The Town of Fort Frances

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1 The Twn f Frt Frances PERFORMANCE APPRAISAL POLICY SECTION HUMAN RESOURCES REVISED August 2002 Reslutin N. Supercedes Reslutin N. Plicy Number 3.3 PAGE 1 f 9 1. PURPOSE: The purpse f supprt staff perfrmance appraisal is t imprve emplyee effectiveness and t recgnize jb perfrmance. 2. RATIONALE: Emplyees are accuntable fr their perfrmance and are entitled t knw what is expected f them, hw they are perfrming and what resurces are available t imprve their perfrmance. The perfrmance review prcess prvides the vehicle t establish and maintain pen dialgue between the supervisr and emplyee fr the purpse f prviding feedback t imprve persnal and prfessinal perfrmance. 3. BASIC PRINCIPLES OF PERFORMANCE MANAGEMENT: The supervisr and the emplyee are jintly respnsible fr the emplyee s perfrmance Perfrmance management is an nging, cyclical prcess, nt smething limited t the perfrmance review meeting. Effective perfrmance management emphasizes bjective measures f perfrmance with respect t bth results and nging respnsibilities. Thrughut the perfrmance management prcess, emplyees are encuraged t actively participate in the planning, evaluating, and imprving their perfrmance. Hnesty and penness, with effective tw-way cmmunicatin are essential elements f the supervisr / emplyee relatinship. Perfrmance management is intended t be a psitive future riented prcess. 4. OBJECTIVES: Primary: Prvide feedback Identify perfrmance gaps Prvide psitive reinfrcement Secndary: Infrmatin fr cmpensatin and human resurces planning 4. TIMELINES: A. Permanent Full-Time and Part-Time Emplyees Ø Upn cmpletin f the third mnth after date f hire and upn cmpletin f the prbatinary perid. Ø Shuld the prbatinary perid be extended, perfrmance review will cntinue t be cnducted every tw mnths r mre frequently, if required, until a decisin is made as t the incumbent s suitability t remain in the psitin. Ø Upn successful cmpletin f the prbatinary perid, annually thereafter.

2 B. Seasnal, Students, Interim Replacement Emplyees Ø Prir t prgressin in the salary / wage range r cntract renewal, upn exiting seasnal / temprary emplyment, and at minimum annually. 5. APPEALS: There is n frmal avenue f appeal established regarding Perfrmance Reviews. An incumbent nt agreeing with the review is encuraged t discuss the same with his / her Immediate Supervisr and Divisin Manager. Shuld this prcess nt alleviate the incumbent s cncerns, he / she may request an interview with the Human Resurces Manager. The incumbent may register dissent in the cmments area prvided in the perfrmance review frm. The dcument will remain in the individual s persnnel file in the Human Resurces Department. 6. SCORING AND EVALUATION METHOD: OVERALL ASSESSMENT OF PERFORMANCE E EXCELLENT: Significantly and cnsistently exceeded the standard V VERY GOOD: Exceeded the standard S SATISFACTORY: Met the standard ID IMPROVEMENT DESIRED: Did nt meet the standard IE IMPROVEMENT ESSENTIAL: Significantly belw the standard N/A NOT APPLICABLE: Cmpnent nt included in everyday duties 5 Pints 4 Pints 3 Pints 2 Pints 1 Pint MANAGEMENT / NON-UNION SALARY PROGRESSION Imprvement Essential (20%-29%) Imprvement Desired (30%-49%) After 6 mnths 3% Satisfactry perfrmance r higher (50% r higher) After 1 year 3% Satisfactry perfrmance r higher (50% r higher) After 2 years 5% Satisfactry perfrmance r higher (50% r higher) After 3 years 4% Satisfactry perfrmance r higher (50% r higher) After 4 years 2% Very gd perfrmance (70%-89%) 2.5% Excellent perfrmance (90%-100%) After 5 years Prgressin cntinues at 2%, r 2.5% until individual reaches the tp f the salary scale. Percentage increase applies t emplyee s current salary 2

