Workforce

Good morning,

Given the previous interest in employee evaluations, I am sharing this policy received from one of the health centers. I hope that this information is helpful.

Performance Evaluations and Merit Program

1. Policy - It is the policy of “Health Center” that the job performance of each employee shall be evaluated annually by the employee's immediate supervisor. “Health Center” recognizes employees for their overall performance and achievements as documented through the performance evaluation and provides a merit program to reward employees. Merit increases are a component of the budget process and the amount available for merit increases is determined each budget cycle. The amount of merit increase may vary from year to year based on projected financial performance.

2. Purpose – An incentive to motivate employees by recognizing their hard work. Also used by “Health Center” as a retention, productivity, and performance management tool.

3. Procedure –

1. The performance evaluation consists of a written evaluation of the employee's job performance and the supervisor's comments and recommendations. It may also include an action plan for both the employee and supervisor and performance goals for the next evaluation period. Information derived from the performance evaluation will be used to identify the training needs of the employee and to determine the employee's eligibility for merit salary increases, promotion and/or transfer.

2. Performance evaluations shall be completed upon the following occasions:

(a) Upon the completion of thirty (30) days of employment and

(b) Upon the completion of the ninety (90) day probationary period. The evaluation shall either grant full/part-time status or recommend an extension of the probationary period.

(c) Annual anniversary date of employment or date of assignment to a new job classification.

(d) Whenever appropriate, as determined by the supervisor.

3. The job performance of each employee shall be evaluated on the basis of the experience and training of the employee, the job description and requirements, and attainment of any previously set objectives and goals. Factors to be considered in the performance evaluation include knowledge of the job, quantity and quality of work, promptness in completing assignments, cooperation, initiative, reliability, attendance, judgment, and acceptance of responsibility.

4. Each written evaluation by the supervisor shall be reviewed by the Director of Human Resources to help ensure objectivity and fairness. The CEO will provide an annual report to the Board of Directors ensuring all evaluations have been conducted in an appropriate and timely manner in compliance with established guidelines.

5. The supervisor and employee shall meet and discuss the evaluation, assess the employee's strengths and weaknesses in a constructive manner, and set objectives and goals for the period ahead. The employee shall be given the opportunity to examine the written evaluation, be given a copy, and make written comments about any aspect of it. The employee and supervisor shall each sign and date the evaluation and forward it to Human Resources for inclusion in the employee's personnel file.

6. If the written evaluation contains an unfavorable comment or rating which the employee believes is unfair or unjustified, and the matter has not been resolved to the employee's satisfaction during the discussion with the supervisor, the employee may take further action and request a review of the evaluation in a meeting with their supervisor’s supervisor, up to the director of the department, or the Director of Human Resources. If the employee is still not satisfied, the employee may request a meeting with the member of the executive staff to whom the supervisor/director reports. If the employee is still not satisfied, the employee may submit a grievance through the grievance procedure.

7. Nothing contained in this policy should be construed to prohibit or discourage supervisors from discussing an employee's job performance with the employee on an informal basis whenever the need to do so arises. While informal, verbal references are acceptable, supervisors are encouraged to prepare a written record of any such discussion for the personnel file, giving a copy to the employee as appropriate.

8. The Chief Executive Officer will be evaluated by the Board of Directors in a manner of their choosing and consistent with the terms of the CEO’s employment agreement.

Eligibility for merit increase

To be eligible for a merit increase, an employee must be employed with “Health Center” for at least one year of continuous service before the merit award date.

Determination of merit increase In accordance with “Health Center” guidelines, supervisors will recommend: a) whether an employee should receive any merit increase based on his or her annual performance review and b) the amount of increase appropriate for the performance results.

The following factors are the basis for awarding merit pay to employees:

▪ The employee’s performance as reported in the annual performance review.

▪ The appropriate pay level within the range for the employee considering the employee’s performance and performance of others in the range.

▪ Pay increase funds available.

▪ Recommendations of supervisors.

A supervisor may not grant a merit increase higher than the annual allowed amount. An employee whose pay is at the maximum of the salary range may not be granted an increase that would cause the base salary to exceed the maximum of the range for that position. If an employee is at the top of the pay scale, a supervisor may approve a one-time lump sum “bonus” amount to be paid to the employee equivalent to the annual merit % calculation.

Supervisors will prepare the Personnel Action Form (PAF), obtain appropriate signatures, and submit to Human Resources for processing.