go-84.pdf

\n\n--- Page 1 ---\n\nTALLAHASSEE POLICE DEPARTMENT GENERAL ORDERS SUBJECT Performance Evaluations and Performance Improvement Plans CHIEF OF POLICE Proudly Policing Since 1841 Nationally Accredited 1986 Signature on File NUMBER ORIGINAL ISSUE CURRENT REVISION TOTAL PAGES GO 84 04/10/2017 02/23/2018 16 AUTHORITY/RELATED REFERENCES COT Administrative Policy 707, Performance Evaluations COT/PBA Agreement, Article 17, Probationary Periods COT/PBA Agreement, Article 18, Performance Evaluations/Conditional Status General Order 5, Professional Development General Order 68, Reserve Police Officer Unit ACCREDITATION REFERENCES CALEA Chapter 35 CFA Chapter 12 KEY WORD INDEX Additional Employee Resources Responsibilities Procedure IV Conditional Status Procedure VI General Information & Responsibilities Procedure I Performance Evaluation Appeals Procedure VII Performance Evaluation Types & Responsibilities Procedure II Performance Improvement Plan (PD 261) Appendix Two Performance Improvement Plans Procedure V Rater & Member Responsibilities Procedure III Understanding the Rating Scale Appendix One POLICY The Department is responsible for ensuring member compliance with City of Tallahassee performance evaluation system and the Department’s performance improvement plan system. Members shall adhere to the protocols of this written directive concerning performance evaluations and performance improvement plans.\n\n--- Page 2 ---\n\nTALLAHASSEE POLICE DEPARTMENT DEFINITIONS Conditional Status: The COT designation for a situation where a member whose overall work performance has become less than satisfactory (as evidenced in the member’s performance evaluation) is re-evaluated on a frequent basis to determine their level of improvement, if any, in specific job- related areas. Performance Improvement Plan: The Department strategy employed to improve member work performance in identified job-related areas in an effort to prevent the member from being placed on conditional status. PROCEDURES I. GENERAL INFORMATION AND RESPONSIBILITIES A. Employee Resources is responsible for facilitating the Department’s compliance with COT Administrative Policy 707 (Performance Evaluations) and adherence to the mandates of the COT/PBA Agreement regarding performance evaluations and conditional status. B. The Employee Resources Director is the administrator of the Department’s performance evaluation program. C. Employee Resources, via the performance evaluation program, is the repository for all completed end-of-probation and annual evaluations, and evaluations associated with performance improvement plans and conditional status. D. The Employee Resources Director is responsible for ensuring all newly promoted supervisors receive training on how to conduct performance evaluations and utilization of the performance evaluation program. Such training shall include the following information: 1. Performance measurement definitions, 2. Procedures for use of the forms within the performance evaluation program, and 3. Responsibilities of the rater (i.e., supervisor completing the evaluation). E. As needed, the Employee Resources Director is responsible for providing performance evaluation refresher training to all supervisors GENERAL ORDER 84 PAGE 2 of 16 PERFORMANCE EVALUATIONS/PIP FEBRUARY 23, 2018\n\n--- Page 3 ---\n\nTALLAHASSEE POLICE DEPARTMENT (e.g., changes to COT Administrative Policy 707, the COT/PBA Agreement, or the performance evaluation program). F. Members hired into permanent positions shall have their job performance evaluated by their supervisors utilizing the performance evaluation program: 1. As a prerequisite to completing their probationary period in a new job classification, and 2. At least once annually after completing probation. G. The supervisor of a reserve police officer is responsible for the following: 1. If the reserve police officer is not an entry-level probationary reserve police officer, the supervisor shall complete a written performance evaluation of the member’s job performance at least once annually (in the performance evaluation program). 2. If the reserve officer is an entry-level probationary reserve police officer, the supervisor shall complete a written performance evaluation of the member’s job performance at least quarterly (in the performance evaluation program) for the first full year of their reserve police officer status. H. Part-time, OPS (other personnel services), and volunteer members do not receive performance evaluations. I. Supervisors are responsible for maintaining information (e.g., e-mail, notes, report excerpts, letters) concerning the job performance for each member under their command to facilitate accurate and meaningful performance evaluations. J. Written performance evaluations for a supervisor must include a rating regarding the quality of the performance evaluation they give to members under their command. II. PERFORMANCE EVALUATION TYPES AND RESPONSIBILITIES A. Probationary 1. Quarterly Evaluations – GENERAL ORDER 84 PAGE 3 of 16 PERFORMANCE EVALUATIONS/PIP FEBRUARY 23, 2018\n\n--- Page 4 ---\n\nTALLAHASSEE POLICE DEPARTMENT a. Each newly hired member in an entry-level permanent position shall be given a written evaluation at least quarterly during the first full year of their employment. b. Except as noted in subsection c below, the following protocols are applicable to quarterly evaluations: 1) It is the responsibility of the newly hired member’s immediate supervisor to complete the quarterly evaluation. 2) The completed quarterly evaluation is not provided to Employee Resources, but remains a part of the member’s performance evaluation program file. 3) Supervisors are not required to notify Employee Resources about the completion of a quarterly evaluation. c. The daily observation reports and other assorted evaluation documents completed for police officer trainees enrolled at the police academy and recruit police officers in the Field Training and Evaluation Program (FTEP) fulfill the requirement of this subsection for the duration of the member’s attendance in the academy and FTEP. d. Each newly promoted sergeant shall be given a written evaluation at least quarterly during their probationary period. 1) It is the responsibility of the newly promoted sergeant’s immediate supervisor to complete the quarterly evaluation. 2) The completed quarterly evaluation is not provided to Employee Resources, but remains a part of the member’s performance evaluation program file. 3) Supervisors are not required to notify Employee Resources about the completion of a quarterly evaluation. 2. End-of-Probation Evaluations – a. It is the responsibility of the immediate supervisor to complete an end of probation evaluation for each member under their command contemporaneous to the end of the member’s probation. b. Probation for sworn members: GENERAL ORDER 84 PAGE 4 of 16 PERFORMANCE EVALUATIONS/PIP FEBRUARY 23, 2018\n\n--- Page 5 ---\n\nTALLAHASSEE POLICE DEPARTMENT 1) Newly hired entry-level officer: one (1) year from their swearing-in date. 2) Newly promoted sergeant: one (1) year from their promotion date. 3) Newly promoted lieutenant: six (6) months from their promotion date; however, upon recommendation by their supervisor and approval by the Chief of Police, a lieutenant’s probationary period may be extended up to six (6) months. 4) Newly hired or promoted major, deputy chief or chief of police: six (6) months from their hire or promotion date. 5) Former entry level sworn members who are rehired into the same position within two (2) years do not have to complete another probationary period if they previously completed it in that position. c. Probation for civilian members: 1) Newly hired or promoted civilian member: six (6) months from hire or promotion date. 2) Former civilian members who are rehired into the same position do not have to complete another probationary period if they previously completed it in that position. d. Supe