Chicago Police DepartmentEmployee Resource E05-03
Performance Ratings - Civilian Members
Issue Date:30 November 2017Effective Date:30 November 2017
Rescinds:22 June 1999 Version
Index Category:Career Development
I.Purpose
This directive:
  • A.requires supervisory personnel to rate the performance of all Chicago Police Department civilian members, with the exception of those who are probationary members, twice yearly.
  • B.requires unit commanding officers to ensure that civilian members under their command are notified that they will be evaluated.
  • C.outlines procedures for the notification, preparation, and submission of performance ratings.
  • D.introduces the Performance Evaluation–Civilian Members Form (CPD-62.134).
  • E.discontinues the City of Chicago Performance Evaluation Member Rating Form (PER-95) and City of Chicago Performance Evaluation Supervisory Member Rating Form (PER-96).
  • F.requires civilian probationary members to be evaluated twice during their six-month probationary period.
  • G.satisfies CALEA Law Enforcement Standard for Chapter 35.
II.Authority
  • A.By authority of the Municipal Code of Chicago (MCC 2-84-400), the Police Department is required to rate its civilian members. The two rating periods are 1 January through 30 June and 1 July through 31 December.
  • B.Civilian probationary members will be rated at three months and six months after their start date using the system in this directive.
  • C.Supervisors will receive training in the Civilian Performance Management Program.
III.Specific Information
  • A.Civilian members are to be rated on the Performance Evaluation–Civilian Members Form (CPD-62.134).
  • B.At the beginning of each rating period, the civilian member's immediate supervisor is required to discuss the evaluation system and appropriate rating form with the member and to indicate the performance traits, behavioral descriptions, rating categories, and any applicable supervisory accountability which relate to the member's job. The supervisor must also inform the employee that a performance evaluation is required bi-annually, or, if the employee is on probation, a performance evaluation is required twice during the six month probationary period.
  • C.The last supervisor who has supervised the member for at least 90 days is responsible for rating non-supervisory civilian members who have worked under more than one supervisor during the rating period. However, any such rater should consult with previous supervisors, if possible, before completing the rating form. The member's performance over the entire rating period should be considered when the rating form is completed.
  • D.If a member has worked as a supervisor for 90 days or more during a rating period, that member will be rated on the Performance Evaluation–Civilian Members Form (CPD-62.134) Part 1 and 2. The rating should be done by the person who supervised the member in that capacity, after consulting with any other members who supervised the member during the rating period.
  • E.At the conclusion of the rating period, each civilian member will be rated by his or her immediate supervisor.
  • F.A Department directive will be issued and will provide information specific to the rating period, including the due date for the submission of forms. The unit commanding officer will ensure that all required procedures have been completed.
IV.Performance Rating Notification Procedures / Responsibilities
  • A.Human Resources Division
    At the end of each civilian rating period, the Director of Human Resources Division, will forward to each unit commanding officer a control sheet containing the names of civilian members assigned to his or her unit of command.
  • B.In a timely manner, unit commanding officers will, at the beginning of the civilian rating period, ensure that:
    • 1.The appropriate rating form is utilized for each civilian member under their command and will indicate which civilian members are supervisors by placing an "X" after each supervisory member's name on the control sheets. Questions as to whether a member should be rated utilizing the Performance Evaluation–Civilian Members Form (CPD-62.134) Part II can be directed to the Career Development Section, Human Resources Division, during normal business hours.
    • 2.The immediate supervisors of civilian members are familiar with the Performance Evaluation–Civilian Members Form (CPD-62.134) Part 1 and 2, and are cognizant of the fact that the rating a member receives at the end of the rating period will be utilized in considering merit salary increases.
      NOTE:
      A supervisor must give reasonable advance notice to an employee prior to the employee's next rating period that an employee's unsatisfactory performance evaluation may impact or deny the merit increase.
    • 3.prior to the due date, the immediate supervisors will:
      • a.complete, for each civilian member they supervise, the identification information at the top of the rating form that will be used to evaluate the member once the rating period has ended.
      • b.discusses the Member Performance Management Program and Performance Evaluation–Civilian Members Form (CPD-62.134) with each civilian member they supervise, as described in this directive. Upon conclusion of this discussion, the supervisory member will instruct the civilian member to sign and date the rating form and control sheets. The member's signatures will serve as a record that the discussion has taken place.
      • c.submit to their unit commanding officer a signed rating form for each civilian member under their supervision, in alpha order.
    • 4.One copy of a signed control sheet is returned to the Career Development Section, Human Resources Division, no later than the due date, once all civilians under their command have signed and dated the appropriate rating forms.
    • 5.the signed rating form is retained in the unit personnel file of each civilian member.
