Newport News Police Department - Administrative Manual ADM-295 - PERFORMANCE EVALUATIONS & CAREER DEVELOPMENT Amends/Supersedes: ADM-295 (01/11/2016) Date of Issue: 10/16/2017 I. PROCEDURE A. All employees of this Department will be evaluated by their immediate supervisor in accordance with the following schedule: [35.1.1(c); 35.1.2; 35.1.5] 1. Daily in Daily Observation Report (NNPD Form #15) a. Recruits from the time of law enforcement academy graduation until release to independent patrol. [35.1.3] 2. Weekly in Weekly Observation Reports a. Telecommunicators while on employment probation (12 months) [35.1.3] b. Police Aides & Police Cadets (in Field Training program) c. Forensic Technicians (in Field Training period) 3. Monthly in Monthly Progress Reports (NNPD Form #20) a. Sworn employees from release to independent patrol through the completion of 18 month employment probation. [35.1.3] 4. Quarterly a. Full-time civilian employees - During the first twelve months they are in a position. [35.1.3] b. Progress reviews for sergeants (in the "Field Training and Leadership Manual") 5. Annual evaluations are due in Payroll by June 1 for each employee; they are accepted between May 1 and June 1, covering the period from May 1 to April 30 of each year. The Notification of Standards is prepared for the same period, outlining each employee s goals for the upcoming year. If an employee had a transfer evaluation completed on or after February 1, the current supervisor will utilize the transfer evaluation with updates provided by the current supervisor for the annual evaluation. The current supervisor must review the evaluation personally with the employee. 6. At any time to identify performance which does not meet standards. In cases where the employee does not meet standards, or when identifying a problem area, a written interim evaluation should be completed at least 90 days prior to the end of the regular evaluation period. [35.1.6] ADM-295-1 of 5 10/16/2017
7. Any time the supervisor recommends termination or demotion. 8. When the employee transfers from one supervisor to another, the employee s former supervisor will perform a complete evaluation, unless the employee has been evaluated within the past six months. Annual evaluations must still be completed on all employees, and auxiliary officers. a. Police Recruits will receive a performance evaluation at completion of the Basic Law Enforcement Academy. 9. Any time a supervisor is transferred or voluntarily terminates, he will perform a complete evaluation of employees under his supervision, unless the employee has been evaluated within the past six months. 10. Termination (excluding retirement) of employee. 11. Bi-monthly for six months upon transfer to Investigations Bureau. [35.1.3] NOTE: An annual evaluation is still required for individuals receiving this evaluation; however the bi-annual evaluation can be wrapped into the annual evaluation if all are due at the same time. B. Supervisors are expected to learn and understand position standards, to be aware of specific remedial and developmental activities and resources which are available and to serve in a capacity of advising and assisting the employee to any extent reasonable, including career development and enhancement. Any training provided to newly promoted supervisors shall include information relating to the career development of employees (i.e. salary benefits, incentive programs, assessment of skills and abilities). [33.8.1; 35.1.1(c,d); 35.1.7(b,c)] C. Evaluation Process The process applies to all evaluations except those conducted as an interim evaluation (see Section I. A.). 1. The supervisor will evaluate the employee on the evaluation form located on the City s website, utilizing the rating criteria set out in the City s Performance Evaluation and Development Instrument (PEDI). The supervisor will reference the employee s City job description in performing the evaluation. Once filled out, an evaluation will be forwarded to the next level of supervision for review. [35.1.1(a,b); 35.1.4] 2. Successive levels of supervision, through the level of Chief of Police, will review the evaluation and will add comments supporting or questioning the evaluation, prior to the evaluation being given to the employee. Each level of supervision will review and sign the evaluation. [35.1.5(b,c); 35.1.7] 3. The supervisor will discuss the evaluation in detail, in person, with the employee. In addition, the supervisor will also discuss with the employee goals for the next evaluation period and career development opportunities. These will be noted and ADM-295-2 of 5 10/16/2017
attached to the evaluation. The employee may add any comments in the space provided on the evaluation form. The employee should sign the evaluation form, not indicating agreement, but indicating that the evaluation has been reviewed with the employee. If the employee refuses to sign the evaluation form, the supervisor should so note. If the employee disagrees with any rating, he may attach a statement and/or request an evaluation review. [35.1.7(a,b,c); 35.1.5(d)] 4. Justification for any rating other than "meets" must be given on the form, in the appropriate comment section. Any rating of less than "meets" should reference interim counseling sessions and be noted in the comments section. [35.1.1(b,c); 35.1.5 (b)] 5. If, after review by the employee, there are comments made other than concurrence, or changes are made to the ratings, the evaluation will be sent back through the employee's chain of command for review. A copy of the summary portion of the employee s most recent evaluation with all comments and reviewer signatures will be forwarded to the City Human Resources Department. [35.1.1(a); 35.1.5 (e,g)] D. Special Purpose Evaluations Whenever a supervisor conducts an interim evaluation (See Section I. A.) only those areas needing special attention need be addressed on the evaluation form. Such evaluations are maintained by the supervisor through the current evaluation period and not normally forwarded through the chain of command. They must, however, be reviewed with the employee. [35.1.1(b,c); 35.1.5 (g)] E. Review Procedure [35.1.5 (f)] 1. An employee who questions or disagrees with his performance evaluation must check "appeal" on the evaluation. This procedure is an informal, administrative procedure and has no connection to any other city or Departmental appeals or grievance procedures. Performance evaluations are not grievable (see City Code 2-183(7) Ordinance No. 4250-91). 