Chapter 3 – Personnel, Training, and Employee Relations

31160.6 Rating and Review Process

• Progress reviews shall be discussed with each manager quarterly and any time their performance falls below the “Fully Successful” level.

  • Responsibility of Participants

    • At the end of each quarter, the participating manager shall prepare and submit a self-evaluation and any supporting documentation to their supervisor for review. The supervisor should address the self-assessment in the progress discussion and consider the documentation when assigning the rating. If, due to intervening priorities, a quarterly objective cannot be met, the work plan due dates should be revised, objectives should be deleted, or new objectives should be included.

  • Responsibility of Supervisor

    • Ratings will be assigned at all formal reviews. These ratings shall be recorded on the Managerial Performance Appraisal Summary and signed by the supervisor and managerial employee. The recommended rating and any employee comments shall be submitted to the designated higher level reviewer at each institution, parole region or headquarters unit, and ultimately to the respective deputy director.

  • Responsibility of Higher Level Reviewer

    • The higher level reviewer shall:

      • Determine if the ratings are factually accurate, properly documented, and consistent with their own impression of how the employee’s performance meets the MGS.

      • consider any employee comments/appeals and determine what impact, if any they should have on the ratings.

      • Consider all submitted ratings collectively to ensure that the managerial rating standards are being consistently applied and that the overall group of ratings effectively and accurately distinguish the various levels of performance that are present within the rating group.

    • Any changes in the ratings shall be supported by written comments and must be communicated back to the employee and supervisor. Employees shall also be provided an opportunity to submit comments/appeals on ratings that are lowered.

    • Each division shall establish a system or location for retention and retrieval of substantiating documents for audit purposes, (e.g., having division coordinators retain the documentation; having the rater retain the actual documentation and submit a summary of the employee’s progress with the quarterly review; or submitting the documentation with the quarterly review an returning it to the rater after review by the deputy director.) ECEvidence Code&ISDInformation Services Division (see EIS) coordinates the appraisal/bonus process for managers reporting to the Directorate.

  • Semi-Annual Review

    • A semi-annual summary report of work plans, reviews and ratings will be submitted by each division to the Department Coordinator at the end of the second quarter. The Department Coordinator will consolidate these reports and advise the Chief Deputy Director of the status to the program.

  • Final Review

    • Overall ratings for the entire appraisal ear are assigned at the end of the fourth quarter and are included as part of the fourth quarter progress review discussion.

    • Appraisals shall be given to all managers transferring to anther department, upon departure, if the period worked exceeds 90 days in the current appraisal year. This report will be included in the year-end appraisal.

    • The organization that a manager is permanently assigned at the end of the appraisal year shall prepare the final appraisal unless otherwise requested by the manager. A manager at their discretion may receive consideration from another department or organizational unit where they served during the year by submitting a written request to that department or organizational unit on or before June 30. The manager shall also at their desecration submit a copy of this request to the department where they are currently assigned.