21.1 Performance evaluations shall be performed annually. Evaluations shall be based on job related performance factors. Performance evaluations shall not be used to initiate personnel actions such as transfer, promotions or corrective action; however, evaluations may serve as supporting documentation for personnel actions. A supervisor's failure to complete an annual performance evaluation will be construed to mean the employee has performed satisfactorily. Employee participation in the development of evaluation materials and rating factors is encouraged.
21.2 Evaluation Forms
(a) Performance evaluation forms will at a minimum have:
(1) A description of the job related factors upon which the evaluation is based. These will include:
(2) Provision for identifying specific achievements of the employee, performance goals for the next evaluation period, identifying training needs to enhance the employee's skills and other comments.
(3) Provision for employee comments or objections to be attached to and/or included on the performance evaluation form.
(4) Provision for employee signature accompanied by a statement that "Employee signature means that the employee has seen and is aware of the content of the evaluation, but does not necessarily mean that the employee agrees with the evaluation content."
(5) Provision for the evaluator and reviewer signatures, and reviewer comments.
(b) The performance evaluation form may be supplemented with other forms and/or information used to support the employee's evaluation. Upon request, an employee may review any written materials used by supervision to prepare the evaluation.
(c) Employees will be provided feedback during their probationary and/or trial service periods.
21.3 Employee Evaluation Information
(a) Upon appointment to a position the employee's supervisor will provide the employee with a copy of:
(1) the class specification for the position
(2) the position's job duties
(b) Written performance expectations shall be provided to the employee in sufficient time (normally within thirty (30) calendar days after appointment to the position) to allow the employee to meet the work expectations. The Employer will provide at least sixty (60) calendar days notice to employees before the evaluation when modifications that substantively alter performance expectations are made. Minor modifications that do not substantively alter performance expectations require no notice.
21.4 Evaluation Process
(a) The supervisor will communicate with the employee about performance problems as they occur.
(b) The purpose of the evaluation meeting is to review, discuss, and if appropriate, modify the evaluation. The employee shall have an opportunity to discuss the proposed evaluation with the supervisor and to provide a written response.
(c) The final evaluation, with employee comments attached, will be signed by the evaluator and the employee. The employee will be provided a copy at his/her request.
(d) The evaluation shall be reviewed and signed by the employee's second level of supervision or management designee. If modification and/or comments are made at this level a copy will be provided to the employee.
(e) A copy of the completed evaluation, signed by all appropriate individuals, will be provided to the employee upon request.
(f) Performance evaluations shall be retained in the departmental file for no more than three (3) years.
21.5 Grievability. Employee performance evaluations are grievable only through Step Two of the Grievance Procedure.