CHAPTER 10
EMPLOYEE PERFORMANCE
STATEMENT OF POLICY
The purpose
of this Chapter encourages efficiency and productivity among employees and the
orderly and constructive relationships between management and employees in the
interest of effective personnel management, and the efficient operation of the Hospital.
10.000 EMPLOYEE
PERFORMANCE EVALUATION
10.001 Performance
Evaluation
The Administrator
shall establish and maintain a performance evaluation system for the fair and objective appraisal of work
performance of employees of the Hospital.
The performance evaluation system may be used to:
A. improve
individual performance.
B. strengthen
supervisor/employee relationships.
C. recognize employee
accomplishments and good work.
D. identify job standards.
E. identify training needs.
F. grant
or deny pay increments.
G determine
order of layoffs.
H. determine whether a
probationary employee shall be given a
permanent appointment.
J. determine whether disciplinary
action is required.
10.002 Performance
Evaluation Training
The
Administrator shall be responsible for providing annual training for all levels of management
concerning the performance
evaluation system, including the
development of performance
standards, performance interview techniques and performance ratings.
10.003 Performance Evaluation Records
A.
The performance evaluation report shall be transmitted to the Administrator, 30 days prior to the anniversary date. Upon receipt of the performance evaluation
report and recommendations, the Administrator,
shall effect the appropriate personnel action in
accordance with the recommendation of the supervisor and Department Head. No action will be taken by the Administrator
until receipt of the performance evaluation report.
B.
Records of the performance evaluation report shall be filed in the
employee’s official personnel file.
10.04 Administrator’s
Responsibilities for Performance Evaluation
The Administrator
shall be responsible for the effective
implementation and administration of the performance evaluation system within the Hospital. He shall approve all performance ratings made
within the Hospital and shall ensure that supervisory personnel receive
adequate training in the performance evaluation system. He shall ensure that
performance evaluations and reports are completed and submitted on a timely
basis.
10.005
Supervisor’s Responsibility for
Performance Evaluations
A. The performance standards shall be
developed and the performance rating shall be completed by the supervisor
immediately responsible for the employee’s work with input from the
employee. The rater should be the individual
who oversees, reviews and checks the daily work performance of the employee
being rated, or is the supervisor who is most closely acquainted with the
employee’s daily work performance. The
supervisor shall also be responsible for the timely preparation and submission of
performance for all employees under his supervision. The employee’s supervisor must have
supervised the employee for at least 90 consecutive days to render a fair
evaluation. When a supervisor retires,
resigns or transfers, he shall render an evaluation for the assigned employees
before leaving the Hospital.
B. For
employees on temporary assignments due to work injury,
disability (light duty), details, etc., for 90 days or more, the supervisor may establish additional performance standards to reflect current duties. A composite rating for the temporary assignment and permanent
position may be made.
10.006 Performance
Evaluation Form
Performance evaluations shall be
accomplished on a form approved by
the Administrator, consistent with
the performance evaluation system in effect.
The performance evaluation
forms shall be filed in the employee’s Official personnel file.
10.007 Performance
Evaluation Period
In accordance with the system and
procedures prescribed by the Administrator, supervisors shall evaluate the work performance
for employees:
A. Every 12 months of service for permanent
employees in Pay Grade Steps 1
through 6; every 18 months of service for permanent employees in Pay Steps 7 through 9; and every 24 months of
service for permanent employees in
Pay Steps 10 through 20 to coincide with the employee's employment anniversary
date or increment due date. Supervisors
may opt to conduct mid-term performance assessments of subordinates.
B. No later than the end of the probationary
period for those employees serving
initial probationary appointments including those probationary periods that have been extended. The final Probationary Performance Report
shall be submitted and received by the
Administrator no later than 10 workdays prior
to the probationary period due date.
10.008 Salary
Increments ‑ Permanent Employees
Every classified employee shall be
entitled to a one-step salary increment for satisfactory performance, except as
otherwise provided by statute.
10.009 Performance
Evaluation for Probationary Employees
A. An
overall performance rating of at least a Satisfactory, shall be necessary
before an employee serving an initial probationary
period may receive a permanent appointment in the class of position he
occupies.
B. When
an employee serving an initial probationary period receives an
overall performance rating of Marginal, the probationary period shall be
extended for a minimum period of 60 days during which the employee has the
opportunity to improve work performance, provided the total probationary period
does not exceed 12 months.
C. When an employee, serving an initial probationary
period, receives an overall performance rating
of Unsatisfactory, the employee
serving the initial probationary period shall be terminated
from government employment.
D. When an employee who is serving an initial
probationary period receives an unsatisfactory performance for the first month
in which extenuating circumstances affects the delivery of patient care
negatively the Administrator may
terminate employment of the employee.