3 PERFORMANCE REVIEW FORM Seasnal, Students, Interim Replacement Emplyees (Museum, Library, Memrial Sprts Centre, Public Wrks, Parks / Cemeteries) Perfrmance Management is the nging prcess thrugh which managers wrk with individual emplyees t plan, supprt, and imprve the emplyee s n the jb perfrmance. NAME: DIVISION: POSITION TITLE: SUPERVISOR: STATUS: ( ) Seasnal ( ) Student ( ) Prbatinary This reviews perfrmance fr the perid: Frm T: OVERALL ASSESSMENT OF PERFORMANCE E EXCELLENT: Significantly and cnsistently exceeded the standard V VERY GOOD: Exceeded the standard S SATISFACTORY: Met the standard ID IMPROVEMENT DESIRED: Did nt meet the standard IE IMPROVEMENT ESSENTIAL: Significantly belw the standard N/A NOT APPLICABLE: Cmpnent nt included in everyday duties 5 Pints 4 Pints 3 Pints 2 Pints 1 Pint This perfrmance appraisal has been reviewed with me and I have received a cpy. Emplyee s signature Date: This perfrmance appraisal has been cmpleted by me and reviewed with the emplyee. Supervisr s Signature: Date: Once cmpleted, discussed and all signatures btained, the riginal f this frm is t be frward t the Human Resurces Department fr retentin in the emplyee s persnnel file. 3

4 Cntributin Checklist Technical Cmpetence 1 Understands Jb Methds and Prcedures Excellent Very Gd Satisfactry JOB KNOWLEDGE AND ACHIEVEMENT Imprvement Desired Imprvement Essential Plans wrk assignments Optimizes use f available resurces Wrk is thrugh and accurate Wrks in a safe manner Adheres t applicable regulatins and plicies, prcedures, standards and guidelines Utilizes tls / equipments carefully and apprpriately Reslves prblems / enquiries prmptly and effectively 9 Keeps supervisr infrmed ATTITUDE / INITIATIVE 10 Manages time effectively Ability t suggest and / r take actin independently Is dependable and punctual. Arrives and starts n time. Has minimal absenteeism. Is flexible / adaptable t change Demnstrates wnership and cmmitment t jb Shws pride and prfessinalism in wrk Wrks c-peratively / effectively with thers Is friendly and helpful tward all cntacts Demnstrates cncerns fr thers safety Cntributes t a psitive, prductive wrk envirnment Ttal (ut f a pssible 100 pints)* = *If there is an, please adjust the ttal scre accrdingly (i.e., 3 N/As ttal scre is ut f 85) 4

5 STRENGTHS, CONTRIBUTIONS, AND ACCOMPLISHMENTS (cmment n utstanding perfrmance issues here) AREAS FOR DEVELOPMENT / SUGGESTED TRAINING (In additin, where imprvement required perfrmance issues have been identified, be specific including timeframes and results expected) SUPERVISOR S GENERAL COMMENTS EMPLOYEE S GENERAL COMMENTS RECOMMENDED FOR RE-HIRE? ( ) Yes ( ) N OBJECTIVES FOR THE PERIOD T (be specific including time frame and results expected) IMMEDIATE SUPERVISOR If recmmended fr prgressin in the salary / wage range, please attached cmpleted New Hire / Change f Emplyee Infrmatin Frm. 5

