HomeMy WebLinkAboutN-205 - Employee Performance and Development Review CITY OF PASCO
ADMINISTRATIVE ORDERS
Administrative Order No. 205
Personnel Policies&Procedures
Subject: Employee Performance and Development Review Initial Effective Date: 12/17/87
Revised 8/18/93 11/01/03 1/10106 3/1108 8/ 113
Ap roved GC GC GC GC
This Administrative Order is effective August 12, 2013 and supersedes Administrative Orders
No. 205 dated 3/1/08; No. 61 dated 1/10/06, 11/l/03 and 12117/87; and No. 61-A dated 8118193.
I. PURPOSE:
This Administrative Order is issued to :establish and maintain a uniform system for
employee performance and development review within the organization.
11. POLICY:
All performance appraisals are to be fair and accurate, using the standard Evaluation
Guidelines to properly evaluate employees. All performance appraisals are to be
conducted in atimely manner. Employee performance and development reviews shall be
made on the official city form designated for this purpose(Appendix A).
III. DEPARTMENTS AFFECTED:
All
IV. REFERENCES:
See also Administrative Order No. 71 "Non-Management Wage Pian" and
Administrative Order No. 230 "Part Time Employees."
V. OBJECTIVES:
The objectives of employee performance and development review are to:
A. Provide an objective measure of job performance.
B. Provide for employee development/improvement.
C. Provide a formal means of communicating to employees regarding their
performance.
D. Provide a vehicle for identifying employees who are qualified (knowledge and
behavior) for advancement.
E. Serve as an objective measure for wage and salary determinations, including merit
pay(where applicable).
VI. PROCESS/PROCEDURE:
A. Employee performance and development review shall be made on the official city
form designated for this purpose. See Appendix A attached to this Administrative
Order.
1. Performance evaluations are to be conducted by division or department
managers. In approved circumstances, first-line supervisors may be
authorized to conduct the evaluation. In such event, the department
manager will review the evaluation for concurrence and completeness.
2. The evaluator shall use the standard Evaluation Guidelines (Appendix B)
for scoring definitions.
3. All parts and sections are to be thoroughly completed and in compliance
with all written instructions. No parts are optional. Incomplete or
erroneously completed forms will be returned for completion or revision.
4. If the evaluation includes a rating below "meets standards" for Quality or
Quantity of work, a work plan will be prepared by the supervisor and the
step increase will be withheld for that evaluation period.
a. The purpose of the work plan is to assist employees to correct their
work performance or behaviors and to give managers/directors a
tool to track improvement or lack thereof. The written work plan
should be provided to the employee at the time of the evaluation or
shortly thereafter.
5. Following the evaluation meeting with the employee, the original
evaluation is forwarded to Human Resources and thence to the City
Manager for signature.
a. A copy of the fully-signed evaluation will be provided to the
employee by Human Resources. The completed original
evaluation is kept in Human Resources for inclusion in the
employee's personnel file.
B. Evaluations shall be made in a timely manner.
I. Probationary evaluations shall be conducted within the last month of the
probationary period, for both new hire and promotion employees. The
completed review shall be to the City Manager no later than ten (10)
working days prior to the end of the probationary period.
2. Annual evaluations must be completed on all regular full and part-time
employees. The evaluation shall be to the City Manager no later than ten
(10) working days prior to the employee's anniversary date of
employment for his/her current position. Departments may, with
approval, designate a department/division specific due date for all
employees in that group.
3. Special evaluations shall be completed and to the City Manager no later
than ten (10) days prior to the appropriate date due. Date due shall be
determined by the reason for the special evaluation.
Administrative Order No.205—Employee Performance and Development Review
Page 2
4. Non-regular employee evaluations will be completed at the end of the
employee's work season or annually whichever is most appropriate for the
position. Evaluators shall use Performance Review (Non-Regular
Employee Positions) form (Appendix C.)
VII. COMPLIANCE/REVIEW:
A. The Human Resources Manager is responsible for monitoring of compliance with
this Order. S/He is also responsible for the orientation of all new
managers/directors to this Order.
B. The Employee Performance and Development Review policy and process shall be
brought forward to the management team on a regular basis,but no less frequently
than annually. The purpose of this is to assure continuous awareness and
improvements to the program.
