Full Text
- Performance Evaluations, G.O. No. 2.3.05 Page 1 ALBANY, NEW YORK POLICE DEPARTMENT 165 HENRY JOHNSON BOULEVARD ALBANY, NEW YORK 12210 PERFORMANCE EVALUATIONS AND CAREER DEVELOPMENT GENERAL ORDER NO: 2.3.05 Issue Date: June 12, 2017 Effective Date: March 1998 Revision Date: November 30, 2015 NYSLEAP: 13.1 Volume 2: Logistics Chapter 3: Personnel Distribution: All Personnel Page: 1 of 10 Issuing Authority: Chief Eric Hawkins PURPOSE: The purpose of this policy is to establish procedures for an objective way of evaluating the intangibles of work performance. Evaluation allows management to identify areas of weakness and areas of strength; not only on an individual basis, but for the entire department. Evaluations further help in identifying training needs, as well as provide for more effective supervision. POLICY: It is the policy of the Albany Police Department to evaluate each full time employee by conducting a documented annual performance evaluation, with the exception of the department’s chief executive officer, elected officials, or employees exempt by controlling legislation. I. PERFORMANCE EVALUATIONS A. Personnel Performance Evaluation System: 1. The personnel performance evaluation system currently used by the City of Albany Police Department was instituted to meet the needs of the department and evaluate the work performance of an employee. The system is a basic measurement instrument that serves both management and the individual employee. 2. Sworn employees shall be evaluated by their immediate supervisor on an annual basis utilizing the Albany Police Department Sworn Employees Annual Performance Evaluation Form, APD Form # 295 shown on pages 6-10 of this order, which measures specific job related competencies that are defined on the form. a. The performance evaluation criteria, specific to the assignment for the employee during the rating period, consists of the following: i. Knowledge and patrol of assigned area(s); ii. Investigative skills; iii. Knowledge/application of laws, rules, regulations, and policy/ procedures; iv. Professional work ethic; v. Public professional relationships; Eric Hawkins Chief of Police 1789 ---PAGE BREAK--- - Performance Evaluations, G.O. No. 2.3.05 Page 2 vi. Administrative responsibilities; vii. Time and attendance; viii. Safety and employee well being; ix. General appearance and grooming standards; x. Written and oral expression; xi. Equipment maintenance and use; and xii. Supervisory skills (for supervisors only). b. The employee’s supervisor shall assign a performance rating, which should reflect the employee’s overall performance for the rating period. The rating categories are measured according to the following definitions: i. Outstanding – The employee’s performance clearly is exceptional in comparison with expectations, thereby causing the employee to stand out and above others in the work unit. Performance consistently exceeds expectations for all tasks. The employee can be relied upon to perform the most difficult tasks and has made exceptional contributions to the work of the employee’s work unit or department. ii. Excellent – The employee always meets and frequently exceeds performance expectations for all tasks. The employee is performing better than expected for many of the tasks and is recognized as a particular asset to the work unit. iii. Good – The employee meets performance expectations for all tasks and performs in a good, competent manner. This is the expected and usual level performance for most employees. iv. Needs Improvement – The employee meets performance expectations at a minimally acceptable level. v. Unsatisfactory – The employee clearly does not meet performance expectations, not even at a minimally acceptable level. II. RATER TRAINING, RESPONSIBILITY AND EVALUATION A. Training: 1. All newly promoted sergeants shall attend twenty-four (24) hours of in- service training in which a segment of instruction shall be dedicated to rater training, and include, at a minimum, the following: a. Objectives of the performance evaluation report; b. Procedures for the use of forms; c. Measurement criteria and definitions; d. Common rating errors; e. Conducting rating interviews; f. Career development; and g. Rater responsibilities. 2. Supervisor raters shall be evaluated by their immediate supervisor ---PAGE BREAK--- - Performance Evaluations, G.O. No. 2.3.05 Page 3 regarding the quality of ratings given to department members. a. This shall be conducted upon review and signature of the performance evaluation by the next line supervisor, according to the following: MEMBER RATED RATER REVIEW RATER Chief of Police Deputy Chief of Police Chief of Police Commander Deputy Chief of Police Chief of Police Lieutenant Commander Deputy Chief of Police Sergeant Lieutenant Commander Police Officer/Detective Sergeant Lieutenant Probationary Police Officer Field Training Officer Sergeant Police Recruit Academy Counselor Training Unit Sergeant B. Responsibility: 1. It is a supervisor’s responsibility to improve and correct the performance of personnel under his/her supervision and to make the employee aware of their deficiencies, as well as give positive recommendations to improve performance. The supervisor shall ensure that personnel under their command possess the knowledge and direction to maintain a satisfactory performance level. a. It is the immediate supervisor who is most familiar with the employee’s performance and most capable of accurately evaluating that performance. The responsibility of