SNOW HILL POLICE DEPARTMENT

Transcription

1 SNOW HILL POLICE DEPARTMENT PERSONNEL DIRECTIVE Distribution: Sworn Personnel Index: PER Issued: 03/07/2017 Revised: N/A Reviewed: N/A Next Review: 07/06/ Purpose To establish a process to assess the performance of sworn officers known as the Performance Appraisal System (PAS)..02 Policy Performance appraisals will be completed on all officers holding the ranks of probationary police officer through sergeant beginning July 1, Definitions OFFICERS: sworn police officers. COMMANDER: Commissioned Police Officer holding minimum rank of lieutenant. PERFORMANCE APPRAISAL SYSTEM (PAS): the system designed to evaluate the performance of officers. QUOTA: a performance expectation stated in strict numerical terms which ignores qualitative measures. WORK: the performance of job tasks and duties which require the possession and exercise of police powers..04 References Performance Appraisal System Handbook.05 Procedures A. Applicability 1. Performance appraisals are currently completed for officers holding the rank of sergeant and below. B. Officer Performance Appraisal System (PAS) 1. There is one performance appraisal period in each calendar year which includes: a. BEGINNING OF CYCLE: January 1. b. MID-CYCLE APPRAISAL: January 1 through June 30. c. END OF CYCLE APPRAISAL: work performance observed over the entire calendar year. 2. The guidelines, contained in the SHPD PAS Handbook guide, assist supervisors in monitoring and appraising the job performance of officers. 3. The factors and standards listed in the PAS handbook constitute a master list of observable

2 work behaviors. PER a. Supervisors will determine which job tasks and duties are critical to a position in terms of importance and time spent. b. Such determinations will reflect the priorities of each work unit for the appraisal period. c. When a position requires the performance of job tasks and duties which do not appear on the master list, supplemental job task statements will be written and attached to the appropriate PAS factor. d. Only supervisors will be rated in the supervisory factors. 4. These guidelines provide a framework whereby officers, supervisors and commanders will: a. develop performance expectations consistent with the goals of the SHPD; and b. measure individual performance during the appraisal period against predetermined expectations for each position. 5. Expectations a. A performance expectation is a statement indicating the acceptable level of performance for each job task and duty that is specific to the officer s current assignment. b. Quotas (1) The expectation identifies what task or duty an officer must do and how well the task or duty must be done. (2) Expectations should be expressed in terms of quality, quantity and timeliness, whenever appropriate. (3) Expectations should be reasonable, attainable and as specific as possible. (4) When setting expectations, the supervisor will define acceptable performance for the position, not for the officer in the position. (1) Quotas are unacceptable because they: (a) (b) (c) are seldom reasonable or attainable; inhibit proactive patrol action; and are counterproductive to achieving a balance of public safety activity. (2) Quotas will not be used by any commander or supervisor when setting expectations or when assessing an officer s performance. c. Expectations will be communicated by commanders and supervisors no later than: (1) January 31 st for the first half of the appraisal period; and (2) July 31 st for the second half of the appraisal period. d. Supervisors and commanders must recognize that external factors or events, over which the officer has no control, can affect the officer's performance. To the extent possible, foreseeable external factors should be considered when establishing performance expectations. External factors can be placed into one of five categories: (1) Staffing. (2) Policies and procedures. (3) Workload. 2 of 5

3 (4) Equipment and supplies. (5) Budget. C. Officer Performance Appraisal 1. The Form 161, Officer Performance Appraisal, provides a structured means of evaluating officers work behaviors. 2. Instructions for completing and processing the Form 161 are contained in the PAS Handbook. 3. Personnel who work any portion of a performance appraisal period will receive ratings under the appropriate standards based upon work behavior observed during that portion of the appraisal period. 4. Officers will be rated in each performance factor and standard at one of the following four levels: a. EXCEEDS EXPECTATIONS: achieves positive results on a consistent basis and demonstrates exceptional competency and proficiency in the performance factor or standard. b. MEETS EXPECTATIONS: demonstrates basic proficiency and competency in the performance factor or standard. c. NEEDS IMPROVEMENT: occasionally fails to demonstrate competency or proficiency in the performance factor or standard. d. UNSATISFACTORY: consistently fails to demonstrate competency or proficiency in the performance factor or standard. 5. Ratings in any factor may be explained in detail in the First-Line Supervisor s Comments section of the Form 161. It is highly recommended that the first-line supervisor provide a statement to justify any ratings given to the subordinate in the space provided, or on additional sheets of paper. 6. Supervisors are required to maintain documentation and provide an explanation on the Form 161 for: a. an overall rating other than meets expectations ; or b. a rating of unsatisfactory in any performance factor or standard. 7. Personnel on extended leave for an entire appraisal period will not receive ratings for any standards; however, a Form 161 will be completed and processed indicating the leave status in the first-line supervisor's comments section. 8. Personnel on light duty for an entire appraisal period will receive ratings based only on the work they were assigned; supervisor may rate factors as N/A if they do not apply to the light duty assignment. 9. First-line supervisors will complete a Form 161 for each subordinate and: a. review the Form 161 with the officer; b. allow the officer to make comments in the Employee s Comments section of the Form 161; c. ask the officer to sign it; 3 of 5

