Page | 47 Anniversary Date – Reflects the date of the employee’s appointment to his/her current job. This date is used primarily to determine eligibility for merit increases. Movement to a higher or lower level position with a change in pay (e.g., promotion/demotion), will result in a change in the employee’s anniversary date. EMPLOYEE PERFORMANCE APPRAISAL PROGRAM 506 The City’s performance appraisal program is designed to enhance employee and organizational performance by providing a consistent, organized process by which: • The specific job competencies by which performance will be measured are communicated to each employee; • Communication between employees and their supervisors is enhanced; • The performance of employees is objectively evaluated; • Employee professional development and growth are discussed and explored; • Increases in base pay are primarily based on employee job performance (e.g., Pay for Performance); and • Work history for promotions, demotions or transfers are memorialized in a systematic manner. Supervisor Responsibilities – Supervisors are expected to document situations and gather data throughout the year regarding the employee’s performance that will enable the supervisor to incorporate actual examples of both good performance and, when observed, sub-standard performance into the performance evaluation process. Supervisors are also expected to: • Communicate and provide feedback throughout the year with employees about their performance; • Complete the electronic evaluation form and ensure that the process is completed before the performance appraisal is due; • Keep the information on the form as objective and factual as possible and focus on performance during the review period; • Schedule and conduct a meeting with the employee at a time and place which minimizes interruptions and maximizes confidentiality; • Openly discuss the issues related to the individual’s performance including achievement of goals since the last performance evaluation and establish goals for the next performance evaluation; • Objectively rate the employee’s performance consistent with city guidelines and competency descriptions. Supervisors and/or department heads are expected to deny merit pay increases to employees not meeting performance standards. An employee who is declined a merit increase due to performance or conduct reasons will not be eligible for a merit increase until the next 12-month cycle has been completed. Employee Responsibilities – Employees play a significant role in making the performance appraisal program successful and rewarding. To get maximum benefit from the performance appraisal process, employees should: • Actively participate in mid-year and annual performance meetings with their supervisor by maintaining accurate documentation of their own performance achievements and completing the Employee Self-Appraisal; • Identify and discuss professional development opportunities to enhance job performance and career goals with their supervisor. Rating Period & Merit Review Date – Provided the basic eligibility requirements have been met, a performance appraisal is to be conducted on the employee’s anniversary date. The employee’s anniversary date is either their hire date, or their date of promotion, or date of demotion into their current job classification. Unless delayed due to not meeting the basic eligibility requirements, the performance rating period is normally the twelve (12) months preceding the employee’s anniversary date.
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