62177455.pdf

\n\n--- Page 1 ---\n\nSEMINOLE COUNTY SHERIFF'S OFFICE NUMBER: G - 33 GENERAL ORDER RESCINDS: SUBJECT: Performance Review System EFFECTIVE: November 14, 1994 REVISED: October 29, 2024 Table of Contents: I. Purpose II. Scope III. General IV. Overview and Introduction V. Review Periods VI. Placement on Performance Probation VII. Procedures (General) VIII. Performance Review Appeals I. PURPOSE: The Human Resources Division is responsible for administering a system providing for fair, objective, and equitable review and evaluation of the work performance and effectiveness of all Sheriff's Office employees. II. SCOPE: This directive provides an overview and introduction of the employee performance review system. Performance review training is provided to all newly promoted Supervisors, which can take place before their promotion (but which must occur within the first few months following their promotion). Training includes procedures for the use of the review forms, and the overall responsibilities of Supervisors who review employees. III. GENERAL: On at least an annual basis, the Human Resources Division will update, revise or amend the training as needed. IV. OVERVIEW AND INTRODUCTION: A. The performance review system is designed to: 1. Provide employees with feedback regarding a Supervisor's perception of their job performance, 2. Assist an employee in realizing their highest potential, and 3. Assist Supervisors in improving their operations and areas of responsibility. B. The primary purposes of the performance review system include: GENERAL ORDER Performance Review System GO # 33 PAGE 1 OF 6\n\n--- Page 2 ---\n\n1. Advising employees of their strengths and weaknesses in the performance of assigned duties, 2. Serving as a basis for discussion as to how an employee might improve performance, 3. Counseling employees on position duties and responsibilities and level of expected performance, 4. Assisting in the determination of order of layoff or reinstatement, 5. Providing a basis for employee counseling or training, and 6. Providing a basis for demotion, transfer or termination. C. The forms used in the performance review system, and all subsequent criteria used to evaluate an employee, are designed to assess specific position functions and responsibilities. D. A narrative explanation is required for ratings given to an employee by a rating Supervisor when ratings indicate that improvement in job performance is needed or when the rating reflects that the employee exceeds standards. E. Supervisors who rate employees shall be evaluated in regard to the fairness and impartiality of review ratings given to their employees, their participation in counseling rated employees, and their ability to carry out the rater's role in the performance review system. Supervisors who evaluate employees shall be rated by the next higher supervising authority. V. REVIEW PERIODS: Reviews measure an employee's performance over a specified time period. This review is conducted at the beginning of the review period. Supervisors ensure the due date and Evaluation Program title reflects the time period during which the named employee is rated. A. Probationary: Entry level employees and Reserve Deputy Sheriffs serving an initial probationary period will receive quarterly performance reviews at 3 months, 6 months, 9 months, and at 12 months of employment. After the review process, probationary reviews are submitted to the Human Resources Division for inclusion in the employee's personnel file. The division notifies the appropriate Chief or Captain/Director when reviews are due on probationary employees under their command. NOTE: Daily Observation Reports completed by field trainers may be used instead of the 3, 6 or 9- month review depending on any training extensions or reserve status which allows 36 months to complete training. B. Annual: Full time, non-probationary, non-command staff employees are evaluated during their anniversary month. Members of the command staff are evaluated annually in September. Reserve Deputy Sheriffs’ evaluations are completed on a calendar year schedule. Based on the overall rating (meets or above standards), and pursuant to budgetary restraints, employees may be eligible for consideration of a merit increase. Merit increases, if given, are distributed in October. The annual performance review reflects 12 months of continuous employment, and takes into account any action by employees to correct unsatisfactory performance. NOTE: The responsibility for completing the annual evaluation falls with the employees’ current Supervisor. However, if the employee has only been assigned to their current Supervisor for less than four (4) months, the employees’ former Supervisor will complete the evaluation, unless transferred to a new job duty (refer to section D: Transfers) C. Promotional: Employees promoted to Supervisory positions are given 2 performance evaluations over the 6 months immediately following their actual promotion. Evaluations occur at 3 months and 6 months, and are completed by the Supervisor in the employee's immediate chain of command. GENERAL ORDER Performance Review System GO # 33 PAGE 2 OF 6\n\n--- Page 3 ---\n\nD. Transfers: Employees transferred to a new job duty unrelated to their former job duty a 3, 6, 9 and 12 month Transfer Evaluation will be activated the month following their transfer to be completed by their new Supervisor. At the time of transfer an “End of Assignment” Evaluation will be activated for the former supervisor to complete. (Example: Communications transfers to Fiscal Services). If the evaluation period falls on the employee’s Annual Evaluation date the End of Assignment or the Transfer Evaluation for that month will not be activated. VI. PLACEMENT ON PERFORMANCE PROBATION (PERFORMANCE IMPROVEMENT PLAN): A. A performance review may be conducted at any time when, in the opinion of the immediate Supervisor, an employee's performance has deviated from acceptable standards. Said review may be a basis for requesting that an employee be given remedial training, or such other action as may be deemed appropriate by the employee's Chief. Said review may be a determining factor in termination or other disciplinary proceedings. B. When a non-probationary employee’s performance falls below acceptable standards, the rating Supervisor may complete a Performance Improvement Plan (PIP) using the established evaluation program that can be activated by Human Resources. As an alternative to preparing a formal performance review, the Supervisor may prepare a counseling memorandum or disciplinary action to the employee outlining the areas of concern including specific examples of work deficiencies. The PIP, counseling memorandum, or disciplinary action should advise the employee that a revaluation for the deficient areas may occur at 30, 60 and/or 90 day-increments. Every effort will be made to inform employees of substandard performance at least 90 days prior to their annual performance evaluation. VII. PROCEDURES (NON-COMMAND STAFF): A. The Sheriff’s Office uses the NEOGOV Perform software to conduct performance evaluations. NEOGOV Perform is an on-line program that Supervisors use when conducting evaluations of their subordinates. B. NEOGOV Perform assists rating Supervisors in identifying employee strengths and weaknesses, develop performance expectations/improvement plans (development plans), and generate reports describing how the employees are performing and rating criteria The information contained within this software is updated as necessary by the Director of the Human Resources Division, who has the authority to make necessary changes in job descriptions and other performance criteria. The Human Resources Director also has the authority to make necessary changes in job descriptions and other performance criteria. C. Rating Supervisors must have a clear understanding of the performance standards for which an employee in that jo