2.070 - Performance Evaluation

Effective Date: 5/13/2011

I. Policy

A. A vital tool in maintaining the professionalism of the Seattle Police Department is an effective system of evaluating employee performance. Performance evaluations allow the supervisors to evaluate whether subordinates are performing the job they were hired and/or promoted to do; measure the quantity and quality of their work; provide rewards for exceptional work; identify specific problems and corrections to improve deficiencies.

Performance evaluations create an opportunity for supervisors to gain a deeper understanding of an employee’s attitudes and strengths. In return, this will allow the employee to know exactly how they are performing, and what they can do to improve their value to their peers, the department, and the community.

It shall be the responsibility of the Captains to delegate evaluations to the applicable supervisor for each employee under their command. Captains will ensure evaluations are completed on time and shall review their content prior to submission to Human Resources Section.

It shall be the responsibility of each supervisor to record the performance of their subordinates and their training needs, utilizing the ratings, measurements, and procedures as established in the Guide to the Performance Appraisal System.

II. Procedure

A. Sworn Employees

1. Throughout the year each sworn employee shall be rated by their immediate supervisor. Any notable incidents or events involving the employee will be documented in the evaluation system. A rating above or below standard should include documentation and specific examples of behavior. Evaluation criteria shall include a review of the employee’s E.I.S. activity, commendations, record of sustained complaints, vehicle collision history, line counseling, discipline, exemplary behavior, and involvement in assigned projects. Employees will be notified whenever their job performance is deemed unsatisfactory. Such notification will normally be given prior to completion of the current evaluation cycle. Periodic performance evaluations using the software provided by Human Resources that correspond to the respective positions shall be completed.

Upon completing the annual evaluation, the supervisor shall meet with the employee and discuss the evaluation. During the interview the employee shall have an opportunity to have questions concerning the evaluation answered by the supervisor and be permitted to make written comments on the Performance Appraisal Form (PAF) in the space provided. The evaluations shall then be reviewed by the rater’s commanding officer and forwarded to Human Resources on the following schedule:

a. Probationary sworn employees in the field training program (Phase II Training) shall be evaluated per current Field Training and Evaluation Program standards.

b. Upon completion of Phase II Training, the probationary sworn employee will advance to Phase III Training. During Phase III training and until the end of the probationary period, the assigned FTO will complete an Alternate Weekly Observation Report. A Monthly FTO Supervisor’s Report will also be completed until the end of the student’s probationary period.

(1) Police recruits (Phase I Training) are not included in this system and will be evaluated by the State Criminal Justice Training Academy through the Basic Law Enforcement Training program or an appropriate training program conducted or contracted by the Department.

c. All non-probationary sworn employees will be evaluated a minimum of once a year, within 20 days of the employee’s hire date.

B. non-sworn Employees

1. The Police Department has implemented a performance evaluation system for non-exempt non-sworn employees. As with the sworn evaluation system, the primary goal of the non-sworn evaluation system is that non-sworn employees are meeting the Department’s performance standards for their respective positions.

2. Each non-sworn employee shall be evaluated by their immediate supervisor using the appropriate performance standards, ratings, measurements, and software distributed by Human Resources, per the Guide to the Performance Appraisal System. Employees will be notified in writing whenever their job performance is deemed unsatisfactory. Such notification will normally be given prior to completion of the current evaluation cycle. Upon completing the evaluation, the supervisor shall meet with the employee and discuss the evaluation, answering any questions the employee may have. During the evaluation meeting, the employee shall be permitted to write on the Performance Appraisal Form any comments relevant to the evaluation. The PAF shall then be reviewed by the next supervisor in line and forwarded to Human Resources on the following schedule:

a. Once a year for all non-probationary employees,

b. Every three (3) months for probationary employees, and

c. Every three months for employees placed on the Special Evaluation Cycle who are chronically performing at a deficient level.

C. Evaluation Appeals

1. Supervisors and managers shall provide a copy of the completed Performance Appraisal Form to the evaluated employee. If an employee disagrees with an evaluation and believes that ratings or comments on the evaluation are inaccurate or unjustified, and should be modified or removed, the employee may appeal the evaluation.

III. Guidelines

A. Supervisors will ensure that the following information is captured within the Performance Evaluation System in the respective categories for all police officers:

1. Conduct and Professionalism-An activity log for each employee will be maintained in the review section (text box) noting:

a. Specific incidents of behaviors that support a rating that exceeds job requirement in this competency.

b. All OPA activity, Early Intervention System Information, line investigations, and follow up to investigations including corrective actions.

c. Specific incidents that demonstrate behaviors in support of any rating indicating unsatisfactory job performance or areas in need of improvement. The incident notation should include follow-up and training that was provided.

2. Professional Knowledge-An activity log for each employee will be maintained in the review section (text box) noting:

a. Specific incidents demonstrating exceptional knowledge or application in the areas covered by this competency.

b. All Department-related training that the employee has received (including roll-call, Street Skills, specialty weapons, or other professional development training whether or not it was Department sponsored).

c. Specific incidents that demonstrate behaviors in support of any rating indicating unsatisfactory job performance or areas in need of improvement. The incident notation should include follow-up and training that was provided.

3. Problem Solving/Decision Making-An activity log for each employee will be maintained in the review section (text box) noting:

a. Specific incidents demonstrating exceptional knowledge or application in the areas covered by this competency.

b. All Department-related special projects, assignments, or activities, including pro-active patrol projects..

c. Specific incidents that demonstrate behaviors in support of any rating indicating unsatisfactory job performance or areas in need of improvement. The incident notation should include follow-up and training that was provided

4. Teamwork-An activity log for each employee will be maintained in the review section (text box) noting:

a. Specific incidents demonstrating exceptional knowledge or application in the areas covered by this competency

b. Specific incidents that demonstrate notable leadership ability

c. Specific incidents that demonstrate behaviors in support of any rating indicating unsatisfactory job performance or areas in need of improvement. The incident notation should include follow-up and training that was provided

5. Routine and Emergency Response-An activity log for each employee will be maintained in the review section (text box) noting:

a. Specific incidents demonstrating exceptional knowledge or application in the areas covered by this competency

b. Cite all Use of Force Reports where any issues were identified and the related follow-up and training. List numerical Use of Force data from the AIM System.

c. List specific incidents that demonstrate behaviors in support of any rating indicating unsatisfactory job performance or areas in need of improvement. The incident notation should include follow-up and training that was provided.

6. Technical Skills-An activity log for each employee will be maintained in the review section (text box) noting:

a. Specific incidents demonstrating exceptional knowledge or application in the areas covered by this competency.

b. Cite all Department vehicle collision involvement, including disposition and follow-up activity.

c. Cite all instances where the employee demonstrated aptitude for detective or other specialized assignments within the Department.

d. Specific incidents that demonstrate behaviors in support of any rating indicating unsatisfactory job performance or areas in need of improvement. The incident notation should include follow-up and training that was provided.