Administrative Order No.205—Employee Performance and Development Review
Page 3
Appendix A
CITY OF PASCO
PERFORMANCE AND DEVELOPMENT REVIEW
STATEMENT OF PURPOSE
As an employee of the City of Pasco, you have the right to know how you stand in relation to
your current job and your career. The Performance and Development Review focuses on key
aspects of your job performance. It permits your supervisor to assess your strengths and
weaknesses, comment on your overall level of achievement in fulfilling your position's
responsibilities, recommend ways you can improve your performance, and further develop your
abilities.
This information is used to evaluate performance, to identify candidates for transfers and
promotional opportunities, and as a basis for salary reviews. It also helps you by providing
valuable information regarding your current level of performance and serves as a guide for your
continued development and success.
A copy of the review will be provided for your records. The original, which has been reviewed
by your Supervisor, Department Director and the City Manager, will be made a part of your
personnel file. If you wish to comment on this review,you should use the form provided. It will
become a permanent part of this review.
EMPLOYEE NAME: DATE:
DEPARTMENT: DIVISION:
DATE EMPLOYED: TIME IN POSITION: YEARS MONTHS
CURRENT POSITION: CURRENT GRADE: STEP:
TYPE OF EVALUATION: (Probation, Annual, Special)
Reason for special evaluation:
DATE OF LAST EVALUATION:
Administrative Order No.205—Employee Performance and Development Review
Appendix A—Page 1
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Appendix A
SECTION I
JOB FUNCTION PERFORMANCE
Name:
Evaluation Period: From: To:
Rating Scale: 1: Does Not Meet Standards 2: Meets Standards 3: Exceeds Standards
Function#1:
Performance Achieved Quality: 1 2 3 Quantity: 1 2 3
Function#2:
Performance Achieved Quality: 1 2 3 Quantity: 1 2 3
Administrative Order No.205—Employee Performance and Development Review
Appendix A—Page 2
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Appendix A
SECTION I
JOB FUNCTION PERFORMANCE
Name:
Evaluation Period: From: To:
Rating Scale: 1: Does Not Meet Standards 2: Meets Standards 3: Exceeds Standards
Function#3:
Performance Achieved Quality: 1 2 3 Quantity: 1 2 3
Function#4:
Performance Achieved Quality: 12 3 Quantity: 1 2 3
Administrative Order No.205—Employee Performance and Development Review
Appendix A—Page 3
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Appendix A
SUCTION I
JOB FUNCTION PERFORMANCE
Name:
Evaluation Period: From: To:
Rating Scale: 1: Does Not Meet Standards 2: Meets Standards 3: Exceeds Standards
Function#5:
Performance Achieved Quality: 1 2 3 Quantity: 1 2 3
Function#6:
Performance Achieved Quality: 1 2 3 Quantity: 1 2 3
Administrative Order No.205—Employee Performance and Development Review
Appendix A—Page 4
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Appendix A
SECTION II
GENERAL.PERFORMANCE FACTORS
Name: Position:
Evaluation Period: From: To:
Does Not Meets Exceeds
Meet Standards Standards
Standards
1 Quality of Work
2 Quantity of Work
3 Accuracy
4 Honesty/Integrity
5 Dependability
6 Follow-through
{ 7 Following Instructions
8 Judgment
9 Punctuality
10 1 Thoroughness
11 Understanding of Job
12 Working with Others(public/employees)
13 Appearance
14 Attendance
15 Cooperation with Supervision
16 Time Management
" 17 Initiative
18 Leadership
19 Neatness of Work
20 Organization
21 Versatility
22 Positive Behavior
(Sections A, B&C:Pertain to Administrative Order No. 71 "Non-Management Wage Plan'')
Evaluator: Date:
Division Manager: Date:
Department Manager: Date:
City Manager: Date:
Administrative Order No. 205--Employee Performance and Development Review
Appendix A—Page 5
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Appendix A
SECTION III
CAREER DEVELOPMENT ANIS GOALS
A. Note employee development accomplished during the current performance period (include:
workshops, seminars, and classes completed or in progress, as well as any awards,
certificates or degrees received).
B. List employee career development and goals to be completed during the upcoming year
[include: job skill development, performance ratings in need of improvement or SMART
(Specific,Memorable, Achievable, Relevant, Timely) goals]:
Evaluator's Signature: Date:
Division Manager's Comments:
Division Manager's Signature: Date:
Administrative Order No. 205—Employee Performance and Development Review
Appendix A—Page 6
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Appendix. A
SECTION IV
COMMENTS AND SIGNATURES
EMPLOYEE'S COMMENTS
(Optional)
Please use this space to comment on any aspects of your review.
