1. Purpose
The purpose of this policy is to establish a structured, objective, and documented system for evaluating personnel performance. The review process ensures accountability, operational readiness, policy compliance, professional growth, and organizational integrity.
2. Scope
This policy applies to:
• Full-time personnel
• Part-time personnel
• Contract personnel
• Operational volunteers
• Supervisory and executive staff
3. Review Schedule
• Probationary Review: Conducted at 90 days
• Annual Review: Conducted once per calendar year
• Supervisory Review: Includes leadership evaluation component
• Special Review: May occur following major incidents, disciplinary actions, or performance concerns
Supervisors are encouraged to conduct informal quarterly check-ins to promote continuous improvement.
4. Evaluation Criteria
Performance evaluations shall be based on documented standards and measurable expectations.
A. Professional Conduct
• Compliance with Code of Ethics
• Integrity and impartiality
• Respectful and professional behavior
• Adherence to organizational policies
B. Operational Effectiveness
• Accuracy of reports and documentation
• Timeliness of assignments
• Compliance with incident intake protocols
• Proper use of equipment and systems
C. Data Security & Confidentiality
• Secure handling of sensitive information
• Compliance with cybersecurity policies
• Protection of confidential sources
D. Safety & Risk Management
• Adherence to field safety standards
• Situational awareness
• Sound decision-making under pressure
• Compliance with vehicular and operational safety protocols
E. Communication & Teamwork
• Clear and professional communication
• Respectful collaboration
• Responsiveness to supervision
F. Leadership & Supervision (If Applicable)
• Policy enforcement consistency
• Staff accountability oversight
• Ethical leadership
• Decision-making effectiveness
5. Rating Scale
Personnel shall be rated using the following standardized scale:
• Exceeds Expectations
• Meets Expectations
• Needs Improvement
• Unsatisfactory
All ratings must include written justification and specific performance examples.
6. Documentation Requirements
• All evaluations must be completed in writing
• Supporting documentation may include reports, attendance records, incident logs, compliance audits, and training records
• Evaluations shall be retained in the official personnel file
• Incomplete or undocumented evaluations are not valid
7. Employee Participation
Employees have the right to:
• Review the completed evaluation
• Provide written comments within 10 business days
• Submit supporting documentation
• Request clarification on ratings
• Appeal through the internal review process if applicable
8. Performance Improvement Plans (PIP)
If an employee receives a rating of “Needs Improvement” or “Unsatisfactory”:
• A written Performance Improvement Plan shall be issued
• Specific deficiencies shall be identified
• Measurable corrective actions shall be outlined
• A follow-up review shall occur within 30–60 days
• Failure to demonstrate improvement may result in further disciplinary action
9. Disciplinary Action
If performance deficiencies persist, corrective action may include:
• Verbal counseling
• Written warning
• Suspension of operational duties
• Demotion (if applicable)
• Termination
All disciplinary actions must follow due process and documentation standards.
10. Merit Recognition
Personnel demonstrating exceptional performance may be eligible for:
• Written commendations
• Leadership advancement consideration
• Specialized assignment eligibility
• Additional professional development opportunities
Recognition decisions must be documented and equitable.
11. Confidentiality
Performance evaluations are confidential personnel records. Access is limited to:
• Immediate supervisors
• Executive leadership
• Authorized HR or compliance officials
Unauthorized disclosure is prohibited.
12. Policy Review
This policy shall be reviewed annually by executive leadership to ensure alignment with organizational goals and applicable employment standards.
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