6 PERFORMANCE REVIEW FORM Full-Time & Part-Time Administrative, Technical, and Supervisry Staff Perfrmance Management is the nging prcess thrugh which managers wrk with individual emplyees t plan, supprt, and imprve the emplyee s n the jb perfrmance. NAME: DIVISION: POSITION TITLE: SUPERVISOR: STATUS: ( ) Part-Time ( ) Full-Time ( ) Prbatinary This reviews perfrmance fr the perid: Frm T: OVERALL ASSESSMENT OF PERFORMANCE E EXCELLENT: Significantly and cnsistently exceeded the standard V VERY GOOD: Exceeded the standard S SATISFACTORY: Met the standard ID IMPROVEMENT DESIRED: Did nt meet the standard IE IMPROVEMENT ESSENTIAL: Significantly belw the standard N/A NOT APPLICABLE: Cmpnent nt included in everyday duties 5 Pints 4 Pints 3 Pints 2 Pints 1 Pint This perfrmance appraisal has been reviewed with me and I have received a cpy. Emplyee s signature Date: This perfrmance appraisal has been cmpleted by me and reviewed with the emplyee. Supervisr s Signature: Date: Once cmpleted, discussed and all signatures btained, the riginal f this frm is t be frward t the Human Resurces Department fr retentin in the emplyee s persnnel file. 6

7 Cntributin Checklist Technical Cmpetence Understands Jb Methds and Prcedures Plans wrk assignments Optimizes use f available resurces Establishes Pririties Apprpriately Wrk is thrugh and accurate Minimizes Cntrllable Csts Wrks in an rganized manner Prduces apprpriate amunt f quality wrk fr time spent Wrks in a safe manner Adheres t applicable legislatin / regulatins and plicies, prcedures, standards and guidelines Reslves prblems / enquiries prmptly and effectively Expresses self clearly and cncisely Prduces high quality written crrespndence Keeps supervisr infrmed 15 Manages time effectively Ability t suggest and / r take actin independently Has minimal absenteeism. Arrives and starts n time. Is flexible / adaptable t change and new / cnflicting pririties Stays abreast f new technlgy / trends in jb Is innvative; identifies new / better ways t achieve results Regularly meets bjectives Demnstrates wnership and cmmitment t jb Shws pride and prfessinalism in wrk Accepts special assignments psitively Wrks c-peratively / effectively with thers Is friendly and helpful tward all cntacts Demnstrates cncerns fr thers safety Cntributes t a psitive, prductive wrk envirnment Excellent Very Gd Satisfactry JOB KNOWLEDGE AND ACHIEVEMENT ATTITUDE / INITIATIVE Imprvement Desired Imprvement Essential 7

8 Cntributin Checklist Technical Cmpetence 29 Interviews jb candidates apprpriately: makes effective hiring recmmendatins Excellent Very Gd Satisfactry SUPERVISORY SKILLS Imprvement Desired Imprvement Essential Ensures rientatin and training f staff Recgnizes and develps the capabilities f staff Encurages emplyee input t issues, and slutins t prblems Mtivates and empwers staff Cmprehensively, effectively and regularly reviews emplyee perfrmance Handles prblem staff situatins prmptly and effectively Ensures cmpliance with health & safety legislatin and plicy Manages staff within the terms / cnditins f administrative prcedures and / r cllective agreements which may apply Prvides adequate day-t-day supervisin and directin Ensures staff prduce high quality wrk Prmtes a psitive wrk envirnment: advcates respect, integrity and persnal grwth amng all staff Sets apprpriate and prfessinal example fr staff TOTAL (ut f a pssible 205 pints)* = *If there is an, please adjust the ttal scre accrdingly (i.e., 3 N/As ttal scre is ut f 190) *If Supervisry skills are nt included in this evaluatin the ttal is ut f 140 pints OBJECTIVES MET FOR THIS REVIEW PERIOD? (Review previus perfrmance review and cmment belw) 8

9 STRENGTHS, CONTRIBUTIONS, AND ACCOMPLISHMENTS (Cmment n utstanding perfrmance issues here) AREAS FOR DEVELOPMENT / SUGGESTED TRAINING (In additin, where imprvement required perfrmance issues have been identified, be specific including timeframes and results expected) SUPERVISOR S GENERAL COMMENTS EMPLOYEE S GENERAL COMMENTS OBJECTIVES FOR THE PERIOD T (be specific including time frame and results expected) IMMEDIATE SUPERVISOR If recmmended fr prgressin in the salary / wage range, please attached cmpleted New Hire / Change f Emplyee Infrmatin Frm. 9

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