By signing below, I represent and hereby warranty that I possess a current and valid
iniial Washington state Driver license. I acknowledge that the City is justifiably relying
upon this representative in allowing me to operate any vehicle or City equipment on
behalf of the City.
I have reviewed and discussed this performance evaluation with my supervisor. I am
inirta7 aware that I have the opportunity to commenton this evaluation in writing and that
my comments will become a part of the overall evaluation.
Employee's Signature Date
DEPARTMENT MANAGER'S COMMENTS
(Optional)
Please use this space to comment on any aspects of this review.
Department Director's Signature Date
City Manager's Signature Date
Administrative Order No.205—Employee Performance and Development.Review
Appendix A—Page 7
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Appendix A
Additional comments:
Administrative Order No.205 -Employee Performance.and.Development Review
Appendix A—Page 8
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Appendix B
EMPLOYEE PERFORMANCE AND DEVELOPMENT REVIEW
INSTRUCTIONS TO THE EVALUATOR
Approximately one to two weeks prior to completing the performance evaluation, submit the
"Employee Questionnaire" (Appendix B.1) to the employee. Do not fill out the evaluation form
until the questionnaire has been returned. Request that it be completed and returned in a timely
manner. Following is a brief explanation of how to administer each of the four sections in this
review packet. NOTE: the evaluation should be based on the performance expectation for the
step occupied by the employee during the evaluation period.
SECTION I JOB FUNCTION PERFORMANCE
Please list the individual's specific work objectives and/or major
responsibilities using the employee's job description as a guide. Indicate the
degree of quality and productivity. Each degree of achievement MUST be
supported by comments.
SECTION II GENERAL PERFORMANCE FACTORS (see Evaluation Guidelines,
Appendix B.2)
By placing an (X) in the appropriate box, indicate the individual's
demonstrated capabilities in each of the categories shown. Items I and 2 must
be supported by the Work Plan (Section 1).
SECTION III CAREER DEVELOPMENT AND GOALS
A. Career Development and Goals Accomplished:
Indicate employee career development (training, etc.) that has been
accomplished during the current rating period. If none, indicate "N/A"
this rating period
B. Employee's Career Development and Goals:
List job skills which may be further developed and include specific
recommendations on how development can be achieved. If none, indicate
"N/A" for this rating period. List specific actions to be taken to correct
performance ratings in need of improvement. If none, indicate "N/A" this
rating period. List other goals to be completed during the upcoming
employment year. For any goals make sure they are SMART (Specific,
Measurable, Achievable, Relevant,Timely)
SECTION IV COMMENTS AND SIGNATURES
The performance evaluation is to be discussed with the employee and he/she
shall be given the opportunity to comment on the evaluation (not on other
aspects of their job). The employee's signature shall be secured and the entire
evaluation forwarded to the next higher reviewing authority.
Administrative Order No.205—Employee Perforniance and Development Review
Appendix B—Page 1
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Appendix B.1
EMPLOYEE PERFORMANCE AND (DEVELOPMENT REVIEW
EMPLOYEE QUESTIONNAIRE
INSTRUCTIONS: Please answer the following questions. Be as specific as you can in your
answers. This information will aid in the completion of your performance evaluation and help
assure that both you and your supervisor understand the duties and responsibilities of your
position.
NOTE: This form is for your supervisor's information only, and will be returned to you after the
evaluation interview. IT WILL NOT BECOME PART OF YOUR PERSONNEL FILE.
1. What do you see as the major duties and/or responsibilities of your job which are not already
reflected in your annual work plan? Should any be deleted from your work plan?
a.
b.
C.
d.
e.
f.
2. What training have you received during the past year?
3. What assistance do you feel you need to make performance improvements (such as
equipment, supervisory assistance,training,Facilities, etc,)?
a. Any other comments or suggestions about your job, your department/division? (Use
additional paper if necessary.)
Employee's Signature Date
Administrative Order No.205—Employee Performance and Development Review
Appendix B.I —Page 1
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Appendix 13.2
EVALUATION GUIIDELINES
1. QUALITY OF WORK See Section II, General Performance Factors
2. QUANTITY OF WORK See Section II, General Performance Factors
3. ACCURACY
Exceeds Standards Gives attention to detail. Exacting and precise.
Meets Standards Factual and correct. Concerned about errors and mistakes.
Does Not Meet Standards Inaccurate and careless. Routinely commits errors.
