ST. CLAIR COUNTY COMMUNITY MENTAL HEALTH Date Issued 04/88 Date Revised 03/91;/93;01/97;05/97;01/99; 04/01;/05;08/07;/08 /10;08/11;11/12;01/14;01/15 Page 1 : Employee Performance Review and Development WRITTEN BY Employee Evaluation Committee REVISED BY Jody Kruskie AUTHORIZED BY Debra Johnson I. APPLICATION: THUMB ALLIANCE CMH Providers & Subcontractors SUD Providers ST. CLAIR COUNTY CMH CMH Board Direct-Operated Programs Community Agency Programs Residential Programs Specialized Foster Care II. POLICY STATEMENT: It shall be the policy of the St. Clair County Community Mental Health Authority to ensure interactive, timely, effective and meaningful employee performance reviews are completed. III. STANDARDS: A. Performance reviews shall be completed in coordination with all employees, including all contract employees. B. Performance reviews will be completed in accordance with the following minimum guidelines, as appropriate: 1. Annual performance reviews are required yearly in January. 2. Probationary employees shall be provided with performance review, documented on an Employee Communication Memorandum form, on or about ninety (90) days of employment. Further documentation on an Employee Communication Memorandum will be done if needed prior to the completion of the probationary period. At the completion of one hundred eighty (180) calendar days of employment, the Authority will provide the employee with a written notice of satisfactory completion of the probationary period or with a notice of release from employment. An extension of the probationary period is at the sole discretion of the Authority. NOTE: If the employee is hired prior to October 1 st of any given year then an annual performance review will be required in January of the following year. If an employee is hired after October 1 st of a given year a performance review in January is optional at the discretion of the supervisor. Supervisors should be consistent with application of this. e.g. if an employee
Page 2 : Employee Performance Review and Development was hired 10/5/xx then a performance review probably should be done in January of the following year (it can be combined with the 90 day evaluation. If the employee was hired 12/15/xx then a performance review in January of the following year is probably not appropriate. In any event, employees hired after October 1 st of a given year must have a 90 day evaluation completed. 3. Transfer performance reviews are required prior to the date an employee is scheduled to transfer out of a program. 4. A Chapter 10 and/or Chapter 20 employee who requests a transfer within their same classification to another location, program or division must successfully complete a ninety (90) day trial period. 5. A trial period for all bargaining unit employees who are promoted or awarded new positions into a different classification shall be provided as follows: a. sixty (60) calendar days for para-professional and clerical classifications b. one hundred twenty (120) calendar days for professional classifications At the beginning of the trial period, written performance review criteria will be presented to the employee. Midway through the trial period, the employee and his/her supervisor will meet to review the employee s performance: should there be any deficit areas identified, the employee should receive a written plan for improvement, as appropriate. The trial period can be extended with mutual agreement among the Authority, the employee, and the Union. An extension shall not be subject to the grievance procedure. C. Remediation Plans are required for any employee whose total score is nineteen (19) or less. D. Supervisory staff may use the Employee Communication Memorandum (form #702), available on the intranet, Agency Forms, to document intermittent contacts, accolades, improvement opportunities, progress on a performance review employee action plan and/or progress on a corrective action plan, and 90 day evaluations. (See policy --00 : Employee Communication Memorandum). E. Functional Job Task Lists (FJTL) are required upon initial employment (see Policy # --0080 Job Descriptions Function Job Task Lists (FJTL). FJTL should be updated on an ongoing basis to best reflect current employer expectations, and included in the personnel file. The Functional Job Task List is independent of the Employee Performance Review process, and should be included with the Employee Performance Review only if it is updated. F. Direct supervisory staff are responsible for initiating and ensuring the performance review is completed in a timely manner. G. All staff shall be given the opportunity to provide feedback about their supervisor at the time of supervisor s evaluation.
Page 3 : Employee Performance Review and Development H. Employee Action Plans must have at least one (1) Action Plan (Goal) for the year, and are required at the time of the first annual performance review and annually thereafter. Further, any competency area that scored 0 or 1 requires an Action Plan. I. Performance Reviews are due in January, however in the case of probationary and/or trial periods; employees may be evaluated prior to the evaluation date(s). J. Employees interested in promotion opportunities should indicate such at the time of his/her performance review and forward a memorandum to appropriate Authority staff. Note that neither of these is required to be considered for promotion. a. Supervisors should discuss, with the employee who is interested in career planning, promotion guidelines or specific training required for the position which the employee is interested in. K. Job Descriptions are to be reviewed annually at the time of the employee evaluation for accuracy and content, and any recommended changes should be noted by the supervisor and sent to the HR Manager. IV. PROCEDURES: A. PREPARATION: 1. Ensures an updated Functional Job Task List (FJTL) is completed if necessary. 2. Completes a performance review with preliminary scores. 3. Notifies the employee of upcoming evaluation, using Notification of Evaluation (Exhibit A); sends out the Supervisor Feedback (form #729 available on the server), if applicable. B. PROBATIONARY/TRANSFERRED/PROMOTED PERFORMANCE REVIEWS: 1. Schedules a mutually convenient date and time for performance review. 2. Reviews the Employee Training Worksheet and the Employee Orientation Worksheet for completion. See policy #-002-00, Employee and Student Orientation & Training. 3. Reviews the Functional Job Task List. 4. Completes an Employee Communication Memorandum for this type of performance review, and reviews with the employee.