2. If, as the evaluation is reviewed by the employee s chain of command, the reviewer(s) disagree(s) with any portion of the evaluation, that reviewer will so note in the comment section of the evaluation. Evaluation ratings may not be changed by anyone other than the rater; however, after meeting with the employee, the Chief of Police may change the evaluation. Changes made to the evaluation will be sent back through the employee's chain of command. If ratings are changed, the employee must be notified of the change. 3. If an employee desires to appeal an evaluation further, he may do so by writing a letter to the Chief of Police through his chain of command, requesting a review by the City Human Resources Department. The City Human Resources Department will serve in an advisory capacity to the Police Department and to the employee to determine if human resources policies have been followed. Any changes made to the evaluation must be sent back through the chain of review as followed with the initial evaluation in ADM-295-3 of 5 10/16/2017
question. Final determination on an employee s evaluation rests with the Chief of Police. F. Recommendations Changes and/or additions to the evaluation must be submitted through the chain of command for approval by the Chief of Police and the Director of the City Human Resources Department. II. CAREER DEVELOPMENT A. General 1. The Department will provide all employees with information concerning career development opportunities through education, training, lateral job movement, and promotion. 2. During the annual evaluation process, sergeants will provide general counseling and assessment of skills, knowledge, and abilities of personnel. B. Supervisor/Management Responsibilities 1. Each supervisor/manager will meet with each employee under his supervision annually for the purpose of career counseling. It is the responsibility of each supervisor to encourage the employees under their command to further their education and training in the knowledge, skills, and abilities in their current position, or in areas of expressed interest. This counseling will occur with performance appraisal and will include: [35.1.7(c)] a. A review of the employee s training needs. b. A review of the training programs that are applicable to the individual s current assignment to include the in-service program. c. A review of the requirements and procedures for lateral transfer within the Department. d. A review of the requirements and procedures within the Department for promotion to a higher grade/level. 2. Supervisors/managers will be cognizant of Human Resource and Department training courses and programs and will attend, or recommend them to employees, based on the needs of the employee and the Department. 3. Supervisors/managers shall make recommendations for improvements and specific needs in the Department s training programs based on the counseling sessions. 4. Annually, Bureau/Precinct/Division Commanders will determine the training needs for their areas of command through solicitation of input from their personnel and consultation with the Training and Personnel Support Division. This information will also be provided to the Police Department's training committee. ADM-295-4 of 5 10/16/2017
5. The training committee (combined sworn and civilian personnel) will meet at least annually to provide input to the Academy Director from rank and file needs. [33.1.1(c)] 6. Police employees who desire to improve their skills or abilities may forward their requests to the Training Division through the chain of command. The request will be filed in the Training Division until a training session becomes available. A list of employees requesting to attend that type of schooling will be sent to the appropriate Bureau/Precinct/Division Commander, who will select personnel to attend, based on individual requests and the needs of the Department. C. Training Division Responsibilities 1. Maintain and distribute current information regarding schools and other training opportunities including: a. Departmental in-service programs; b. Job specific programs; c. Academy sponsored programs; d. Programs offered by outside vendors; e. College courses and seminars; f. Educational assistance programs; 2. Maintain a record of all training provided to each employee. [33.1.6] 3. Administer the mandatory in-service training and other proficiency training programs. D. Bureau Commanders' Responsibilities 1. Ensure that all employees promoted and/or transferred to non-supervisory positions are scheduled to attend a skills development course applicable to that position (e.g., an officer transferred to the Organized Crime Division is given an opportunity to attend D.E.A. School or a similar course). [33.8.2] 2. Ensure that employees recently promoted receive training related to their new responsibilities. [33.8.2] 3. Ensure that employees assigned to career specialty tasks receive appropriate training. Michael C. Grinstead Acting Chief of Police ADM-295-5 of 5 10/16/2017