4. HONESTY/INTEGRITY
Meets Standards Tells the whole truth. Does not lie. Reports wrongdoing.
Does Not Meet Standards Lies. Is evasive. Avoids answering direct questions.
5. IDEPENIDABILITY
Exceeds Standards Highly reliable. Meets deadlines with efficiency and
without supervision. Willingness to do more than
expected.
Meets Standards Successfully completes assigned tasks with limited
supervision. Can usually be relied upon to perform
satisfactorily.
Does Not Meet Standards Requires constant supervision in performing tasks and has
difficulty completing work on time.
6. FOLLOW-THROUGH
Exceeds Standards Completes assignments without supervision. Very
thorough and reliable. Anticipates deadlines.
Meets Standards Completes projects with little or no supervision. Work is
accurate and timely.
Does Not Meet Standards Work is incomplete. Needs constant reminder of deadlines
to complete assignments.
7. FOLLOWING INSTRUCTIONS
Exceeds Standards Quickly understands instructions and follows through
without further supervision. Consults with supervisors
when deviating from instructions or confronting unusual
situations.
Meets Standards Accepts instructions,completes tasks with a minimum of
supervision, and asks for clarification when needed. Rarely
deviates from directions given.
Does Not Meet Standards Careless disregard for instructions. Deviates from
instruction without prior approval.
Administrative Order No.205 -Employee Performance and Development Review
Appendix B.2—Page I
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Appendix 13.2
S. JUDGMENT
Exceeds Standards Willing to make decisions within his/her area of
responsibility. Uses mature and factual reasoning to
resolve problems. Decisions are correct and prompt.
Meets Standards Capable of making correct decisions with assistance.
Provides responsible input in decision making process.
Does Not Meet Standards Lacks basic ability and/or refuses to look at problems and
choose right course of action.
9. PUNCTUAF.ITY
Meets Standards Prepared to start work on time.
Does Not Meet Standards Often late. Routinely extends break times. Fails to notify
supervisor when s/he is going to be late.
10. THOROUGHNESS
Exceeds Standards Very thorough, with an eye for detail and a desire to see the
job done to completion.
Meets Standards Thorough and complete. Rarely misses the important
aspects of a task.
Does Not Meet Standards Work is shallow and incomplete. Routinely uses, or
attempts to use,shortcuts. Misses obvious data relative to
the task.
11. UNDERSTANDING OF JOB
Exceeds Standards Substantially knowledgeable with an ability to improvise
during problem situations. A source of information for co-
workers.
Meets Standards Knowledgeable and confident. Can complete tasks with a
minimum of additional instruction.
Does Not Meet Standards Does not grasp the basis function(s) of the job. Needs
continual instruction to complete a task.
12. WORKING WITH OTHERS (PUBLIC/EMPLOYEES)
Exceeds Standards Very cordial and cooperative. Communicates in a
professional, respectful manner. Is well-received by fellow
employees and the public.
Meets Standards Courteous, friendly and even-tempered. Rarely difficult or
argumentative.
Does Not Meet Standards Unfriendly, tactless, condescending, abusive, angry,
disruptive,dismissive, quarrelsome. Back-stabs. Has a
"better than thou"behavior.
Administrative Order No. 205-Employee Performance and Development Review
Appendix B.2—Page 2
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Appendix B.2
13. APPEARANCE
Meets Standards Dresses appropriately for the occasion. Follows the
professional appearance administrative order. Is well-
groomed, clean and neat.
Does Not Meet Standards Dresses inappropriately for the job involved. Does not
follow the AO on professional appearance. Needs
consistent reminders to improve dress and hygiene.
14. ATTENDANCE
Meets Standards Employee seldom misses work and notifies his/her
manager appropriate regarding the needs for absences.
Does Not Meet Standards Routinely absent. Does not follow department/division
notification rules.
15. COOPERATION WITH SUPERVISION
Exceeds Standards Highly cooperative and communicative. Assists
supervisor(s) regularly.
Meets Standards Cooperates with and supports directions of supervisor(s).
Able to express concerns in a productive manner.
Does Not Meet Standards Openly defiant and/or critical. Is disrespectful and/or
insolent. Disregards rules and instructions. Does not keep
supervisor informed of his/her work.
16. TIME MANAGEMENT
Exceeds Standards Prioritizes and organizes work load. Very efficient.
Quantity and quality of work exceed expectations.
