All employees below the director level will be given an annual performance appraisal.
Objectives of the Performance Appraisal Program:
- To allow fair and impartial personnel decisions.
- To maintain and improve performance.
- To provide a medium for personnel counseling.
- To facilitate appropriate decisions regarding probationary employees.
- To provide an objective and fair method for recognition and measurement of individual performance according to prescribed guidelines.
- To identify training needs.
Use of Appraisal Reports:
- Appraisal reports serve as an important resource for actions taken by management. An employee’s performance, as defined in the appraisal reports, gives information concerning suitability for assignment or reassignment, training and/or retraining needs, readiness for assuming added responsibilities, promotional candidacy status, and identification of career development potential.
- Management will utilize the completed appraisal report as a resource in the personnel reward, development and decision processes. It is essential that the performance appraisal program produce accurate and reliable assessments of individual performance.
Other uses intended are:
- To let employees know what is expected of them and how well they are performing.
- To help determine whether a merit increase is warranted.
- To provide a continuing record of an employee’s performance history.
Procedures:
General Guidelines:
- Raters/supervisors shall receive on-the-job training in the performance appraisal function and procedures including use of the forms upon promotion and/or at the in-service first line supervisor’s school conducted by the Saint Paul Police Department Training Unit or the City of Saint Paul Office of Human Resources.
- Performance appraisals will be based only on behavior observed or identified during the period of the evaluation.
- The performance of all employees will be evaluated annually based on the employee’s last name. Performance appraisal due dates are as follows:
- Employees with last name beginning with A-F, March 31
- Employees with last name beginning with G-L, June 30
- Employees with last name beginning with M-R, September 30
- Employees with last name beginning with S-Z, December 31
- Probationary employees, whose probation is for one year, will be evaluated at least every 4 months. Those with a 6-month probation period will be evaluated at least every 2 months. The period of the appraisal is shown on the face of each performance report.
- Employees will be evaluated by their immediate supervisor.
- Raters will be evaluated by their immediate supervisor regarding the accuracy, fairness and impartiality of the performance appraisal as well as the uniformity of ratings.
- Section/unit commanding officers will ensure the completion of each appraisal form by the appropriate supervisor.
Evaluating supervisors will:
- Utilize established job descriptions and classifications, applicable general orders and other directives to discuss job expectations with the employee. They will ensure that each employee being evaluated is aware of:
- Their required duties and tasks.
- The standards of quality and productivity they are expected to meet.
- Criteria by which they will be evaluated must be specific to the position occupied.
- This discussion will be repeated at the beginning of each assessment period. Employees upon transfer or promotion to new positions shall also be indoctrinated on new requirements.
- Follow the pertinent established performance appraisal manual and guidelines in completing performance appraisals.
- Submit explanatory comments whenever performance ratings are unsatisfactory or outstanding.
- Discuss the performance appraisal with each employee they have rated.
- Allow the employee to make verbal and written comments regarding their appraisal.
- Meet with an employee when an unsatisfactory pattern of performance is identified. This meeting should take place at least 90 days prior to the end of the ratings period. This will be documented in writing with a copy to the employee.
Each performance assessment will be reviewed and signed by the immediate supervisor of the person evaluating the employee.
Employees being rated will read and sign their assessments (indicating only that they have read it) and may make written responses which will be attached to the original appraisal document.
Review Process for Contested Appraisals:
Employees who are dissatisfied or disagree with their performance appraisal may seek a review of their ratings by following the procedures prescribed in Saint Paul Civil Service Rule 26.
Distribution and Retention of Forms:
Distribution of completed employee performance appraisal reports shall be as follows:
- One copy to police human resources for inclusion in the employee’s personnel file.
- The original overall evaluation grade is entered in the City of Saint Paul Office of Human Resources computer system for inclusion in the employee’s personnel file.
Appraisal Terms:
The appraisal of each employee’s performance shall be documented, and all assigned ratings of employees returned to police human resources.
The overall rating must be consistent with the major areas of accountability ratings. The following should be considered in choosing the overall rating:
- Did the employee achieve the results expected during the rating period?
- Which major areas of accountability are the most important in the work done by the employee? Was performance satisfactory for these areas?
- What is the rating that is most consistent with the overall picture presented by the major areas of accountability ratings?
Change of Performance Appraisal Rating:
The chief has the authority to change the overall rating of an employee. The chief will inform the employee’s deputy chief who will inform the employee’s immediate supervisor that a change is being made and the reasons for the change. This will allow the supervisor to take action to correct the problems which resulted in the change of rating. All changes will be initialed and dated by the chief of police.
Revised May 22, 2019