SANTA CRUZ COUNTY
PERSONNEL ADMINISTRATIVE MANUAL
To place an employee who has dissatisfactory work performance on a schedule of special evaluations as defined by regulations.
Civil Service Rules, Section X.B., Employee Performance Evaluations -Special Evaluations
Should an employee be placed on special evaluation when an evaluation for step advancement is not required (e.g., three months before the
evaluation for a step advancement is due), if the employee is still on special evaluation when the performance evaluation for step
advancement is due, the performance evaluation for step advancement should be completed. In other words, the special evaluation process
does not "preempt" the required review for step advancement.
Should an employee receive a substandard overall rating on a performance evaluation for step advancement, the employee cannot receive a step advancement and must be placed on special evaluation. During the subsequent special evaluation process, if the employee attains an overall "meets job standards" or better evaluation or better, the employee is taken off special evaluation. The employee may or may not be granted a step advancement by the appointing authority, for two reasons. First, consideration for step advancement is not required until 2080 hours have passed since the previous performance evaluation for a step advancement. Second, evaluations completed during the special evaluation cycle are directed at correcting one or more specific problems, not step advancement.
County Personnel Department
NOTIFICATION OF SPECIAL EVALUATION
Our records indicate that you have been placed on special evaluation. You should be aware of the information below.
The following provision is found in Section X B of the Civil Service Rules:
Special Evaluations. Permanent employees may be placed on a special two-month
evaluation schedule at any time when performance problems exist. Permanent employees receiving an annual performance evaluation with an overall rating of
unacceptable, or short of standard will be placed on a special two-month evaluation. The special evaluation will continue at two-month intervals until the
employee has attained an overall performance rating of standard or is subject to discipline up to and including dismissal. Once the employee attains an
overall performance rating of standard, he/she will be removed from special evaluation treatment. The maximum time period that an employee can remain on
continuous special evaluation is six months. Employees who are unsuccessful in attaining an overall performance rating of standard or better during a continuous six-month special
rating period will be subject to discipline up to and including dismissal from County employment, subject to the appeal rights
regarding disciplinary actions specified elsewhere in these regulations.
The Personnel Department shall be notified in all cases where an employee is to be placed on special evaluation. Such notification shall consist of a copy of a memo to the employee which includes: a statement of the special performance problems leading to the special evaluation; the date that the performance problems were discussed with the employee; the type of performance improvement that is necessary; and the date that the special evaluation period is to begin.
Should other performance issues arise during the special evaluation period, such issues should be addressed through other means.
This section does not limit the County's right to discipline, up to and including dismissal, an employee at any time, with or without a special evaluation.
Evaluations are not to be used as discipline.
cc: Department Head
Employee's Personnel File
PER1211 Reissued 9/94 PAM-VII4