An overview of the Employee Action Review System

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1 An overview of the Employee Action Review System

2 The Columbus Division of Police Employee Action Review System (E.A.R.S.) is designed to be an in-depth proactive administrative tool designed to systematically identify patterns of behavior displayed by employees individually and as a group.

3 Parts: E.A.R.S. Sworn Employees Annual Performance Evaluation System (P.E.S.) Semiannual review conducted by an E.A.R.S. Committee

4 Parts: E.A.R.S. Civilian Employees Annual Performance Appraisal Semiannual review of employee complaints

5 Backbone: Employee Records

6 Backbone: IAB Electronic database

7 Backbone: Other Possible Vendors Visibility Motorola Oracle Larimore Associates USA Software, Inc. IA Pro On Target Performance Systems intellinetics L.E.A. Data Technologies Police Trak Microsoft - Access

8 Backbone: IAB Electronic database Citizen Complaint Use of Mace Use of Force Discharge Firearm Strip Search * Internal Investigation * Injured Prisoner * Information Only * Forced Entry * Traffic Crash * Vehicular Pursuit * Use or Attempted Use of a Stopping Tactic *

9 Backbone: IAB Electronic database Example of Information Being Collected: Incident Date and Time Precinct of Occurrence Incident Location Incident Description Date and Time of Complaint Method of Filing Filing Location Complainant s Information Complainant s Status Type of Firearm Discharge Types of Force Used Medical Status Type of Injury Injury Transports Special Ordnance Used Officer s Information Allegations and Dispositions Priority Level

10 Backbone: IAB Electronic database

11 Procedures: E.A.R.S. Performance Appraisal Civilian Employees The annual performance appraisal provides feedback to civilian Division employees on their work performance from the previous year.

12 Procedures: Performance Appraisal All supervisors receive training on rating subordinates

13 Procedures: Performance Appraisal Civilian employees are evaluated on 14 performance categories and job duties 1. Quality of Work 2. Customer/Employee Relations 3. Adaptability to Changing Conditions 4. Initiative 5, Quantity of Work 6. Accepts Responsibility 7. Economy of Work Performance 8. Effectiveness of Unit 9. Planning and Organizing 10. Leadership 11. Judgments and Decisions 12. Supervisory Control 13. Reviewing Subordinates Performance 14. Operating Economy

14 Procedures: E.A.R.S. Semiannual Review of Employee Complaints Civilian Employees The Internal Affairs Bureau (I.A.B.) will review complaints against civilian employees and report when an employee receives three complaints within a twelve month period. The review is normally done no later than April 1 st and October 1 st of each year.

15 Procedures: Semiannual Review of Employee Complaints I.A.B. s Report Employee's Supervisor

16 Procedures: Semiannual Review of Employee Complaints No further action is required Professional counseling Additional training 14

17 Procedures: Semiannual Review of Employee Complaints Chain of Command s documentation of review Form J C

18 Procedures: E.A.R.S. Performance Evaluation System (P.E.S.) Sworn Employees The annual P.E.S. provides feedback to sworn Division employees on how they can improve their performance and guides their professional development. It will not be used in the promotional process, or for any other purpose (positive or negative).

19 Procedures: Annual P.E.S. All sworn personnel receive orientation about P.E.S. All sworn supervisors receive training on rating sworn subordinates

20 Procedures: Annual P.E.S. Sworn employees are evaluated on 11 performance categories 1. Written Communication 2. Oral Communication 3. Appearance 4. Dependability 5, Job Knowledge 6. Problem Solving 7. Officer Safety 8. Interpersonal Skills/Teamwork 9. Judgment and Discretion 10. Organizational /Leadership Capabilities 11. Performance of Tasks Typical of Specific Assignment

21 Procedures: E.A.R.S. Semiannual Review by the E.A.R.S. Committee Sworn Employees The Internal Affairs Bureau (I.A.B.) generates a statistical review of investigations entered into the Internal Affairs database. The review includes information during the previous 12 months and is normally done no later than April 1 st and October 1 st of each year.

