POLICY AND PROCEDURE MANUAL

Transcription

1 POLICY AND PROCEDURE MANUAL PBRC POLICY NO ORIGIN DATE: 09/18/1997 IMPACTS: All Classified Employees, Supervisors of Classified Employees and Their Superiors Up to the Executive Director SUBJECT: Performance Evaluation System for Classified Employees LAST REVISED: 06/25/2013 EFFECTIVE: 06/25/2013 SOURCE: Human Resource Management VERSION NO. 5 PURPOSE The performance management program serves as a foundation for aligning employee performance and goals with PBRC s mission. Performance evaluations are used to: Ensure that employees clearly understand the scope and responsibilities of their position, Provide advice and the necessary assistance to carry out those responsibilities, Inform them of how their performance has been evaluated, Pointing out both strengths and weaknesses, Aid in the employee s development, and Provide the opportunity to discuss any matter pertaining to their assigned work so as to foster a better understanding between the employee and his or her supervisor. DEFINITIONS Classified Employee: An employee hired to fill a classified position that is approved through the Louisiana State Department of Civil Service. All classified employees are evaluated except those on restricted or transient appointments. Evaluating Supervisor: The person who is in the best position to observe and document the employees performance and therefore is designated by the appointing authority to administer the evaluation of performance for designated employees. Second Level Evaluator: Generally the Evaluating Supervisor s supervisor or other designee and is designated by the appointing authority to approve the performance plan and performance evaluation prepared by the Evaluating Supervisor. Performance Planning: A session conducted in which the supervisor discusses with the employee the job duties and expectations of the position for the next performance evaluation year. 1

2 Performance Evaluation: A systematic evaluation of the work actually performed by the employee in the position held during the evaluation period. Performance evaluations must objectively reflect the employee s actual performance based on standards that are directly related to the job. Evaluation Scale: Civil Service Rules require that a three level evaluation scale be used to rate each competency area. The scale includes the following descriptors of job performance: 1. Exceptional Work and behavior consistently exceeded the performance criteria 2. Successful Work and behavior met the performance criteria 3. Needs Improvement/Unsuccessful Work and/or behavior did not meet the performance criteria. Timeframes: POLICY This policy follows the guidelines mandated by the Louisiana State Department of Civil Service Rules Chapter 10 effective July 1, 2012, in implementing the Performance Evaluation System for all classified state employees. PERFORMANCE PLAN AND PERFORMANCE PLANNING SESSION The Evaluating Supervisor shall prepare a performance plan at the beginning of each evaluation period. The plan should list expectations which consist of work task and behavior standards that the employee s overall performance will be evaluated. The Evaluating Supervisor shall obtain the Second Level Evaluator s signature approval of the performance plan. A performance 2

3 planning session should be conducted within the first three (3) calendar months of the appointment of a new employee, following the movement of a an employee into a classified position with significantly different duties, and at the beginning of the performance evaluation year (from July 1 st through September 30 th ). Planning sessions can also be conducted when an employee gets a new Evaluating Supervisor, if the performance expectations changes, and whenever the Evaluating Supervisor deems a planning session is appropriate. The Evaluating Supervisor should conduct a performance planning session with each employee and discuss the expectations listed on the performance plan. The employee should be provided a copy of the expectations and a copy of their official job description. A copy of the performance plan signed and dated by the Evaluating Supervisor, Second Level Evaluator, and the employee, should be forwarded to the Human Resource Management office, where it will be placed in the employee s personnel file. DESIGNATING THE EVALUATING SUPERVISOR AND SECOND LEVEL EVALUATOR The first line supervisor shall be responsible for conducting the evaluation, since this person is closest to the work being performed. Generally, the Second Level Evaluator is the Evaluating Supervisor s supervisor or a person designated by the appointing authority. All evaluators must agree on the employee s overall evaluation before it is discussed with the employee. No member of higher level management should alter, modify, or add to comments prepared by the initial Evaluating Supervisor without discussing the comments with him or her. No change shall be made to an employee s evaluation after the employee has signed the evaluation form unless the employee is so notified in writing. PERFORMANCE EVALUATION Each employee shall be evaluated no later than August 31 st of each year (with an effective date of July 1 st ) on his/her overall performance based on work tasks and behavior standards determined by the Evaluating Supervisor to be requirements of the employee s job. The Evaluating Supervisor shall assign one of the three values, Exceptional, Successful, or Needs Improvement/Unsuccessful, to the employees overall performance. Employees that have worked less than three calendar months within the performance evaluation year may be assigned a default overall evaluation of Not Evaluated. When evaluations are in violation of Civil Service rules, the employee will receive an overall evaluation of Unrated. Overall evaluations of Not Evaluated and Unrated have the same effect as an evaluation of Successful. All overall evaluations of Exceptional and Needs Improvement/Unsuccessful, should have supporting documentation. Completed performance evaluation forms and all supporting documentation for Exceptional and Needs Improvement/Unsuccessful ratings should be forwarded to the Human Resource Management office, where it will be kept in the employee s confidential personnel file. EFFECTS OF NEEDS IMPROVEMENT/UNSUCCESSFUL EVALUATIONS 3