rating employees by their immediate supervisor cannot be delegated. If an employee has more than one supervisor during a rating period, then the rating supervisor should confer with all other supervisors when completing the evaluation. C. Evaluation: 1. Supervisor raters will be evaluated periodically by their immediate supervisor regarding the quality of ratings given to officers. III. PERFORMANCE EVALUATION PERIOD AND PROCEDURES A. Evaluation Period: 1. Non-Probationary Sworn Employees: a. Non-probationary sworn employees shall receive an annual performance evaluation, which shall be completed by the employee’s immediate supervisor on the employee’s anniversary date of assignment or classification. The evaluation period shall cover the employee’s previous twelve (12) months of performance. b. Upon promotion or reclassification, the employee’s anniversary date for evaluation purposes will change to the date of promotion or reclassification. ---PAGE BREAK--- - Performance Evaluations, G.O. No. 2.3.05 Page 4 2. Probationary Sworn Employees: a. Probationary sworn employees shall receive quarterly performance evaluations, in accordance with GO 4.1.05 – Training: Organization and Functions. B. Rating Review and Counseling: 1. Rater’s shall list explanatory comments when performance ratings are unsatisfactory or outstanding. 2. After the evaluation report is complete it shall be reviewed and signed by the rater’s supervisor. 3. Each employee shall be counseled at the conclusion of the rating period, to include the following areas: a. Results of the performance evaluation just completed; b. Level of performance expected, rating criteria or goals for the new reporting period; c. Discussion and/or clarification of any performance issues; d. The signature of the employee is required on the evaluation. This signature indicates that the employee has reviewed the evaluation and does NOT signify agreement or disagreement with the evaluation; e. The employee will be give the opportunity to make written comments to supplement the completed evaluation report; and f. Career counseling relative to such topics as advancement, specialization, or training appropriate for the employee’s position. C. Contested Evaluations: 1. If an employee and rater disagree on any area(s) of the evaluation (and cannot resolve it), the employee may request an appeal of the evaluation, in the following manner: a. Request a meeting with the rater and attempt to correct the disagreement. b. Request review of rating with the rater and the rater’s supervisor and attempt to correct the disagreement. c. Request review of rating by the Commanding Officer of the employee’s unit/station with the rater’s supervisor and employee present. D. Unsatisfactory Performance: 1. Non-probationary employees shall be advised in writing whenever their performance is deemed to be unsatisfactory and that the written notification be provided to the employee in a timely manner in accordance with collective bargaining agreements and current directives. E. Employee Copy: ---PAGE BREAK--- - Performance Evaluations, G.O. No. 2.3.05 Page 5 1. Upon completion of employee performance evaluation forms, the employee shall be provided a duly signed copy of the report. a. The department shall retain personnel performance evaluation reports for at least six years after the member has retired or has separated service from employment with the department, in accordance with the MU-1 Records Retention and Disposition Schedule and current directives. IV. CAREER DEVELOPMENT A. Personnel Training: 1. In order to adequately provide career counseling services, command and supervisory personnel shall complete GEN 124 – Career Path Development Training Course in PowerDMS. B. Career Development Program: 1. The Albany Police Departments Career Development Program is based on career counseling, in-service training, and advanced specialized training. a. Career counseling is a supervisory function in which guidance to individuals is provided for choosing, preparing, entering and progressing in job assignments through short and long term goal setting. The performance appraisal process is ideal for a supervisor to monitor and track the member’s goals and progress. b. In-service training and advanced specialized training is provided in order to maintain and enhance member’s ability to perform the duties and responsibilities of the assigned job, and to stimulate interest or professional skills in specialized assignments. c. The career development program shall also provide advanced levels of instruction for specialized assignments, and enhance a member’s overall potential for upward mobility and job satisfaction. d. Personnel and supervisors shall utilize the department’s Master Course List for planning an employee’s career road map (this document must be downloaded in order to be viewed in proper format). C. Educational Incentives: 1. The Albany Police Department is committed to higher education by offering all eligible personnel with educational reimbursements for post- secondary education expenses incurred, as per the respective collective bargaining agreement or the City of Albany Personnel Policy and Procedures Manual. ---PAGE BREAK--- - Performance Evaluations, G.O. No. 2.3.05 Page 6 ---PAGE BREAK--- - Performance Evaluations, G.O. No. 2.3.05 Page 7 ---PAGE BREAK--- - Performance Evaluations, G.O. No. 2.3.05 Page 8 ---PAGE BREAK--- - Performance Evaluations, G.O. No. 2.3.05 Page 9 ---PAGE BREAK--- - Performance Evaluations, G.O. No. 2.3.05 Page 10