V.Performance Traits
  • A.Civilian members, both supervisory and non-supervisory, will be rated on the following nine factors:
    • 1.Accountability
    • 2.Communication
    • 3.Customer/Public Service Focus
    • 4.Integrity
    • 5.Job Knowledge
    • 6.Problem Solving
    • 7.Quality of Work
    • 8.Quantity of Work
    • 9.Time and Task Management.
  • B.Supervisory civilian members will be rated on four additional factors:
    • 1.Delegation
    • 2.Enforcement of Work Standards and Timelines
    • 3.Personal Leadership
    • 4.Staff Development.
VI.Procedures for Raters
  • A.Raters will ensure that for each civilian member they are rating:
    • 1.the correct identifying information appears at the top of the Performance Evaluation–Civilian Members Form (CPD-62.134) which will be used to rate the member.
    • 2.they are using the Performance Evaluation–Civilian Members Form (CPD-62.134).
  • B.There are nine factors listed on the Performance Evaluation–Civilian Members Form
    (CPD- 62.134) Part 1 and thirteen factors listed on the Performance Evaluation–Civilian Members Form (CPD-62.134) Part 1 and 2 that is used for supervisory civilian members. The rater will:
    • 1.Consult the Department's Performance Traits to review the impact of the member's performance on unit/division/department operations. Gather data to support your ratings and examples for the member. Data may include sample work products, project reviews, documentation from other supervisors, and statements from internal or external customers.
    • 2.Review the member's progress toward objectives or productivity goals. Review the member's performance delivering work products according to deadline. Consider the member's performance in relation to his or her performance objectives.
    • 3.Complete the Performance Evaluation–Civilian Members Form (CPD-62.134) and print a copy. Carefully read each performance factor definition and the supporting details that describe the expectation in the Ratings Guide. Cite specific, factual examples to support your rating. Assess the member's performance in each job factor as "Exceeds Expectations," "Consistently Meets Expectations," "Meets Most Expectations," or "Does Not Meet Expectations."
    • 4.Review the member's self-evaluation and compare it to your review of the member. Analyze gaps. Prepare for the Performance Evaluation meeting accordingly. Raters will review the draft Performance Evaluation–Civilian Members Form (CPD-62.134) with the next level supervisor before meeting with the member.
    • 5.Plan for the Performance Evaluation meeting. Prepare to share positive feedback on the member's accomplishments during the review period. Cite specific examples of positive performance and discuss areas for development.
    • 6.Conduct the Performance Evaluation meeting. Finalize the overall rating.
    • 7.Ensure the supervisor, the next-level supervisor, and the member sign the Performance Evaluation–Civilian Members Form (CPD-62.134). Create three photocopies of the signed Performance Evaluation –Civilian Members Form (CPD-62.134). One photocopy is distributed to the member, one photocopy is distributed to the next-level supervisor, and one photocopy is retained by the supervisor.
    • 8.If the member receives an overall rating of "Below Expectations or Unsatisfactory" or a rating of "Below Expectations or Unsatisfactory" in any performance factor, document the areas of substandard performance and the areas which need improvement in a To/From Subject Report to the exempt member. A copy will be given to the evaluated member.
  • C.The rater of a civilian member will enter performance traits that are specific to the member being rated during the rated period into the box marked "examples" for each of the performance factors that relate to the member.
  • D.The rater is to indicate whether the performance description for each factor reflects a level of performance that Exceeds Expectations, Consistently Meets Expectations, Meets Most Expectations. or Does Not Meet Expectations by placing the coincides with the rating.
    • 1.3.50-4.00 = Exceeds Expectations
    • 2.Well above acceptable performance; very little improvement is possible.
    • 3.2.50-3.49 = Consistently Meets Expectations
    • 4.Acceptable Performance; improvement is possible.
    • 5.1.50-2.49 = Meets Most Expectations
    • 6.Below acceptable; improvement is essential and administrative action may be required
    • 7.1.00-1.49 = Does Not Meet Expectations
    • 8.Far below acceptable performance; performance is so unacceptable administrative action must be taken
  • E.After all rating boxes have been completed, the rater will determine the overall rating by adding the numeric rating on the right side of the page and divide the sum of that by the number of performance traits rated. For Example, a non-supervisory member who receives ratings that have a sum of 32 will have that sum divided by the nine traits and have an overall rating of 3.56, which "Exceeds Expectations." PLEASE NOTE THE FOLLOWING DESCRIPTIONS FOR THE OVER ALL RATINGS:
    • 1.EXCEEDS EXPECTATIONS
      • a.Job performance surpasses all expectations for position. Member's performance is significantly superior and consistently delivers results in the following areas: quality of work, quantity of work, timeliness of work, accuracy of work, and controlling activities of the job. Member often assumes significantly higher levels of responsibility and regularly develops new, innovative methods to improve the productivity of the department, division, and/or unit. Member is highly proactive and seeks out change to support the major initiatives of the department.
