229-evaluation-of-employees

Copyright Lexipol, LLC 2025/0 9/09, All Rights Reserved. Published with permission by Santa Clara County Office of the Sheriff Evaluation of Employees - 1 Santa Clara County Office of the Sheriff Custody Manual Evaluation of Employees 229.1 PURPOSE AND SCOPE The Santa Clara County Office of the Sheriff employee performance evaluation system is designed to record work performance for both the Sheriff's Office and the employee, providing recognition for good work , and developing a guide for improvement. 229.2 POLICY The Sheriff's Office 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 pursuant to the applicable collective bargaining agreement. 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 Sheriff's Office evaluates employees in a nondiscriminatory 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 ide ntity or expression, age, disability, pregnancy, genetic information, veteran status, marital status, and any other classification or status protected by law. 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. 229.3 FULL -TIME PROBATIONARY PERSONNEL Non-sworn employees are on original or subsequent probationary periods for the length of time prescribed by the applicable collective bargaining agreement before being eligible for certification as permanent employees. An evaluation is completed for all full-time non-sworn employees upon successful completion of training during the probationary period. Sworn personnel are on original probation for 18 months before being eligible for certification as permanent employees. Probationary Deputies are evaluated daily, weekly, and quarterly during the probationary period. Subsequent probationary periods are assessed pursuant to the applicable collective bargaining agreement. Probationary employees demonstrating substandard performance should be notified in writing 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 seven days' written notice prior to the end of the evaluation period. 229.4 FULL -TIME PERMANENT STATUS PERSONNEL Permanent employees are subject to t wo types of performance evaluations: Policy 229 Docusign Envelope ID: A70EB5FA-0D34-4F25-8761-07185296774D Santa Clara County Office of the Sheriff Custody Manual Evaluation of Employees Copyright Lexipol, LLC 2025/0 9/09, All Rights Reserved. Published with permission by Santa Clara County Office of the Sheriff Evaluation of Employees - 2 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. Permanent employees demonstrating substandard performance should be notified in writing 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. 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. 229.5 EVALUATION PROCESS 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. 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 completing the Employee Performance Evaluation, the rater will place a check mark in the column that best describes the employee's performance. The definition of each rating category is as follows: Outstanding - Performance well beyond the requirements of the position. It is exceptional performance, 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 - Performance of a fully competent employee. It means