10.010 SALARY INCREMENTS FOR UNCLASSIFIED
Unclassified
positions that have been established through the Government-wide compensation
pay plan shall are entitled to an increment equivalent up to 3.5% within the
respective pay grade of the employee’s base salary after twenty-four (24)
months of satisfactory performance, provided that the maximum salary allowance
shall not exceed the closest equivalent of step 20.
10.100 APPEAL
PROCEDURE FOR RE-DETERMINATION OF PERFORMANCE RATING
10.101
Purpose
The procedure
outlines the responsibilities and procedures to be followed by management and
employees in handling performance rating appeals.
10.102
Coverage
Employees covered by these
procedures are those employees who
have satisfactorily completed their initial probationary period and have
attained permanent status in the Hospital.
Such employee who feels he was unjustly rated may request for a re-determination of the performance
rating. Initial probationary period performance ratings are not appealable
under this procedure.
10.103 Representation
An employee
has the right to present an appeal with or without representation. He also has the right to be accompanied, represented,
and advised by a representative of his choice at any step of the appeal
proceedings.
10.104
Freedom from Reprisal or
Interference
An employee and his representative shall be
free to appeal a performance rating without restraint, interference, coercion,
discrimination, or reprisal.
10.105 Management’s
Responsibility for Timely Action
Management shall expedite the processing of an appeal and shall abide
by the allotted time. Failure to render
a decision within the allotted time at any step constitutes denial, and the
employee may then proceed to the next step of the appeal procedure.
10.106
Informal Appeal Procedure – Division
Manager
A. The employee who believes
he was unjustly rated shall bring
the matter to the attention of his immediate supervisor no later than five work
days after he was notified of his performance evaluation rating by his
supervisor. The employee may present his
informal appeal either orally or in writing to the Division Manager or his
representative.
J.
A review of the rating shall be afforded the
employee by the rater and/or higher level supervisor and/or department head. Settlement of aggrieved matters shall be
encouraged at the lowest administrative level and in the shortest possible
time. The employee shall be notified in writing of the
decision no later than five workdays after presentation of his informal appeal
to his Division Manager.
K.
If the employee’s concerns are not resolved,
or that a decision is not issued within five workdays, the employee may file a
formal appeal to the Administrator.
10.107Formal Appeal Procedure –Administrator/
Performance
Rating Board of Review
A.
Whenever
resolution of a performance rating cannot be reached at the informal level, an
employee may appeal to the Performance Rating Board of Review via the Administrator.
The appeal shall be in writing to the Administrator
and filed within 5 workdays after the employee receives the Division Manager decision.
B.
The Performance Rating Review Board shall be
appointed by the Administrator and
consist of three members, who are classified employees
of which one shall be at the same
position level as the appellant, employee
two shall be at the managerial level and employee three the designated employee
will serve as the hearing officer. The
Review Board members shall not be from the same department where appellant is assigned. The Administrator shall appoint the Review Board within five workdays of receipt of the
written appeal.
C. The Review Board shall conduct its first
hearing within 5 workdays of its appointment.
The Review Board shall complete the investigation and conduct the final
hearing no later than 10 workdays from the date the Review Board convened. The Review Board shall give notice of
hearings and shall provide all pertinent documents related to the appeal to the
employee, his representative, the rater, and all other parties concerned.
The conduct of the hearings shall be
consistent with the opportunity to present all information necessary to decide
the merits of the appeal. Both oral and
written information, which the Review Board considers pertinent, shall
be submitted and other information
the Review Board requests concerning the appeal.
D. The hearing officer shall preside and rule on
all questions and conduct of the hearing during the proceedings. Review Board members shall consider the case
and vote objectively. They shall give
consideration to the merits of the case and secure all necessary information. They shall encourage a harmonious
relationship between the employees and supervisors during proceedings before
the Review Board. All members of the Review
Board shall be present at all times during hearings and shall participate in
the decision. Hearings shall be recorded and summarized in writing.
E. When all pertinent information in an appeal has
been presented to the Review Board, the Review Board shall render a decision by
majority vote. The Review Board may either amend the performance rating, or
sustain the rating without change. When
an amendment is made by the Review Board, to the performance rating, that
amended rating shall not be lower than the original rating.
The Review Board shall make its final
decision within five workdays of the final hearing. The Review Board’s decision shall be in
writing with the hearing officer’s signature.
The decision shall contain a brief summary of the facts on which the Review
Board based its decision. The written
decision shall be immediately sent to the appellant, and signed copies
forwarded to the Division Manager and Administrator.
F. When the Administrator
receives a Review Board decision amending the employee’s rating, the Administrator shall immediately replace the original rating for the amended
rating. The Division Manager must reconsider
administrative actions based on the original rating and re-determine and adjust
those administrative actions to conform to the amended rating.
10.108:
Assistance in Processing Appeal
The Human
Resources Office shall be available to
assist both employee and management in the proper
procedures for processing
an appeal.