Performance Evaluation and Improvement

Date Established: October 19, 2020
Date Last Updated: October 19, 2020

Purpose
The purpose of the performance evaluation is to document job performance in conjunction with an integrated process of performance management including planning, managing, appraising, developing and rewarding performance. The goal of the performance management process is to develop and maintain organizational productivity through joint planning, coaching, counseling, providing feedback and identifying employee development needs. The performance management process provides support for promotions and for disciplinary actions as needed. For merit employees, the performance management process also provides appropriate reinforcement through the merit pay system.

Policy Statement

Procedure
1. Performance Management Groups
For the purpose of standardization, job classes having similar characteristics are grouped into families called performance management groups. These include Management, Professional/Technical, Administrative Support, and Union.

2. Factors
The performance evaluation form for each group includes several performance factors. The factors are to be weighted so that the total equals 100, provided that no factor may be assigned a weight less than 5. The “Comments” section is provided to document the employee’s actual job performance.

3. Performance Evaluation Schedule
A written performance evaluation shall be conducted annually for each regular employee, except as otherwise provided in these Policies and Procedures. Additional performance evaluations may be conducted as deemed necessary by the department head. See the “Establishing Pay Upon Promotion” section of the Compensation Policy for guidelines for new hires and promotional appointments.

4. Evaluators
The responsibility for completing the performance evaluation form and conducting the performance evaluation interview rests with the employee’s immediate supervisor. Multiple evaluators may be used as appropriate.

5. Quality Assurance
Each department head is responsible for reviewing all performance evaluations conducted by subordinate supervisors. The department head’s signature certifies compliance with performance evaluation policies and guidelines, and that the department head concurs with the ratings.

The Human Resources Director shall provide oversight for the performance evaluation process, and shall develop and implement a quality assurance program to ensure compliance with the purpose and goals of this chapter.

6. Employee Receipt and Response
Following the evaluation interview the employee shall acknowledge receipt of a copy of the performance evaluation form by signing the document. Signing the performance evaluation form does not necessarily express or imply that the employee agrees with the evaluation results. In the event that the employee refuses to sign the document, the supervisor shall make a notation on the form indicating that the employee refused to sign it.

An employee is entitled to respond in writing to anything contained in the employee’s performance evaluation either by using the “Comments” section, or by submitting a response on a separate sheet. The employee’s written response shall be forwarded along with the employee’s performance evaluation form to the Human Resources Department for inclusion in the employee’s personnel file.

Personal Action Plans

Each year, employees and their supervisors jointly develop a plan for the next year, called a Personal Action Plan (PAP). These plans provide the framework for accomplishing personal development and performance goals while ensuring those goals are in alignment with ETP values and department and City-wide goals.

Performance Improvement Plans

In instances where an employee has demonstrated a pattern of sub-standard performance, and the department head wishes to correct that performance outside the normal performance appraisal system/schedule, the employee may be given a performance improvement plan. This plan will identify specific expectations and actions to be taken by the employee to demonstrate acceptable performance. The plan will outline the timeframe for compliance and steps to verify compliance. While the Performance Improvement Plan (PIP) itself is non disciplinary in nature, failure to comply with the plan may result in appropriate disciplinary action, up to and including termination.

Performance Management Handbook

Supervisors should consult the Performance Management Handbook prior to conducting performance appraisals. This handbook outlines the procedures for planning, reviewing, delivering, and following up with the annual performance appraisal. It also contains examples of each potential performance rating, and descriptions of each rated category.

Contact Information
Human Resources Director
hr@cityofames.org
515-239-5199

City Manager’s Office
515-239-5101