4 When an employee receives an overall rating of Needs Improvement/Unsuccessful the employee will not be eligible for a performance adjustment, promotion, permanent status (if probational), or detail to a higher level position unless approved in advance by the Director of Civil Service. EMPLOYEE REVIEW Performance evaluations must always be reviewed and discussed with the employee. The employee is expected to sign the form, even if he or she does not necessarily agree with the contents of the evaluation. The employee s refusal to sign the form does not prevent the evaluation from becoming official. If the employee refuses to sign the form, the supervisor should note that fact on the rating form and record the date the evaluation session occurred. When an employee is not available for their evaluation session, the employee should be notified of their overall evaluation by mail to the most recent address on file. The notification should be made on or before August 31 st and proof of timely mailing should be maintained with the official performance evaluation form. EFFECTS OF FAILURE TO CONDUCT A RATING If for some reason an employee does not receive a performance rating in a timely manner, Civil Service will consider the employee s rating as Un-Rated. An Evaluating Supervisor or Second Level Evaluator who does not administer the evaluation system in accordance with Civil Service Rules shall not be eligible for an increase in compensation. This is in accordance with Civil Service Rules 10.2(b) and 10.3(b). and Act 377 (HB595) of the 2009 Louisiana Legislative Session. AGENCY REVIEW A permanent employee who receives an overall performance evaluation of Unrated or Needs Improvement/Unsuccessful may request an official review of the evaluation by an Agency Reviewer(s). The Reviewer will not be either the Evaluating Supervisor or the Second Level Evaluator who signed the evaluation being reviewed. The official overall evaluation may only be changed by the Agency Reviewer. An employee must submit in writing a request for review. The request must be postmarked or received in Human Resources no later than September 15 th following the evaluation year. The employee must explain and provide documentation for the request for review. The Agency Reviewer must review the request and discuss the contested evaluation with the employee and the Evaluating Supervisor. The Agency Reviewer will provide written notice of the results of the review to the employee, the Evaluating Supervisor, and the Human Resources office by October 15 th. Any changes made to the overall evaluation will be retroactive to July 1 st. All documentation of the evaluation and the review will be maintained in the employee s official personnel file in Human Resources. 4

5 CIVIL SERVICE REVIEW An employee that receives an overall evaluation of Needs Improvement/Unsuccesful following an Agency Review may request to have a review by the Civil Service Director or Director s designee. The request must be received no later than 10 calendar days following the date the employee received the Agency Review decision. The request must explain why the decision is being contested. The Director can affirm the Agency Reviewer s decision or change the evaluation to Unrated. The Civil Service Director s decision is final. The decision will be rendered no later than 30 calendar days following the request for review was received. SOURCES: Louisiana State Civil Service Rule - Chapter 10; Louisiana State Civil Service General Circulars 1260, 1274, 1276, 1279, and 1606, 1806; and Louisiana Act 377 of

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