EVALUATIONS - GENERAL - MEMBERS OF THE SERVICE

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1 Section: Personnel Matters Procedure No: EVALUATIONS - GENERAL - MEMBERS OF THE SERVICE DATE ISSUED: DATE EFFECTIVE: REVISION NUMBER: PAGE: 05/21/10 05/28/ of 5 PURPOSE PROCEDURE COMMANDING OFFICER CONCERNED To ensure that each uniformed and civilian member of the service is evaluated at least once each year. To provide a scheduled evaluation of uniformed and civilian members of the service: 1. Examine command roster to determine which members of the command may require a PERFORMANCE The NYPD Intranet Home Page (Uniform Evaluations Due) may be utilized to determine which uniformed members of the command may require preparation of a PERFORMANCE 2. Assign supervisor(s) to evaluate performance of subordinates. Probationary members of the service do not receive annual PERFORMANCE EVALUATIONS. An annual PERFORMANCE EVALUATION will be prepared during the next rating period after a member attains permanent rank. 3. Prepare appropriate PERFORMANCE EVALUATION form according to directions contained on the form and in the Performance Evaluation Guide. a. PERFORMANCE EVALUATIONS and guidebooks for the ranks of Police Officer through Lieutenant may be found by accessing the Online Evaluation System via the Department Intranet. 4. Examine ratee s CPI record, Department recognition, sick record, commendation letters, CCRB record, for entries pertaining to the rating period, as well as any other record of performance documentation (e.g., Command Discipline Log, Minor Violations Log, etc.). 5. Comment on all Performance Areas/Behavioral Dimensions rated below competent (2.0 or 1.0) and all areas rated extremely competent (5.0). 6. Discuss the Department s equal employment opportunity (EEO) policy with ratee. a. Make all evaluation decisions in accordance with the Department s EEO policy to ensure compliance. b. Record comments in the section devoted to the Overall Rater s Comments, indicating that the employee s rights and responsibility regarding EEO issues were discussed. c. Record any disciplinary action received by a member of the service that was a result of an EEO related issue (see ADDITIONAL DATA ). How well a supervisor has demonstrated his/her compliance with the Department s EEO policy as listed above, will be reflected in his/her own PERFORMANCE Raters will record comments regarding this aspect of an individual s performance in the area of the form devoted to the Overall Rater s Comments.

2 /28/ of 5 (continued) REVIEWER 7. Report efforts made to improve attendance of members who are classified Chronic Absent - Category A or Chronic Absent - Category B. a. Include a statement concerning efforts made to improve attendance. 8. Confer with ratee s former supervisor and consult transfer PERFORMANCE EVALUATION if observation of ratee is of a limited duration, when appropriate. a. Include identity of supervisor conferred with in overall rater s comments. 9. Forward completed PERFORMANCE EVALUATION to appropriate reviewer by entering the reviewer s tax registry number. 10. Review all PERFORMANCE EVALUATIONS of subordinate personnel. 11. Ensure the ratings of members designated Chronic Absent are accurate and objectively reflect the ratee s performance and the impact of absenteeism on such performance. Give consideration to attendance record of ratee who is classified Chronic Absent - Category A in determining appropriate overall rating. Consider evaluating ratee Very Low if member is or has been classified as Chronic Absent - Category B during the rating period. 12. Submit a separate PERFORMANCE EVALUATION if in substantial disagreement with any portion of the rater s evaluation and discuss with ratee. 13. Provide additional comments regarding the ratee s performance and submit PERFORMANCE EVALUATION to rater. 14. Discuss PERFORMANCE EVALUATION with ratee after the rater and the reviewer have made comments. 15. Comply with P.G , Appeal of Evaluation Uniformed Members of the Service or P.G , Appeal of Evaluation Civilian Member of the Service, when member of the service appeals his/her PERFORMANCE Uniformed members of the service who are in rank on probation (e.g., entry-level probationary police officers, probationary sergeants, etc.) and civilian members of the service who have not completed their probationary period or have served less than two (2) years in a provisional status are not permitted to appeal their PERFORMANCE 16. Print PERFORMANCE EVALUATION for signature of ratee, rater, and reviewer. 17. Provide copy of PERFORMANCE EVALUATION to ratee at interview. 18. Ensure that a completed and signed PERFORMANCE EVALUATION is filed in the member s command folder. 19. Certify evaluation process as complete by finalizing PERFORMANCE

