is deemed
unsatisfactory/unacceptable. The IOC shall include the necessary
corrective actions for reference when completing the employee’s
evaluation. Supervisors shall maintain copies of any
communications advising an employee of
unsatisfactory/unacceptable performance. [CALEA 35.1.6]
c. When completing the performance evaluation form, supervisors
shall include any actions taken by the employee to improve
performance and the results of those actions.
d. Performance reviews by the internal review process (through
a preliminary inquiry, bureau or Internal Affairs review or
investigation) should be noted in the evaluation if the review of,
and action regarding, the incident has been concluded, and
resulted in corrective or disciplinary action.
e. Personnel Early Intervention System: See GO 26.5
Disciplinary System and Investigative Process. [CALEA 35.1.9]
vii. Forms: All regular employees are evaluated in WorkDay as detailed
above. [35.1.1.b]
B. Evaluation Review Process:
1. The evaluator in collaboration with the employee determines the 3 to 5 goals
and enters those in the system.
2. The evaluator should have regular conversations to let the employee know
how they are performing in relation to the organizational competencies and the
goals that were