Full Text
COLUMBIA COUNTY BOARD OF COMMISSIONERS APPROVED: July 21, 2009 AMENDED: September 19, 2017 September 21, 2021 TOPIC: Performance Appraisal Policy Number 209.1 POLICY SECTION: Human Resources Page 1 of 3 I. PURPOSE To provide a means to inform employees about the quality of his/her job performance and to uphold the principle of accountability. II. POLICY Regular Employees, who have been employed one year or longer, or at such other time as specified by the Board of Commissioners, may be eligible for a performance adjustment to pay. Performance pay adjustments are generally effective the first day of the first full bi-weekly pay period in January or at such other time as specified by the Board of Commissioners. Regular Employees, who have completed new hire probation, may be eligible to receive a performance adjustment to pay on his or her first year of employment anniversary date. Subsequent annual adjustments to pay may be recommended by the Division Director during the regular annual performance review period. Performance pay adjustments are subject to continued and available funding approved by the Board of Commissioners. III. PROCEDURES 1) Performance Appraisal The Human Resources Director will announce annual, semi-annual and other special performance appraisal review periods. The annual performance review is required. Semi- annual or other special reviews may be performed at the discretion of the Supervisor, Department Manager or Division Director. The established annual performance appraisal review period is October 1 through September 30 of the following year. Department Managers and Supervisors will use the web-based performance appraisal system to complete the review period forms. Managers should complete the appraisal, meet with the Employee, obtain signatures and forward the original form to the Human Resources Department to be maintained in each individual employee personnel file. 2) Job Description The Supervisor should review the Employee’s job description as part of the appraisal process to ensure performance appraisal is based on the job tasks and responsibilities. A job audit by Human Resources can be requested if the Supervisor, Department Manager or Division Director has made changes in the position tasks, responsibilities, structure or other criteria. 3) Factor and Goal Performance Rating Evaluate and rate each applicable factor and current goal(s) and to establish future goals. ---PAGE BREAK--- COLUMBIA COUNTY BOARD OF COMMISSIONERS APPROVED: July 21, 2009 AMENDED: September 19, 2017 September 21, 2021 TOPIC: Performance Appraisal Policy Number 209.1 POLICY SECTION: Human Resources Page 2 of 3 4) Performance Rating Justification Justify performance factor rating averages that are below or above expectations in the Comments section. 5) Goal Setting Identify methods the Employee can take to improve performance or objectives and outline an action plan for completion. Identify job or continuing education training that may assist the Employee in meeting objectives. The Human Resources Department will assist with providing training resources. 6) Comments Employees, who have been granted access to review his or her personal evaluation on-line, may respond with comments to the evaluation via the web-based system, in writing or during the Performance Review discussion process. 7) Performance Appraisal Review The Employee is recommended to sign the appraisal form as an acknowledgment that it was completed and that he or she is aware of its contents. The Supervisor, likewise, is recommended to sign the form. The completed form shall be reviewed by the Division Director then sent to Human Resources to be reviewed by the Human Resources Director and placed in the Employee’s file. 8) Performance Based Salary Adjustments to Pay Recommendations for annual adjustments to pay are subject to review and approval by the Management and Internal Services Committee and the Board of Commissioners, whose determination shall be final. The Oversight Committee may change the recommended salary adjustment or return it for reconsideration due to budget considerations, the evidence of rating error, bias or other relevant factors. 9) Appeals of Ratings Performance ratings may be appealed by the Employee within five working days of the completion date of the rating up to the next highest Supervisor, who shall respond in writing within three working days. If the Employee is still not satisfied, he or she may make a final appeal to the Human Resources Director within five working days of written receipt from the Supervisor. The Human Resources Director shall hold a conference with the Employee and investigate the Employee’s complaint and render a decision in writing within five working days of the Human Resources Director’s conference with the Employee and Supervisor. 10) Employees With Less Than One Year Service Employees, who are on new hire probation, are not eligible for a performance pay adjustment. Employees who successfully complete their probationary period may be eligible to receive a performance pay adjustment based upon a rating of his or her performance on his or her first- year anniversary date. Exceptions must be approved by the County Manager and Board of ---PAGE BREAK--- COLUMBIA COUNTY BOARD OF COMMISSIONERS APPROVED: July 21, 2009 AMENDED: September 19, 2017 September 21, 2021 TOPIC: Performance Appraisal Policy Number 209.1 POLICY SECTION: Human Resources Page 3 of 3 Commissioners. 11) Employees With One or More Years’ Service Regular Employees, who have completed new hire probation after the annual performance appraisal period has ended, may be eligible to receive a performance adjustment on his or her first year anniversary date. The percentage recommendation will be based upon a rating of his or her performance and must be within the prior year performance adjustment guidelines. Employees, who have completed one or more years of service and are placed on disciplinary probation due to violations of conduct, unsatisfactory performance or other policy violations, will not be eligible to receive a performance adjustment. Exceptions must be approved by the County Manager and Board of Commissioners. 12) Employees Completing One Year of Service during the October, November or December Annual Performance Review Period Employees, whose one year anniversary date falls during the months of October through December and who have successfully completed probation, may be eligible to receive an annual performance adjustment in addition to his or her one year anniversary date salary adjustment. Recommendations are subject to approval of the Division Director. Exceptions must be approved by the County Manager and Board of Commissioners. 13) Funds The Board of Commissioners will approve all recommendations for salary adjustments to pay based on performance. Continued availability of funds is subject to final approvals by the Board of Commissioners. 14) Payroll Adjustments The Human Resources Department will prepare and present a list of recommended performance adjustments to the Management and Internal Services Committee and, if requested, to the Board of Commissioners. After approvals are received, the recommendations to salary adjustments will be entered in each respective Employee payroll file by Human Resources. A list will be forwarded to the Finance Department for personnel line code adjustments to each respective department and fund. 15) Records Responsibility The Human Resources Department will retain originals of the performance appraisal form(s) and approved annual and incremental pay adjustments in the Employee official personnel file. Human Resources will provide administrative and management oversight of manual and web- based appraisal processes, Supervisor training and assist Supervisors and Managers, as necessary.