Meets Standards Completes assigned tasks/responsibilities in a timely
manner. Works in an organized manner. Does not waste
time.
Does Not Meet Standards Easily distracted, unorganized, unable to meet deadlines
without direction or encouragement. Does not use time
well.
17. INITIATIVE
Exceeds Standards Recognizes task to be completed and successfully
accomplishes them without being told. Actively seeks out
additional work when assigned tasks are completed. Looks
for new and better ways to complete tasks. Willing to put
in extra time when necessary.
Meets Standards Completes daily work. Makes suggestions to improve
work environment. Occasionally volunteers for additional
job assignments.
Does Not Meet Standards Rarely looks beyond own work assignment; show little
interest in/does not volunteer for additional job
assignments.
Administrative Order No.205-EmployeePertormanee and Development Review
Appendix B;2—Page 3
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Appendix B.2
18. LEADERSHIP
Exceeds Standards Inspires confidence. Promotes group unity, morale,
productivity. Readily accepts current and additional
responsibilities graciously and cheerfully.
Meets Standards Respected by fellow employees. A good motivator. Will
assume responsibility when necessary.
Does Not Meet Standards Sets a poor example. Induces group complaints and low
morale. Shuns responsibility. Blames others.
19. NEATNESS OF WORD
Exceeds Standards Work is correct, neat, presentable and error-free.
Meets Standards Rarely needs correction or improvement. Attention is
given to neatness and detail.
Does Not Meet Standards Work lacks neatness, appears sloppy. Routinely needs to
be re-done.
20. ORGANIZATION
Exceeds Standards Always well-organized and prepared. Is prepared to handle
crisis situations. A methodical manager of time and work.
Meets Standards A good organizer and planner. Rarely gets caught off-
guard.
Does Not Meet Standards Disorganized and confused. Lacks systems and is easily
distracted.
21. VERSATILITY
Exceeds Standards Accepts responsibility and adapts to change with minimal
supervision. Very flexible. Quick to accept and learn new
procedures.
Meets Standards Willing to learn new techniques. Adaptive and flexible.
Does Not Meet Standards Does not adapt well and/or is resistant to change. Requires
extra supervision to complete new tasks.
22. POSITIVE BEHAVIOR
Exceeds Standards Very positive and enthusiastic. Self-motivated; strives to
excels maintains very good relationships with supervisors,
peers and subordinates.
Meets Standards Maintains a consistent and positive attitude. Rarely speaks
negatively. Seldom needs to be motivated.
Does Not Meet Standards Moody, complaining, negative. Blames others. Puts forth
minimal (or less) effort. Uncooperative.
Administrative Order No.205 -Employee Performance and Development Review
Appendix B.2—Page 4
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Appendix C
City of Pasco
Performance Review
(Non-Regular Employee Positions)
Name: Position: Department:
Current: Grade Step Evaluation Period: From To
Date Employed: Date of Last Evaluation:
Does Not Meets Exceeds
Meet Standards Standards Standards
1 Quality of Work
2 Quantity of Work
3 Accuracy
4 Honesty/Integrity
5 Dependability
6 Follow-through
7 Following Instructions
B 8 Judgment
9 Punctuality
10 Thoroughness
11 Understanding of Job
12 Working with Others
(public/employees)
_131 Appearance
14 Attendance
15 Cooperation with Supervision
16 Time Management
17 Initiative
18 Leadership
' 19 Neatness of Work
ka
20 Organization
21 Versatility
22 Positive Behavior
23 Essential functions of Job(list below)
a.
b.
c.
(Sections A, B&C pertain to Administrative Order No. 71 "Non-Management Wage Plan')
Administrative Order No.205 - Employee Performance and Development Review
Appendix C—Page 1
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Appendix C
City of Pasco
Performance Review
(Non.Regular Employee Positions)
Name: Position: Department:
Employee Comments:
By signing below, I represent and hereby warranty that I possess a current and valid
initial Washington State Driver license. I acknowledge that the City is justifiably relying
upon this representative in allowing me to operate any vehicle or City equipment on
behalf of the City.
I have reviewed and discussed this performance evaluation with my supervisor. I am
initial aware that I have the opportunity to comment on this evaluation in writing and that
my comments will become a part of the overall evaluation.
Employee's Signature Date
Evaluator Comments:
Evaluator's Signature Date
Department Director's Signature Date
Administrative Order No.205-Employee Performance and Development Review
Appendix C—Page 2
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