Chapter 12 Performance evaluations 012626 clean

[Virtual Presenter] The City of Doral Human Resources Department has established a set of guidelines for conducting performance evaluations within the Department. These guidelines are designed to help supervisors evaluate employee performance and make informed decisions regarding personnel actions. The primary goal of the Employee Performance Evaluation is to maintain and improve employee performance. To achieve this goal, supervisors should focus on identifying areas where employees need improvement and providing guidance and support to help them meet expectations. Supervisors should also use the performance evaluation process to foster and standardize fair and impartial personnel decisions. This includes making recommendations for salary increases or decreases, promotions, demotions, transfers, awards, separations, or other personnel status changes. In addition to these personnel actions, supervisors may use the performance evaluation process to assess employees' abilities and potential for advancement. This could include evaluating an employee's suitability for a particular position or determining whether they have the necessary skills and knowledge to assume additional responsibilities. To ensure fairness and objectivity in the performance evaluation process, supervisors should keep accurate records of employee- supervisor communications about performance issues. This record should protect the rights of the employee and prevent misunderstandings about their performance. By following these guidelines, supervisors can create a fair and objective performance evaluation system that benefits both the Department and its employees. This system will enable employees to perform at their best and contribute to the success of the Department..

Revised: January 26, 2026 CITY OF DORAL POLICE DEPARTMENT REGULATIONS MANUAL CHAPTER EFFECTIVE DATE REVISED PAGE NUMBER 12 July 2, 2015 January 26, 2026 2 of 8 TITLE: PERFORMANCE EVALUATIONS performance expectations. 2. Written performance evaluations will be completed for all Department employees on Paycom. Employees will be evaluated annually, in writing, using job-related measures. [CFA 12.01D] 3. Annual employee performance evaluations are conducted at each employee’s anniversary date. The anniversary date is either the employee’s original hire date or the date of their reclassification, such as due to a promotion or change in position. C. Probationary/Introductory Period: 1. All newly hired and promoted employees will complete a twelve-month probationary/introductory period. Refer to the City of Doral Employee Policies & Procedures Manual. 2. During the first thirty days of the probationary/introductory period, the employee’s immediate supervisor shall: a. Provide the employee with a copy of their job description and orient them to the position. b. Establish written performance expectations and goals for the position and identify criteria to be used to assess the employee’s performance. c. Record goals for the introductory period on the performance evaluation form. 3. Throughout the probationary/introductory supervisors should meet regularly with the employee to discuss the employee’s performance and provide constructive feedback. a. Supervisors shall complete a six-month performance review on Paycom for all newly hired/promoted sworn employees during their probationary period. [CFA 12.06] D. Measurement Definitions: [CFA 12.01B] 1. Instructions for completing the reports are on Paycom. 2. Rating Performance: a. Unacceptable: Employee failed to meet expectations. (1) Performance is consistently below acceptable standards. Immediate and substantial improvement is required. Duties and responsibilities.

Revised: January 26, 2026 CITY OF DORAL POLICE DEPARTMENT REGULATIONS MANUAL CHAPTER EFFECTIVE DATE REVISED PAGE NUMBER 12 July 2, 2015 January 26, 2026 3 of 8 TITLE: PERFORMANCE EVALUATIONS are not met. b. Needs Improvement: Employee had difficulties in meeting expectations. (1) Some job requirements may be met but performance needs improvement. Duties and responsibilities are not met. c. Satisfactory: Employee met the minimum performance standards as per the job description. (1) Performance met job requirements. Duties and responsibilities are met in a satisfactory and acceptable manner. d. Above Satisfactory: Employee met all critical elements. (1) Performance exceeds job requirements. Duties and responsibilities are well met and usually exceeded. e. Outstanding: Employee performed as a model of excellence by surpassing expectations. (1) Consistent, conspicuous, and distinguished performance. Employees display initiative and creativity. Employees have substantially enhanced Departmental efficiency and/or effectiveness. E. Rater Responsibilities and Training: 1. Each employee will be rated or evaluated by their immediate supervisor at the end of the rating period. [CFA 12.01G] 2. In the event the employee has been assigned to the current rater for less than four months, the rater who has been the employee's immediate supervisor for the majority of the evaluation period shall complete the evaluation. 3. The performance evaluation should be based only on the current rating period. Performance prior to or subsequent to the rating period will only be considered in noting significant changes. The employee’s strengths, weaknesses, and goals should be based on the job description of the employee’s position. Evaluations require well-planned, accurate, and detailed information. The rater should take the necessary time and put considerable thought into each evaluation. 4. The employee's job performance will be evaluated based on the employee’s job description during the rating period. [CFA 12.01E] a. Job descriptions can be found on the City website and in Regulations.