Page 4 : Employee Performance Review and Development 5. Completes employee performance notes and Remediation Plan, if a Remediation Plan is required. Supervisor/Employee: 6. Completes sign-off area, and, if applicable, Remediation Plan Development sign-off area. 7. Consults with own supervisor about retaining or releasing the employee. 8. Provides the employee, prior to the day of the completion of probationary period or trial period (see Standards B. 2, 3 and 5) with a letter of satisfactory completion or with a letter notifying the employee he/she is released from employment. (See Exhibit B, Sample Letter of Release During Probation). Refer to Standards B. 8 and Union Contracts if trial period unsuccessful. 9. Forwards a copy of Transfer FJTL and performance review to the new Supervisor. C. ANNUAL PERFORMANCE REVIEW: 1. Schedules a mutually convenient date and time for performance review. Supervisor and Employee: 2. Reviews the evaluation and competencies and employee performance notes and completes the Employee Action Plan(s) portion of the Evaluation, encouraging mutual dialogue and open mindedness; adds comments where appropriate. Supervisor/Employee: 3. Completes an Employee Action Plan with at least one (1) Action Plan (Goal) for the year, as well as for any competency are scored 0 or 1. 4. Completes a Remediation Plan when an employee s total score is nineteen (19) or less. 5. Completes, signs and dates the FJTL, if revised. 6. Ensures the employee receives a copy of the completed forms in a confidential manner.
Page 5 : Employee Performance Review and Development 7. Forwards the original completed performance review packet to the respective Division Director for review and comment. Supervisor s 8. Reviews any submitted Supervisor Feedback Forms (Form #729 available on the server), if applicable. Division Director: 9. Reviews/signs performance review, and FJTL if revised, and forwards to Administration for filing in the employee's personnel file. D. PERFORMANCE REVIEWS FOR TERMINATING EMPLOYEES: Supervisor and Employee: 1. Schedules a mutually convenient date and time for an exit performance review with terminating employees. 2. Completes a performance review with the terminating employee. 3. Reviews the completed form, adding additional comments if so desired. 4. Signs and dates the appropriate areas on the performance review form. 5. Ensures the employee receives a copy of the completed forms in a confidential manner. 6. Forwards the original completed performance review packet to the respective Division Director for review and comment. 7. Instructs employee to contact HR Manager to schedule exit interview. 8. Sends Letter of Release (Exhibit B) if terminating employee during probationary period. Division Director: 9. Reviews performance review, signs and forwards to Administration for filing in the employee's personnel folder.
Page 6 : Employee Performance Review and Development V. EXHIBITS: A. Notification of Evaluation B. Sample Letter of Release from Probation
EXHIBIT A St. Clair County Community Mental Health Authority Promoting Opportunities for Discovery and Recovery M e m o Debra B. Johnson Executive Director Malachy Browne, MD Medical Director Stephen Armstrong Board Chairman TO: FROM: DATE: : Notification of Employee Performance Review As you are aware, your performance review is due in January. In preparation for this meeting, please complete the following and submit to (Supervisor/Coordinator) by. (Date prior to due date) 1. Review current FJTL and job description. 2. List suggested revisions for job description or FJTL, and be prepared to discuss status of current tasks/goals. 3. Be prepared to discuss comments within Employee Performance Notes. 4. Review prior year's Employee Action Plan (not applicable for new employees). 5. Bring a copy of CMH Training Transcript. 6. Bring suggestions for your new Employee Action Plan. Please make an appointment to meet with Supervisor/Coordinator prior to (Date) to complete the process in a timely manner. 3111 Electric Avenue, Port Huron, MI 480 810-985-8900 Fax: 810-985-7620 www.scccmh.org
EXHIBIT B Sample Letter of Release During Probation (Date) Name Address City, State, Zip Dear (Name): The purpose of this correspondence is to advise you that you are being released from your employment with us effective (insert date). Pursuant to the AFSCME union contract, we have a unilateral agreement that management has the authority to release an employee during this probationary period. Should you have any questions regarding the above, you may contact me. Sincerely, Name Title cc:, Executive Director, Chairperson Chapter (indicate 10 or 20) File 3111 Electric Avenue, Port Huron, MI 480 810-985-8900 Fax: 810-985-7620 www.scccmh.org