LOS ANGELES COUNTY
DEPARTMENT OF MENTAL HEALTH
  Policy 606.01 Performance Evaluations
 
  PROCEDURES
  1. DMH-HRB will send Performance Evaluation due date reports on a monthly basis to management.
     
  2. The evaluation is to be prepared by the employee’s immediate supervisor (Rater). If the employee had more than one supervisor during the rating period, the current supervisor is responsible for obtaining input from the prior supervision.
     
  3. The Rater prepares a draft of the evaluation for discussion with his/her immediate supervisor; the Rater finalizes the draft and obtains the appropriate signatures.
     
  4. Reviewing levels will need to approve and sign the final evaluation before it is presented to the employee.
     
  5. The Rater meets with the employee to review the evaluation, discusses the employee’s performance strengths and weaknesses, and reviews other job-related matters.
     
  6. The employee’s signature on the evaluation does not constitute agreement with any rating or comment. If the employee declines to sign the evaluation, the Rater is to note that fact on the evaluation and, if possible, have the refusal witnessed.
     
  7. If the employee is unavailable for the meeting because he/she is on a leave of absence or has left LAC-DMH service, the Rater shall enter “Unavailable for Signature” in the space provided for the employee’s signature. It is inappropriate to state the reason for the leave of absence. If the employee has been reassigned to another section of the Department and is not on leave, the employee is considered available.
     
  8. The completed evaluation is distributed accordingly by the Rater or designee.
     
  9. Civil Service Rule (CSR) 20.06 of the County Code provides that a copy of the completed Performance Evaluation shall be given to the employee within 20 calendar days of the date the evaluation is presented to the employee for signature. If the evaluation is mailed to the employee, the date and address of the mailing are entered in the appropriate boxes on the evaluation form.
     
  10. If the evaluation is hand-served to the employee, the date of service is entered in the appropriate box on the evaluation form.
     
  11. The copies of the completed and signed evaluation are distributed as follows:
     
    1. Original copy – Official Personnel Folder
       
      1. Under provisions of the various Memoranda of Understanding Personnel Files article, documents such as Performance Evaluations may not be filed in an employee’s personnel folder until the time within which the employee may file a grievance has expired (control date) or until the completion of any grievance.
         
      2. If no grievance is filed by the control date, Performance Evaluation is filed in the Official Personnel Folder.
         
      3. For overall ratings of “Unsatisfactory” and “Improvement Needed,” the DMH-HRB will ensure that the evaluation is filed in the Official Personnel Folder at the appropriate time.
         
    2. One copy to – Area records Filing subject to the ten (10)-business-day control for grievances.
       
    3. One copy to – Employee in accordance with Civil Service Rule 20.06.
       
  12. Managers or supervisors who have specific questions about evaluations for individual employees should contact the DMH-HRB.