4 d. after reviewing the Form 161, discuss relevant, career-related topics with the officer (e.g., training) and provide guidance to the officer in the pursuit of his career goals; and e. provide the officer with a copy of the Form 161; f. submit the Form 161 to the officer s second-line supervisor, commander, or Chief, whichever is appropriate, within 30 days of the completion of the mid-cycle and end of cycle appraisal periods. 12. Second-line supervisors will: a. review and sign each Form 161 and forward it to the officer s commander or Chief; b. evaluate the first-line supervisor s fairness, impartiality and effectiveness in the evaluation process; and c. note exceptional or unsatisfactory performance on the part of the first-line supervisor in writing. 13. Appeal Process a. An officer who believes his overall rating is incorrect may appeal the rating to his second-line supervisor before it is submitted to the Chief for review; and b. The decision of the second-line supervisor is final unless the officer initiates a grievance. 14. The Form 161 completed at the conclusion of the performance appraisal period, and advisory Form 161 (if applicable), will be maintained locally in the officer s auxiliary personnel file for a period of five years and then destroyed. 15. If an administrative investigation or charge is pending against an officer in relation to an incident that occurred during the appraisal period, the officer s Form 161 will be retained for five years for Unfounded or Non-sustained charges; and if Sustained, a copy will be kept in the administrative investigation file. D. Job Observation Report 1. The Form 164A, Job Observation Report, provides a structured means of documenting officer s work behaviors and supervisory communications. 2. Instructions for completing and processing the Form 164A are contained in the SHPD PAS Handbook. 3. Observations regarding another supervisor's subordinate should be documented on a Form 164A, in an , or on a Form 17, and sent directly to the officer s supervisor who will make appropriate entries on the Form 164, Job Observation Record. E. Job Observation Record 1. The Form 164, Job Observation Record, is the supervisor's log of each Form 164A, , Form 17, report, observation and letter of commendation or complaint for the appraisal period. 2. First-line supervisors will review the Form 164 with their subordinates monthly and will have the subordinate acknowledge each observation by initialing and dating the Form If a first-line supervisor notes an officer is not meeting expectations during the monthly review of the Job Observation Record, the officer will be informed in writing of the need for improvement. This must be done at least 90 days prior to the end of the rating period. 4. Second-line supervisors will review the documentation monthly. 4 of 5

5 5. The Form 164 and related materials will be maintained in the auxiliary personnel files for three years and then destroyed. F. Commander s Responsibilities 1. Commanders will review the Form 164 and related materials for each officer assigned by March 31 st for the first half of the appraisal period and by September 30 th for the second half of the appraisal period. 2. After the end of an appraisal period, but before the review of the Form 161, commanders will conduct a second review of each Form 164 and related materials for each officer. The commander will finish the examination by initialing and dating the Form 164 on the line below the most recent entry. 3. Commanders will ensure all supervisors are trained in how to complete performance appraisals. 4. If an administrative investigation or charge is pending against an officer in relation to an incident which occurred during the appraisal period, the officer s Form 164 and related materials will be retained for the five year period at the conclusion of the internal investigation if found to be Unfounded or Non-sustained. If sustained, the officer s Form 164 and related materials for the specific time frame during which the complaint was initiated and resolved, will be retained in the officer s administrative complaint section within his auxiliary personnel file. 5. Commanders will ensure that copies of any Form 161 completed at the conclusion of the performance appraisal period, and advisory Form 161 (if applicable), will be forwarded to the Chief by February 15. G. Probationary Officers 1. Probationary officer s will be evaluated quarterly following graduation from the Police Academy. These evaluations may use forms in addition to the Form 161 such as the: a. final field training report; b. end of probation report; and c. second end of probation report (if necessary); 2. A commander may require a supervisor to complete a Form 161 on any probationary officer on a quarterly basis if the commander believes it is necessary or will be beneficial. Approved: Thomas G. Davis Chief of Police 03/07/ of 5

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