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Policy 1001Santa Ana Police Department Santa Ana PD Policy Manual Copyright Lexipol, LLC 2024/01/30, All Rights Reserved. Published with permission by Santa Ana Police DepartmentEvaluation of Employees - 1Evaluation of Employees 1001.1 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. 1001.2 POLICY The Santa Ana 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. 1001.3 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. All sworn and non-sworn supervisory personnel shall attend an approved supervisory course that includes training on the completion of performance evaluations within one year of the supervisory appointment. 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 a supervisor's log An assessment of an employee’s job performance is an ongoing process. Continued coaching and feedback provides supervisors and employees with the opportunity to correct performance issues as they arise. Non-probationary employees demonstrating substandard performance shall be notified in writing of such performance as soon as possible in order to have an opportunity to remediate the issues. Such notification should occur at the earliest opportunity, with the goal being a minimum of 90 days written notice prior to the end of the evaluation period. Santa Ana Police Department Santa Ana PD Policy Manual Evaluation of Employees Copyright Lexipol, LLC 2024/01/30, All Rights Reserved. Published with permission by Santa Ana Police DepartmentEvaluation of Employees - 2Employees 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. 1001.3.1 RESERVE OFFICER EVALUATIONS Reserve officer evaluations are covered under the Reserve Officers Policy. 1001.4 FULL TIME PROBATIONARY PERSONNEL Non-sworn personnel are on probation for 12 months before being eligible for certification as permanent employees. An evaluation is completed every four months for all full-time non-sworn personnel during the probationary period. Sworn personnel are on probation for 12 months before being eligible for certification as permanent employees. Probationary officers are evaluated every four months during the probationary period. 1001.5 FULL-TIME PERMANENT STATUS PERSONNEL Permanent employees are subject to three types of performance evaluations: Regular - An Employee Performance Evaluation shall be completed once each year by the employee's immediate supervisor on the anniversary of the employee’s date of hire except for employees who have been promoted in which case an Employee Performance Evaluation shall be completed on the anniversary of the employee’s date of last promotion. Transfer - If an employee is transferred from one assignment to another in the middle of an evaluation period and less than six months have transpired since the transfer, then an evaluation shall be completed by the current supervisor with input from the previous supervisor. 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 when follow-up action is planned (action plan, remedial training, retraining, etc.). The evaluation form and the attached documentation shall be submitted as one package. 1001.5.1 RATINGS When completing the Employee Performance Evaluation, the rater will place a number in the column that best describes the employee's performance. The definition of each rating category is as follows: 1. DOES NOT MEET ESTABLISHED STANDARDS The employee is substantially and consistently below established standards and shows no signs of significant improvement. Efforts have been made to assist, train or empower the individual to improve performance, but efforts have not succeeded. Errors, omissions or inaccuracies are repeated even after the employee has been counseled or shown how to perform the work (a major error or problem of the most serious nature may be grounds for a "does not meet established standards" rating, irrespective of performance in other areas). The employee requires Santa Ana Police Department Santa Ana PD Policy Manual Evaluation of Employees Copyright Lexipol, LLC 2024/01/30, All Rights Reserved. Published with permission by Santa Ana Police DepartmentEvaluation of Employees - 3considerably more supervision, guidance or assistance to perform work than is consistent with the employee's experience and training. 2. NEEDS IMPROVEMENT The