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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: August 8, 2014  Amends - GO 4.6.14 (January 21, 2013) Number: 4.6.14 Distribution: All Personnel Review Month: May Reviewing Authority: HRD / Employee and Labor Relations Subject: Performance Appraisals (Evaluations) This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this policy is to serve both management and the individual employee to document the employee's job p erformance in order to: support standardized, fair and impartial personnel decisions; maintain and improve job performance; provide a medium for personnel counseling and development; facilitate proper decisions regarding probationary employees; provide an objective and fair means for measurement and recognition of individual job performance within assignments in accordance with established standards; and identify training needs. 2. Policy It shall be the policy of the agency to utilize and maintain a fair and equitable performance evaluation system for all employees. 3. Definitions A. At Will - dismissal of a probationary employee with or without stated cause. B. Bi-Monthly - every other month. C. Career Development Plan – a written plan outlining mutually agreed up on goals for developing an employee’s career. D. Employee – for purposes of this policy, all full and part -time personnel compensated by the Sheriff and all Reserve deputies . E. Performance - actions taken or omitted with regard to specific functions, tasks, or assignments. F. Performance Evaluation - a written measurement of an employee's job performance by the employee's immediate supervisor. G. Performance Improvement Plan – a written plan documenting identified deficiencies and actions to improve performance. This plan includes a completio n date. 4.6.14 , Page 2 of 6 H. Probationary Employee - all employees who have not yet obtained career service status in their new positions, as defined under GO 4.4.1. I. Quarterly – every three months. J. Rater - the supervisor who evaluates the performance of a subordinate employee. K. Supervisor - includes all employees in a position of authority, managing and/or supervising subordinates, including but not limited to, first line supervisors and managers. 4. Procedu res A. Evaluation Period for All Personnel 1. The performance of all non -probationary employees, including part -time employees, will be evaluated annually on the employee's anniversary date using agency approved performance appraisal forms. The supervisor may complete other periodic evaluations as necessary. a. Evaluations will be completed annually on appointed staff personnel, non-sworn equivalent and above. 2. The performance of non-sworn probationary employees will be evaluated quarterly using agency approved performance appraisal forms. 3. Performance evaluations will only reflect the job performance of the employee within the designated rating period. Performance prior to or after the rating period should not be considered. 4. Raters shall complet e and forward evaluations to Human Resources prior to the merit date. Raters shall specifically notify Human Resources, in writing, if a merit increase is denied. a. Part-time employees are eligible for annual merit increases (with the exception of School Crossing Guards , who are only eligible for a one - time increase upon completion of five (5) years of service ). Merit increases for part -time employees are not retroactive. B. Annual Evaluation for Deputy Sheriff Trainee 1. The performance of probationary deputy sheriffs will be evaluated by field training officers or their immediate supervisor throughout the probationary period. Evaluations during the probationary period will be completed in accordance with the Field Training and Evaluation Program (FTEP) . 2. At the end of a new deputy sheriff’s Field Training Evaluation Period and probationary period, an annual evaluation reflecting their performance over the previous year will be completed. This evaluation will be forwarded to Human Resources for inclu sion in their respective personnel file. This annual evaluation will cover the new deputy sheriff's performance over the prior twelve (12) month period, and will be completed on the agency's annual evaluation form. 4.6.14 , Page 3 of 6 3. When a performance evaluation/merit notification memo on a new probationary deputy sheriff, who transferred from a non -sworn position, is received by the new supervisor, they shall review the special evaluation completed on the employee at the time of their transfer, as well as their perform ance since transferring to Uniform Patrol. The supervisor shall indicate on the notification memo what month of field training the new deputy is in. The annual evaluation will cover the new deputy’s performance over the prior twelve (12) month period, and will be completed on the agency’s annual evaluation form. The information will be used as a basis to approve or deny the merit request. If the merit increase is disapproved, there must be appropriate documentation attached to the form supporting the di sapproval. C. Documentation of Employee Evaluations 1. Employees will be evaluated on the relevant job task analysis and job description for their position . The evaluation criteria will be descriptive and measurable. 2. The job performance of subordin ates will be evaluated regularly as an element of the supervisor's or manager's job. 3. Supervisors shall document all formal counseling with employees regarding the positive or negative aspects of their job performance.