Lakewood Police Department
Policy and Procedure

 Effective Date: 11/15/2023
Policy Number: PP-3303
 Performance Evaluations
               

A. Policy

Supervisors of the Police Department are required to conduct timely and meaningful evaluations of their subordinates.  The City Performance Review and Development system provides the formalized and uniform procedures by which the department supervisors accomplish this task.  Performance evaluations assist in the administration of the personnel merit system, principles of which include:  "retaining and compensating employees on the basis of the adequacy of their performance, correcting inadequate performance, and separating employees whose inadequate performance cannot be corrected."

Performance evaluations are not, in themselves, disciplinary actions.  Special evaluation status, for a period not to exceed 180 days, is not disciplinary action.  Placing an employee on special evaluation status is an action that may occur to enhance the performance evaluation process and, as such, is not disciplinary action.  

If a less than desirable result from a performance review exists, the employee's supervisor must identify applicable changes in performance to indicate to the employee those specific areas that require improvement.  This is accomplished through special evaluation status, that shall be no less than 180 days and no longer than one year.  The requirement for a performance review may, or may not, correspond with future salary increases and largely depends on the employee's performance.  Therefore, special evaluation status of 180 days or less is not a disciplinary action, but rather a process in which a supervisor can identify deficiencies in performance in order to improve that performance, and as a result, obtain a salary increase if warranted, based on positive performance.  Salary advancement shall be in conjunction with the appropriate pay plan and dependent upon performance.  

B. Procedure 

1. Performance evaluations are to be regarded as planning tools and to serve as a basis for: 

a. Counseling employees as to their expected job performance, strengths, and weaknesses 
b. Goals and development 
c. Determining training needs 
d. Promotions and transfers 
e. Reemployment decisions 
f. Building the working relationship between the employee and supervisor 

2. Generally, employees are evaluated during the last quarter of each year. 
 
3. Every employee shall be evaluated at least once a year. 

Exception:  Per Municipal Ordinance 4.23.010, the Chief of Police, as an executive officer, is an at-will employee and may be removed from the position by the City Manager with or without cause.  The position does not require formal yearly written evaluation.

4. Employees whose performance is deemed to be unsatisfactory may be placed in a special evaluation status.  Written notice of being placed in such status shall be given to the employee.  The written notice shall describe those aspects of performance requiring improvement and the standard that must be met.  Such special status shall not be less than 180 days, and no longer than one year.  At the end, an evaluation shall be written by the employee's immediate supervisor.  

5. As circumstances dictate and as directed by superiors, supervisors may complete performance evaluations at other than normally scheduled times.  

6. When an employee changes supervisors, regardless of the amount of time of assignment, such as in a transfer or at watch change and at a time when an evaluation is not due, the previous supervisor shall complete a partial evaluation for inclusion in the employee's log.  Log sheets shall be used for this purpose.  The partial evaluation shall include documentation of the employee's performance.  

7. When an employee is due for an evaluation and has been under the supervision of the proposed rater less than 3 months, the employee's previous supervisor shall either complete the evaluation or review the present rater's evaluation.  Areas of agreement or disagreement may be included in the evaluation by use of a supplemental narrative to the evaluation.  

8. An employee's "rater" shall normally be the present immediate supervisor. Supervisors shall receive training in the Performance Review and Development process prior to evaluating a subordinate. Supervisors shall attend training classes as required by the Department of Employee Relations.  

9. A "reviewer" normally shall be the person of next highest rank within the rater's chain of command.  The reviewer shall sign all evaluations after reviewing the contents for completeness and appropriateness.  

10. All supervisors shall be responsible for obtaining the evaluation due dates for all employees under their command and for completing all evaluations due on a timely basis.  

11. Goals shall be prepared for all department employees.  Such goals need not be numerous, but may focus on special projects, training, task forces and committees, education, workshops or seminars, individual study, professional organizations, outside activities, skill maintenance, or specific assignments.  Goals shall be jointly determined after a thorough review of performance, training records, employee needs, and organizational needs. This shall be accomplished in the context of career development.  

12. By the form provided, the rater shall review the previous evaluation period and indicate if goals were completed. 

13. For new employees other than police recruits, the goals and development planning period shall begin with the date of initial employment. (See probationary system) 

14. Once goals have been identified, the supervisor must establish the means for identifying achievement qualitatively in terms of observable and definable behavior. Career counseling and developmental opportunities appropriate for the employees position should be discussed. 

15. Prior to the evaluation due date, the supervisor should notify the employee of the approaching review date and request that the employee conduct a self-appraisal utilizing the Performance Review and Development form.  

16. Each employee's performance will be evaluated relative to critical key elements, and job specific factors established for those elements.  An explanatory narrative for each element documents specific reasons for the rating given.  

17. Supervisors can compile a comprehensive performance record to be used in the evaluation process by reviewing the following sources: 

a. Direct observation of performance 
b. Performance data records (range scores, physical fitness tests, etc.) 
c. Citizen feedback 
d. Work samples 
e. Absenteeism records 
f. Commendations 
g. Discipline 
h. Notes from other supervisors 
i. Feedback from other sources (peers, investigators, etc.)
j. The Early Intervention System 
k. Any other appropriate sources 

18. Supervisors shall include a section at the beginning of the overall/supplemental narrative, which describes "Special Skills."  This initial narrative section should describe and acknowledge extra effort in specialized or voluntary assignment, training, or abilities, which promote the professionalism of the department.  SWAT, SIU, K-9, CSI, task force assignment, beat project participation, training course instructor status, or foreign language skills are examples of areas where extra effort on the part of employees should be recognized.  

19. After presentation to the employee, the rater shall forward the evaluation through the chain of command. Following review by Department staff and the Department of Human Resources, the original shall be placed in the employee's personnel file, a copy will be returned to the employee, and a copy will be returned to the employee's supervisor for inclusion in the employee log.  

20. Employees may and are encouraged to make written comments or responses about their evaluation in the space provided on the evaluation forms.  Employees shall sign and date the evaluation forms to indicate that they have read the forms.  

21. An employee may make a written response to their evaluation, which will be kept permanently in their personnel file.  The written response and evaluation will be reviewed by the employee's chain of command.  

22. Reviewers of evaluations shall be responsible for reviewing all comments made by employees on evaluation forms.  The reviewer shall make written comments on the evaluation forms concerning contested evaluations.  

23. Reviewing supervisors shall evaluate raters regarding the quality of ratings given employees and their ability to carry out the rater's role in the performance evaluation system. The Supervisor should ensure that the raters apply ratings uniformly.  

24. The Department of Human Resources is responsible for providing the forms and format of the formal evaluation system.   











PP-3400 - Awards