Revised: January 26, 2026 CITY OF DORAL POLICE DEPARTMENT REGULATIONS MANUAL CHAPTER EFFECTIVE DATE REVISED PAGE NUMBER 12 July 2, 2015 January 26, 2026 4 of 8 TITLE: PERFORMANCE EVALUATIONS Manual Chapter 13 Classification. 5. Rater Responsibility: It is the rater's responsibility to list all commendations, discipline/counseling, remedial training, unexcused missed court incidents, unexcused missed extra-duty details, and preventable crashes, as applicable, that the employee received during the rating period in the “Quality of Work” area of the evaluation. 6. Additionally, the rating supervisor should review any notes they have maintained regarding the employee’s performance throughout the performance period, including all documentation of periodic feedback and counseling provided. 7. Once the Employee Performance Evaluation is completed, the rater will approve it. The approved evaluation will then be sent to the reviewing supervisor for verification of accuracy and completeness. If no changes are required, the reviewing supervisor will approve the evaluation and instruct the rater to schedule a meeting with the employee. This meeting should take place during or before the evaluation is made visible on Paycom for the employee’s approval. a. The reviewing supervisor does not have the authority to make unilateral changes to any evaluation. Reviewing supervisors not agreeing with the rater’s assessment of the employee’s performance may: (1) Return the evaluation to the rater along with comments or observations for discussion and/or correction, or (2) Should a difference of opinion occur that cannot be resolved, the points of contention will be thoroughly documented in a memorandum attached to the Employee Performs Evaluation. The contested evaluation will be resolved by supervisors in the chain of command or, if necessary, by the Chief of Police or their designee. 8. Transfer Evaluations: When an employee transfers to another unit/assignment, a transfer evaluation shall be completed on Paycom. Transfer evaluations will be reviewed and taken into consideration during the employee’s evaluation period. In the event that no transfer evaluation was submitted, the current rater must contact the employee’s previous supervisor during the evaluation period and include the previous supervisor’s observations regarding the employee’s performance in the evaluation. 9. Close-out Evaluations: When an employee is promoted, demoted, or has separated employment with the Department, a close-out evaluation shall be completed. Close‐out Evaluations are mandatory in order to close‐out the employees’ previous job. Refer to Regulations Manual Chapter 11.1 Departmental Assignments..

[Audio] As we discuss the performance evaluation process, it's essential to understand the importance of rater training. New supervisors are required to complete training on the proper completion of Employee Performance Evaluations within thirty days of their assignment. This training is crucial in ensuring that supervisors are aware of the evaluation process and can provide fair and objective feedback to their employees. In order to reduce biases during the evaluation process, we have identified several rater errors/mistakes that supervisors should be aware of. These include the first impression error, leniency error, recency error, the halo effect, the horn effect, the similarity error, and the contrast error. By being aware of these errors, supervisors can take steps to avoid them and provide a more accurate evaluation of their employees' performance. Additionally, we must ensure that employees who demonstrate substandard or unacceptable performance receive notice of this issue. Each supervisor will advise their employees of any performance issues, document the concerns on the Employee Performance Evaluation, and work with the employee to discuss ways in which they can improve their performance. We have a responsibility to ensure that our performance evaluation process is fair and unbiased. To accomplish this, we must provide training to our supervisors on the evaluation process. This training is not optional, and all new supervisors must complete it within thirty days of their assignment. The training will cover the proper completion of Employee Performance Evaluations, which is crucial in providing fair and objective feedback to employees. During the evaluation process, we must be aware of several rater errors/mistakes that can lead to biases. These include the first impression error, leniency error, recency error, the halo effect, the horn effect, the similarity error, and the contrast error. By being aware of these errors, supervisors can take steps to avoid them and provide a more accurate evaluation of their employees' performance. Furthermore, we must ensure that employees who demonstrate substandard or unacceptable performance receive notice of this issue. Each supervisor will advise their employees of any performance issues, document the concerns on the Employee Performance Evaluation, and work with the employee to discuss ways in which they can improve their performance. As we discuss the performance evaluation process, it's essential to understand the importance of rater training. New supervisors are required to complete training on the proper completion of Employee Performance Evaluations within thirty days of their assignment. This training is crucial in ensuring that supervisors are aware of the evaluation process and can provide fair and objective feedback to their employees. In order to reduce biases during the evaluation process, we have identified several rater errors/mistakes that supervisors should be aware of. These include the first impression error, leniency error, recency error, the halo effect, the horn effect, the similarity error, and the contrast error. By being aware of these errors, supervisors can take steps to avoid them and provide a more accurate evaluation of their employees' performance. Additionally, we must ensure that employees who demonstrate substandard or unacceptable performance receive notice of this issue. Each supervisor will advise their employees of any performance issues, document the concerns on the Employee Performance.