22 Procedures: E.A.R.S. Committee Review I.A.B. s Report E.A.R.S. Committee

23 Procedures: E.A.R.S. Committee Review E.A.R.S. Committee Membership Lieutenant Voting member Commander Chairperson Non-voting member Training Bureau Representative Non-voting member Lieutenant Voting member Sergeant Officer Officer Officer Alternate Sergeant Officer Officer Officer Alternate Voting member Voting member Voting member Voting member Sergeant or Officer Voting member Voting member Voting member Voting member Sergeant or Officer 14 M e m b e r s

24 Procedures: E.A.R.S. Committee Review E.A.R.S. Committee Members Must be sworn employees Must consent to the appointment Cannot be assigned to Internal Affairs or Professional Standards Must have three (3) years of service in the Division and at their present rank for at least one (1) year Cannot have had departmental charges filed against them in the last four (4) years or be under Internal Investigation at the time of appointment Cannot have a sustained allegation from a citizen complaint or an action-response to resistance outside of policy in the last three (3) years

25 Procedures: E.A.R.S. Committee Review Complaints Action Responses to Resistance, Level II (Mace) The E.A.R.S. Committee reviews sworn members involved in the top five percent (5%) of each of the following categories or in multiple categories Action Responses to Resistance, Level III and Above (TASER, Empty Hand Control, Impact Weapon, K-9 Bite, Less Lethal Weapon, Deadly Force)

26 Procedures: E.A.R.S. Committee Review The Committee will analyze the investigations and look for patterns or trends of: Allegations Tactics Behavior Language Body language Type of force used Type of resistance faced Suspect s/complainant s description Suspect circumstances Unit behavior or allegations Personality conflicts Injuries sustained by prisoners Common reactions to certain key actions or words Absenteeism or leave problems

27 Procedures: E.A.R.S. Committee Review No negative pattern Employee is notified of the review Pattern perceived Committee discussion Committee Vote Training Deficiency or Training Needed to Improve Responses Follow-up courses of action are reviewed with the Training Bureau Liaison to adjust in-service training program as needed A simple majority or a tie vote will send the information and identified concerns to the employee s chain of command for action and follow-up

28 Procedures: E.A.R.S. Committee Review Employee s immediate supervisor will review: Are the circumstances of individual events similar? example: the employee s duty status, locations, partners, types of call for service, etc. Are there similarities in the type or description of the complainants or suspects involved? Is there a common reaction by the employee even though the individual events are different? Are there common allegations made, certain phrases spoken? Does the employee have personal or professional problems which may be affecting his/her response to others? Are there outside influences which may be having an influence on the employee s behavior? Is the employee aware of any problems?

29 Procedures: E.A.R.S. Committee Review Chain of Command review with possible courses of action that can be taken: Additional training Division psychologist Professional counseling Employee Assistance Program Peer counseling/review Administrative transfer Different responsibilities (single car, less busy area, etc..) Mandatory use of the Cruiser Video System Technical Skills Development Program * Although it is the immediate supervisor s primary function to interview and interact with the officer, it is the entire chain of command s responsibility to provide input into a plan of action

30 Procedures: E.A.R.S. Committee Review Chain of Command s documentation of review Form J S E.A.R.S. Committee

31 Challenges: Discussing performance is our job but not an easy one We often hesitate to second guess We do not enjoy conflict with our co-workers Plaintiff s attorney may subpoena the information Initial investigation and the chain of command review

32 Objectives: E.A.R.S. To explore the positive and negative aspects of an employee s job performance and to identify risk indicators, behavior patterns, and trends in an employee s performance before damaging behavior occurs. To provide information to develop training, policies, procedures and tactical decision for the Division.

33 Objectives: E.A.R.S. To help the Division defend against custom and practice and failure to train lawsuits. To initiate intervention into an employee s behavior, using education and deterrence strategies, before it is too late. To reinforce a supervisor s involvement in an employee s development.

34 Objectives: E.A.R.S. To facilitate positive reinforcement, positive correction action, training, counseling and peer review. To maintain the standards of performance within the Division. To promote career longevity for the employee.

35 Impact: E.A.R.S. Reduce complaints Reduce use of force incidents Communicate to supervisors their responsibility to monitor employees Effective employees Enhance the integrity and reputation of the agency

36 Impact: Decrease over a 5 year review (2007 to 2012) Employee Involvement Complaints Level 2 (Mace) Level 3 & Above 1 - Incident 21 % 21 % 15 % 2 - Incidents 43 % 53 % 43 % 3 - Incidents 90 % 73 % 3 % 4 - Incidents 83 % 33 % 37 % 5 - Incidents 100 % 33 % 90 %

37 Core Values Professionalism Respect Integrity Discipline Enthusiasm Attention to Detail Sense of Urgency Commander Terry Moore Sergeant Rob Welday

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