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Copyright Lexipol, LLC 2021/09/30, All Rights Reserved. Published with permission by Santa Monica Police Department Evaluation of Employees - 1 Santa Monica Police Department Santa Monica Police Department Policy Manual Evaluation 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, to provide recognition for good work and to develop a guide for career/work planning, and performance improvement. 1001.2 POLICY The Santa Monica 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 e mployees in a non -discriminatory manner based upon job- related factors specific to the employee’s position and assignment, without regard to actual or perceived race, ethnicity, national origin, religion, sex, sexual orientation, gender identity or express ion, 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 docum ented 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 civilian member 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 dis cuss the tasks of the position, standards of expected performance 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 pe rformance 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 writin g of such performance as soon as possible in order to have an opportunity to remediate the issues. Such written notification shall occur at the earliest opportunity, with the goal being a minimum of 90 days before the end of the evaluation period. Policy 1001 Copyright Lexipol, LLC 2021/09/30, All Rights Reserved. Published with permission by Santa Monica Police Department Evaluation of Employees - 2 Santa Monica Police Department Santa Monica Police Department Policy Manual Evaluation of Employees An employee who disagrees with his/her evaluation and who desires to provide a formal response, or a rebuttal may do so in writing in the prescribed format and time period outlined by the employee's memorandum of understanding. 1001.4 FULL TIME PROBATIONARY PERSONNEL Civilian members are on probation for 12 months before being eligible for certification as permanent employees. An evaluation is completed monthly for all full-time civilian members during the probationary period. Sworn personnel are on probation for 12 mo nths before being eligible for certification as permanent employees. Probationary officers are evaluated daily, weekly and monthly 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 has 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 believe 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, retrai ning, 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 check mark in the column that best describes the employee's performance. The definition of each rating category is as follows: Needs Improvement - Performance improvement or skill development is needed to increase effectiveness in the competency. Usually requires direction from supervisor or manager to meet performance expectations in the competency. Needs to learn or refine skills in the competency to meet performance standards. Solid Performance- Fully proficient in performance of responsibilities in the competency. Normally meets and may sometimes exceed standards in the competency. Does not usually Copyright Lexipol, LLC 2021/09/30, All Rights Reserved. Published with permission by Santa Monica Police Department Evaluation of Employees - 3 Santa Monica Police Department Santa Monica Police Department Policy Manual Evaluation of Employees require significant guidance and/or direction