Revised: January 26, 2026 CITY OF DORAL POLICE DEPARTMENT REGULATIONS MANUAL CHAPTER EFFECTIVE DATE REVISED PAGE NUMBER 12 July 2, 2015 January 26, 2026 6 of 8 TITLE: PERFORMANCE EVALUATIONS (1) Employees must be notified in writing of unsatisfactory/unacceptable performance at least ninety days prior to the end of the annual rating period. b. This notice will be documented utilizing the Employee Performance Improvement Plan on Paycom. The notice will indicate the area(s) of performance that is/are unsatisfactory/unacceptable, as well as the actions the employee must take to be considered performing satisfactorily. 2. Following the session, the employee will sign the Employee Performance Improvement Plan, acknowledging that it was read and discussed with them. a. Additionally, the employee shall be afforded an opportunity to provide a written response to the notice of unsatisfactory performance in the space provided on the reverse of the form. 3. The notice will be placed in the employee’s personnel file. 4. For employees receiving an unacceptable rating on any of the respective competency areas, the rater will resubmit a special evaluation report within ninety days. a. At the conclusion of the ninety days, the employee will be informed, in writing, that work performance has improved to the extent that observation is discontinued, or that observation will be continued for an additional ninety days. b. If at the conclusion of the additional ninety days, the employee does not conform to Departmental standards, the employee will be subject to disciplinary action up to and including termination. H. Explanatory Comments for Outstanding, Below Satisfactory or Unacceptable Performance: [CFA 12.01C] 1. Comments and/or performance examples should be provided to support all performance ratings. 2. During annual evaluations, raters are required to comment and/or provide performance examples to explain any “Outstanding,” “Below Satisfactory” and “Unacceptable” performance rating. I. Employee Interview: [CFA 12.02A] 1. It is the rater's responsibility to explain clearly to the employee the factors considered in making the evaluation. Specific examples of performance should be discussed in detail. Employees should be commended for work well done and.

Revised: January 26, 2026 CITY OF DORAL POLICE DEPARTMENT REGULATIONS MANUAL CHAPTER EFFECTIVE DATE REVISED PAGE NUMBER 12 July 2, 2015 January 26, 2026 7 of 8 TITLE: PERFORMANCE EVALUATIONS helped to understand in what specific ways they need to improve. [CFA 12.02F] a. The rater will discuss the criteria and job factors on which the evaluation was made and the basis for each rating on the Employee Performance Evaluation. (1) The rater should be direct and accurate and give the employee ample opportunity to present relevant information. In addition, the rater should clearly define the level of performance expected, rating criteria, or goals for the new reporting period. 2. The employee will be given the opportunity to ask questions and discuss any performance-related concerns, as well as document any supporting or opposing comments to any ratings or rater comments in the space provided on the Employee Performance Evaluation on Paycom. [CFA 12.02B] 3. Following the interview, the employee will approve the Employee Performance Evaluation on Paycom to acknowledge that the report was read and discussed. [CFA 12.02C] a. The employee’s approval does not indicate agreement or disagreement with the appraisal. 4. Upon completion of the review interview, the employee will be informed of the following expectations for the next rating period: a. Tasks of the position occupied [CFA 12.04A] b. Level of performance expected [CFA 12.04B] c. Evaluation rating criteria [CFA 12.04C] J. Contesting an Evaluation: [CFA 12.01I] 1. All Department employees have the right to agree or disagree with the contents of the evaluation. Raters should attempt to resolve any conflict before the evaluation process is concluded and the employee signs the evaluation as indicated herein. a. Employees disagreeing with or wishing to dispute the evaluation or any portion thereof are required to write the basis for disputing the report in the space provided prior to approving the evaluation. (1) Employees wishing to submit a rebuttal on a separate form must indicate their intent to do so on the “employee comments and recommendations” space provided. Employees must then approve the evaluation. (2) The employee’s rater will allow the employee adequate time, not.

Revised: January 26, 2026 CITY OF DORAL POLICE DEPARTMENT REGULATIONS MANUAL CHAPTER EFFECTIVE DATE REVISED PAGE NUMBER 12 July 2, 2015 January 26, 2026 8 of 8 TITLE: PERFORMANCE EVALUATIONS exceeding three days, to turn in their rebuttal. In the event the employee does not provide a rebuttal, the employee’s supervisor shall explain so in the “employee comments and recommendations” space correlating to the rating period. 2. Whenever an employee disagrees or contests the evaluation or any portion thereof, the signed evaluation and the employee’s rebuttal will be forwarded to the Chief of Police or designee for resolution. The decision of the Chief of Police or designee is final. K. Evaluation Distribution and Retention: 1. All required performance evaluations will be initiated thirty days prior to the employee’s review date through Paycom. a. Timely completion of performance evaluations is a crucial supervisory responsibility that affects the employee's merit increases or status changes, eligibility for promotional examinations, and performance adjustment calculations for non-bargaining unit employees. 2. Performance evaluations will be due, prior to the employee's or supervisor's approved scheduled leave. 3. All completed Employee Performance Evaluations shall be stored in Paycom and remain accessible to employees through their individual profiles. a. Supervisors will also have access to previously completed Employee Performance Evaluations for employees assigned to them on Paycom. Effective Date: July 2, 2015 Revocations: All existing orders in conflict. Revisions: February 12, 2016, November 14, 2017, June 19, 2019, May 10, 2024, January 26, 2026 Approved: _____________________________________________ Edwin Lopez Chief of Police.