3 /28/ of 5 COMMANDING OFFICER/ REVIEWER A rater must be cognizant of scheduled vacations or absences to ensure that an interview with each ratee is conducted. A rater will submit PERFORMANCE EVALUATIONS prior to leaving for vacation or other leave, if such absence would cause a delay in preparation and/or submission of the PERFORMANCE 20. Prepare interim PERFORMANCE EVALUATION if significant change occurs in ratee s performance or as otherwise directed. If ratee receives an overall evaluation of below competent (2.5 or lower) or is rated extremely competent (5.0), the reviewer MUST be in the rank of Captain or above, or selected civilian managerial titles. If ratee is in any Performance Monitoring Program, the reviewer must be the commanding officer. The commanding officer will consult with all appropriate supervisors prior to making any comments. 21. Review delinquent PERFORMANCE EVALUATIONS recapitulation on the NYPD Intranet Home Page (Uniform Evaluations Due) frequently to determine status of overdue PERFORMANCE EVALUATIONS (see ADDITIONAL DATA ). 22. Frequently review and ensure all PERFORMANCE EVALUATIONS are forwarded electronically after completion by utilizing the Print Command Evaluations feature on the main menu. This feature provides a supervisor the capability of reviewing any PERFORMANCE EVALUATIONS that have been finalized for the command. A signed copy of a PERFORMANCE EVALUATION prepared for a Probationary Police Officer, Sergeant or Lieutenant will be delivered to the Probationary Monitoring Unit, One Police Plaza, Room Should any questions arise, commands may contact the Employee Management Division s Probationary Monitoring Unit. 23. Direct rater being transferred or retiring to prepare PERFORMANCE EVALUATION for each member the rater is regularly required to evaluate, prior to transfer/retirement. 24. Direct that a transfer PERFORMANCE EVALUATION be prepared for members transferred. a. Forward PERFORMANCE EVALUATION to member s new command. 25. Ensure that members are rated in the command to which assigned or temporarily assigned on the last day of the rating period (conferrals may be made if required). a. If a member of the service is not observed during the rating period, (i.e., sick report, leave, retired or resigned, etc.), an explanation, including dates, must be entered on PERFORMANCE ADDITIONAL DATA Commanding officers of police service areas (PSAs) with VIPER units within their jurisdiction will designate an appropriate supervisor to prepare PERFORMANCE EVALUATIONS of members assigned to the VIPER units.

4 /28/ of 5 ADDITIONAL DATA (continued) Appraisal of subordinates performance is a continuous process. The use of an annual evaluation system DOES NOT relieve supervisors of their responsibility to monitor and document subordinates performance throughout the rating period. The Uniform Evaluations Due web page provides a roster of annual and probationary PERFORMANCE EVALUATIONS that are due for specific personnel. Certain commands are required to provide additional PERFORMANCE EVALUATIONS (i.e., investigative track commands and requests due to monitoring). The Online Evaluation System does not preclude commands from providing additional PERFORMANCE EVALUATIONS when necessary. The rater will take into account the ratee s performance concerning equal employment opportunity (EEO) issues. EEO factors having a bearing on the rating in that category will include, but not be limited to, whether the member has engaged in conduct that violates provisions of the Department Manual, Title VII, other applicable equal employment opportunity laws, or the Department s equal employment opportunity policy. All newly promoted sergeants, lieutenants and captains are on probation in rank for a period of twelve (12) months unless cause exists to extend such period for an additional six (6) months. Extension of probation beyond twelve (12) months may be authorized on a case-by-case basis. The command responsible for preparation of the PERFORMANCE EVALUATION is the command where the member was assigned on the last day of the rating period. FOREIGN LANGUAGE TRANSLATION ABILITIES Raters will ensure that recognition is given to members who utilize their language proficiency for translation and interpretation in the performance of their regular duties, or as part of the volunteer language initiative. The use of this skill shall be afforded the same recognition as any other special skill needed by the Department. PERFORMANCE EVALUATIONS will include in the Overall Rater s Comments any experience gained while serving as a translator/interpreter in criminal investigations. Commanding officers will ensure that evaluations of volunteer members are not negatively affected by their assignment to translation/interpretation duties. These tasks shall be evaluated as a proportionate part of their assigned duties. When a sub-managerial civilian member is transferred, the commanding officer/supervisory head will direct that the PERFORMANCE EVALUATION CIVILIAN SUB-MANAGERIAL is completed and the form is forwarded to the Employee Management Division. The ratee will be given a copy of the form. The immediate supervisor in the new command will prepare a new PERFORMANCE EVALUATION CIVILIAN SUB-MANAGERIAL, listing tasks and standards of the ratee s new assignment. If excessive absence, tardiness or poor performance is cited as a reason(s) for a BELOW STANDARDS or WELL BELOW STANDARDS rating, include a copy of the appropriate form including: CIVILIAN RECORD OF SUPERVISORY CONFERENCES (SUB- MANAGERIAL) (PD ), CIVILIAN LATENESS/WARNING NOTIFICATION (PD ), or CIVILIAN UNSATISFACTORY PERFORMANCE WARNING (PD ), when appropriate.

5 /28/ of 5 RELATED PROCEDURES FORMS AND REPORTS Chronic Absence Control Program (P.G ) Police Officer s Monthly/Quarterly Performance Review and Rating System (P.G ) Appeal of Evaluation - Uniformed Members of the Service (P.G ) Appeal of Evaluation - Civilian Member of the Service (P.G ) PERFORMANCE EVALUATION CIVILIAN RECORD OF SUPERVISORY CONFERENCES (SUB-MANAGERIAL) (PD ) CIVILIAN LATENESS/WARNING NOTIFICATION (PD ) CIVILIAN UNSATISFACTORY PERFORMANCE WARNING (PD ) Online Performance Evaluation Guide

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