    • 2.CONSISTENTLY MEETS EXPECTATIONS
      • a.Job performance consistently meets expectations. Member's performance meets acceptable standards in the following areas: quality of work, quantity of work, timeliness of work, accuracy of work, and controlling activities of the job. Member requires a normal amount of supervisory guidance in the accomplishment of assigned tasks. Member demonstrates the required knowledge, skills, abilities, and behaviors necessary for acceptable job performance and provides a valuable contribution. Member should continue to seek out developmental opportunities to maintain or improve his or her performance.
    • 3.MEETS MOST EXPECTATIONS
      • a.Job performance meets most expectations for position. Actions often contribute to unit results. Can still improve significantly. Meets expectations in at least six of the general performance factors.
    • 4.DOES NOT MEET EXPECTATIONS
      • a.Job performance rarely meets expectations of the position. Member requires a more than acceptable amount of supervisory guidance in order to complete assigned tasks. Member's performance falls short of expectations in more than two of the general performance factors. Performance shortfalls may include not meeting performance goals and/or demonstrating behavior that negatively affected overall contribution. Member must demonstrate improvement in overall performance and work to meet minimally acceptable job performance expectations.
  • F.The evaluating supervisor will provide job performance feedback to members receiving a performance evaluation at the conclusion of the rating period. At the conclusion of the discussion, both member and the supervisor will sign and date the Performance Evaluation–Civilian Members Form (CPD-62.134) form. The member's signature indicates that the discussion took place and covered the following topics:
    • 1.the result of the performance evaluation just completed;
    • 2.the level of performance expected;
    • 3.evaluation criteria or goals for the new reporting period; and
    • 4.career counseling relative to such topics as advancement, specialization, or training appropriate for the member's position.
  • G.If applicable, the rater should inform the member of areas where improvement is needed and counsel the employee as to how to attain an improved level of performance. This discussion should be documented on the Performance Evaluation–Civilian Members Form (CPD-62.134) form. Weaknesses and the member's substandard activity should be readily apparent to the rater, the rater should provide the employee with documented specifics, and there should be no difficulty in restricting the subject of discussion with the member to his or her performance.
    • 1.The method of discussion is probably the most important step in achieving good results from a counseling session. Guidelines for effective counseling sessions include the following:
      • a.The discussion should be formal and confidential.
      • b.The good points and/or potential of the member should be mentioned first.
      • c.Criticism should be of a constructive nature.
      • d.The member should be allowed to express him or herself and to explain his or her reasons for the performance in question.
      • e.The rater should be a patient listener and avoid permitting the discussion to become argumentative.
      • f.If the member receives an overall rating of "Below Expectations or Unsatisfactory" or a rating of "Below Expectations or Unsatisfactory" in any performance factor, the counseling session should be documented in a To/From Subject Report to the unit exempt member and a photocopy given to the member.
    • 2.An interview between the rater and employee should be looked upon as a coaching session, primarily to benefit the employee and improve job performance.
    • 3.In any case in which a member is to be assigned a performance rating of "Meets Most Expectations" or "Does Not Meet Expectations" there should be a written record in the form of a To/From Subject Report to the exempt member of the incidents and conduct during the rating period that made necessary the assigning of such a rating. In addition, there should be a written record in the form of a To/From Subject Report to the exempt member documenting the dates of all interview and counseling sessions when a member was advised of deficiencies. A copy of all documents should be provided to the employee.
    • 4.When a member is assigned a performance rating of "Meets Most Expectations" or below, the exempt member will recommend to Director, Human Resources Division, that the member be placed in the Behavioral Intervention System or Personnel Concerns Program, as appropriate.
  • H.A member may request a review of a performance evaluation. Any request for review of the performance evaluation must be made in writing to the exempt member within seven calendar days of the date the member signed the evaluation. A review of the evaluation will be made under the direction of the unit exempt member.
  • I.Unit exempt members will ensure:
    • 1.the supervisor, the next level-supervisor in the rater's chain of command, and the member sign the Performance Evaluation Form–Civilian Members Form (CPD-62.134).
      :
      The supervisor should reiterate to the employee that the employee's signature acknowledges receipt of the evaluation. It does not indicate or acknowledge agreement with the performance rating.
    • 2.the completed, original Performance Evaluation Form–Civilian Members Form (CPD-62.134) is maintained in the unit and one photo copy of the completed form is distributed to the evaluating supervisor and one to the member evaluated.
    • 3.The Final Performance rating is entered into the Watch System, located in CLEAR.
Eddie T. Johnson
Superintendent of Police
SB 17-086
ADDENDA:
1.E05-03-01 - Performance Ratings - Civilian Members Rating Period Ending 31 December
2.E05-03-02 - Performance Ratings - Civilian Members Rating Period Ending 30 June