Chapter 6

Local Administrative HR Manual - Chapter 6

Performance Evaluation and Standards of Conduct (Summary)

Section I – Performance Evaluation

Purpose & Scope: Regular evaluation of all employees, including directors.

A. Definitions

Key terms include: performance evaluation, performance cycle, core responsibilities, performance measures, probationary/conditional status, performance improvement plan, merit increase and termination.

B. Performance Evaluation Cycle

Annual cycle includes:

• Performance Planning: Supervisor sets expectations, core responsibilities, SMART measures and development plans.
• Performance Coaching: Ongoing feedback, formal/informal documentation.
• Annual Evaluation: Assessment against measures; interim evaluations recommended.

C. Performance Improvement Plan

Required for sustained substandard performance or “needs improvement” rating. Includes timeframe (30–180 days) and documentation.

D. Performance Evaluations

• Interim evaluations at 6 months.
• Annual evaluations based on anniversary or unified cycle.
• “Needs improvement” triggers re-evaluation and possible termination/demotion.

E. Conducting the Performance Evaluation

Supervisor completes evaluation, reviewer approves and employee signs. Includes appeal process and merit increase eligibility.

Section II – Workplace Violence

Purpose & Scope: Prohibits violence in the workplace.

A. Definitions

Workplace, workplace violence, weapon and third parties.

B. Prohibited Actions

Physical harm, threats, brandishing weapons and intimidation.

C. Policy Violations

Subject to disciplinary action up to termination.

Section III – Outside Employment and Conflicts of Interest

Purpose & Scope: Addresses outside work, ethics and conflicts.

A. Definitions

Gift, gratuity, personal interest, outside employment or token gift.

B. Summary of Prohibited Activities

No outside work without approval; no gifts for LDSS work; no conflicts under VA law.

C. Outside Employment

Requires Director approval; may be revoked if performance declines or conflicts arise.

D. Gifts

Items of value must be declined or turned over; token gifts allowed unless intended to influence.

E. Conflict of Interest

Governed by VA statutes; violations are criminal.

F. Ethical Standards

Maintain public trust, avoid conflicts, protect confidentiality and uphold professional standards.

Section IV – Standards of Conduct

Purpose & Scope: Establishes workplace behavior expectations and disciplinary process.

A. Standards of Conduct

Attendance, satisfactory performance and reporting circumstances affecting work.

B. Disciplinary Offenses:

• Group I: Minor infractions (e.g., tardiness, disruptive behavior).
• Group II: More serious (e.g., refusal to follow instructions, misuse of property).
• Group III: Severe (e.g., falsifying records, violence or theft).

C. Counseling

Informal or documented; not grievable.

D. Disciplinary Procedures

Written notices, suspensions or terminations; mitigating/aggravating factors considered.

E. Suspension Procedures

Rules for pay, benefits and reinstatement during investigations.

F. Grievance Procedure

Available for eligible employees.

G. Non-Disciplinary Terminations

For loss of license, incarceration, barrier crimes etc.

Section V – Alcohol and Drugs

Purpose & Scope: Maintain drug/alcohol-free workplace.

A. Definitions

Alcohol, controlled substances and reasonable suspicion.

B. Employee Responsibilities

No use or impairment during work; report medication that affects performance.

C. Screening

Reasonable suspicion, random testing for safety-sensitive roles; refusal leads to termination.

D. Disciplinary Action

Violations may result in termination; severity based on circumstances.

Section VI – Political Activities

Purpose & Scope: Compliance with Hatch Act.

A. Prohibited Activities

Running in partisan elections, coercion or using authority to influence votes.

B. Permissible Activities

Party membership, campaigning, fundraising or serving as election official.

C. Penalties

Violations may lead to termination.

D. Further Information

Hatch Act regulations; advisory opinions available.

E. Deviation

Locality policy allowed if substantially compliant.