Purpose

This procedure will outline the steps, forms and responsible persons to properly evaluate an employee's job performance.

Introduction

The purpose of the employee evaluation system is to evaluate the performance of each employee within the assigned job duties. The employee's supervisor will create an objective evaluation of the employee by identifying strengths and deficiencies, developing corrective action if necessary and providing written documentation to the employee.

The Employee Evaluation is an annual process that involves feedback between the supervisor and employee throughout the evaluation period. Emphasis is placed on the supervisor's coaching of the employee so they can fulfill the expectations set forth in the accountabilities and behaviors sections of the evaluation. The supervisor will collect documentation that is measurable to effectively evaluate the accountabilities of the employee and document behaviors.

Procedure

1. During the Initial Planning the supervisor will meet with the employee and open the evaluation period, taking the following steps:
   
   
   1. Complete the heading of the Oklahoma County Community Sentencing Employee Evaluation form, which includes the employee’s name, job title, social security number and the start date (date of the opening of the evaluation period). The reason for the evaluation will be annual and the end date is when the supervisor closes the evaluation on the employee.
      
      
   2. The Supervisor will explain each of the accountabilities. Accountabilities are activities performed by the employee that are required to accomplish specific work results, not what they are able to do.
      
      
   3. The Supervisor will explain how each of the accountabilities will be evaluated and the standards used to evaluate compliance.
      
      
   4. The Behaviors Section of the evaluation will be reviewed with the employee. Each employee will be advised that the supervisor will evaluate each behavior based on observations or documentation during the course of the evaluation period. The supervisor will explain to the employee that the Behavior Section for Observing Work Hours and Using Leave will not have the rating option of Exceeds Standards.
      
      
   5. The Supervisor will conduct be a mid year review and unscheduled informal periodic reviews to discuss progression and/or regression in work performance with each employee.
      
      
   6. The employee and supervisor will sign and date the Initial Planning section of the Record of Meeting/ Discussion. The supervisor will provide the employee with a copy of the opened evaluation.
      
      
2. The Mid-Year Review is a formal meeting between the supervisor and the employee for the purpose of reviewing the successes, failures, and obstacles that have occurred in meeting the Accountabilities and Behaviors objectives.
   
   
   1. During the Mid-Year review, the supervisor discusses each Accountability and Behavior objective with the employee and the employee’s rating status of each objective at that time.
      
      
   2. The Summary/Development Plan section of the employee evaluation will be completed if the employee is in need of a plan of action or corrective action in order to improve deficiencies. This entry will be labeled Mid Year Review.
      
      
   3. The employee and the supervisor will sign and date the Mid-Year Review section of the Record of Meeting/Discussion.
      
      
3. The Close Out of the Evaluation is the final stage of the employee evaluation process. This is a formal meeting when the supervisor and employee meet and complete the evaluation process.
   
   
   1. The supervisor will complete the results sections on Accountabilities and Behaviors based upon documentation and observed behaviors, respectively. The supervisor will complete the rating section on each Accountability and Behavior objective.
      
      
   2. The Supervisor will complete the Overall Accountability Rating section and Overall Performance Rating section.
      
      
   3. The supervisor will meet in private with the employee and discuss each objective rating (Accountability and Behavior).
      
      
   4. Both employee and supervisor will sign and date the evaluation. Every employee will have the opportunity to complete the employee comments section.
      
      
   5. The completed and signed evaluation form will be submitted to the director for review, signature and distribution.