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HomeMy WebLinkAbout300-16POLICY & PROCEDURE Subject: PROBATIONARY PERIOD AND EVALUATION PROCEDURES Index: Human Resources & Risk Management Number: 300-16 Effective Date: 1/20/2021 Supersedes: 01/01/1997 Page: 1 of 3 Staff Contact: Ellen Bradley-Mak Approved By: 1.0 PURPOSE: To establish policy and procedure for the probationary period and formal evaluation of newly hired or rehired employees into a regular position, current regular employees who are promoted to, or selected to fill, a regular position in a new classification, and current regular employees who are transferred to a regular position in the same classification. 2.0 ORGANIZATIONS AFFECTED: All city departments and divisions. 3.0 REFERENCES: Current Labor Agreements Civil Service Rules & Regulations Policy & Procedure 320-06, Compensation and Pay Plan Policy & Procedure 300-46, At Will Employment 4.0 POLICY: 4.1. A probationary period will apply to employees in a regular position, as follows: 4.1.1. New employees to the City, shall serve a probationary period of 12 months. Employees rehired into a regular status position within six (6) months from separation may have the probationary period waived upon written request and consultation with, and approval by the Human Resources & Risk Management Administrator, otherwise rehired employees shall serve a probationary period of 12 months. Current employees classified as supplemental who are selected to fill a regular status position are considered a new employee. 4.1.2. Current regular employees who are promoted to, or selected to fill, another regular position in a new classification shall serve a probationary period of six (6) months. Policy 300-16 Probation Period and Evaluation Procedures p. 2 4.1.3. Transferred employees that remain in the same classification shall serve a probationary period of six (6) months if reporting to a new Division Head. The new Division Head may request that the probationary period be waived upon written request and consultation with, and approval by the Human Resources & Risk Management Administrator. 4.1.4. If an employee receives a promotion, or transfer, while already serving a probationary period, the current probationary period shall end, and a new six (6) month probationary period will begin from the effective date of promotion or transfer. 4.1.5. Employees hired into a Civil Service position will follow the probationary guidelines and rules established under its jurisdiction and bargaining agreement(s). 4.1.6. During the probationary period, employees are considered “At Will” and serve at the pleasure of the employer. 4.1.7. Classifications considered “At Will” from time of hire through the duration of employment are outlined in policy #370-01. Although these employees do not serve a probationary period, it is still advisable to provide a formal annual evaluation. Supplemental employees do not receive a formal evaluation. 4.2. The probationary period is considered part of the selection process and is designed to give the employee time to learn the position responsibilities, and give the supervisor time to evaluate the employee’s potential and set performance expectations. If the employee is unable to meet the job standards and expectations, the decision to terminate employment must be made as early as possible. Making the decision to terminate as soon as possible into the probationary period saves the City time, and additional employment costs. Although the probationary period may be extended up to a maximum of six (6) months if the employee were to miss a significant portion of their probationary period due to a medical leave, there may be other unusual and extenuating circumstances warranting consideration. Procedures outlined in section 6.0 of this policy must be followed for terminations, and probation extension requests. 4.3. During the probationary period, the direct supervisor should provide a formal evaluation to the employee at the half-way point, and again near the end of probation using the City’s established performance management systems and procedures outlined in section 6.0 of this policy. Employees hired into a Civil Service position shall be evaluated as necessary to meet certain accreditation standards. Policy 300-16 Probation Period and Evaluation Procedures p. 3 5.0 DEFINITIONS: Not applicable. 6.0 PROCEDURES: 6.1. It is the Supervisor’s responsibility to provide constructive performance counseling to the employee during the probationary period, and beyond. A formal evaluation system and process is established by the Human Resources and Risk Management Department, and completion of the probationary evaluation should be completed as follows: 6.1.1. As part of the new employee’s onboarding, the supervisor should schedule time to meet with the employee to set performance expectations. This meeting should include a review of the following: this policy, the formal evaluation process, and the assigned class specification. Encourage the employee to ask questions during their probationary period; provide clear and complete answers. Lead, and train, by example. Document the employee’s performance throughout the probationary period and meet regularly to discuss their progress. 6.1.2. Near the half-way point of probation, complete the probationary evaluation form and rate the employee on the assigned competencies. After the evaluation receives 2nd level manager approval, meet with the employee to discuss their performance. Explain the ratings and provide justification, including examples. Detail any areas of improvement that must be met during the remainder of probation. Ask for feedback from the employee and work together to set performance goals for the remainder of probation. Repeat this step near the end of probation. Document these discussions if necessary for future reference. 6.1.3. Employees hired into a Civil Service position are evaluated more frequently using methods and procedures deemed necessary by the Police Department, in coordination with the Human Resources and Risk Management Department. 6.1.4. If there is a question as to whether the employee can successfully complete the probationary period, this should be noted on the evaluation form. Contact must be made with the Human Resources & Risk Management Department to discuss the areas of concern, and appropriate next steps, as soon as possible. Probation extension requests may be granted only upon written request and in consultation with, and approval by, the Human Resources & Risk Management Administrator. Policy 300-16 Probation Period and Evaluation Procedures p. 4 6.1.5. Upon successfully completing the probationary period, the employee should be informed by the supervisor that they have passed probation and are now considered a regular status employee. 6.1.6. After the probationary evaluation forms are completed, the employee will then be added to the next annual evaluation process. In the event the supervisor is unable to complete a probationary evaluation form, the probationary employee will be added to the next annual evaluation process. 6.1.7. Human Resources & Risk Management strongly recommends one evaluation per calendar year for every active employee in a regular status or limited term position, at minimum. Evaluations provide vital feedback to employees regarding performance and goal setting, as well as provide legal documentation to support employment decisions.