Score: +5
(5/1/0)
Sonoma County Grand Jury
• 2010-2011
County emPloyee PerformAnCe evAluAtions, Personnel files And hiring ProCedures
⚠️ Aviso de traducción: Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
Findings and Recommendations 9 findings
F1
There is a 2007 county policy addressing performance evaluations, but there is no monitoring system to see that it is followed.
Related Recommendations (1)
R1
The 2007 performance evaluation policy should be updated to include where written evaluations are to be kept, and that HR should be assigned the role of monitoring the completion the evaluations.
F2
Personnel File Guidelines were developed in 1992, but there is no up-to-date policy and the guidelines do not cover securing employee files, which are actually kept in each county department and not at HR. The guidelines do not specifically prohibit the copying of employee files as happened in the Agricultural Department.
Related Recommendations (1)
R2
Although personnel file guidelines exist, a policy on securing employee files is needed and should include policy on who is in charge of files, who has access and for what purposes they may have access.
F3
There is no policy on where and how department directors’ contracts and hiring resolutions are to be kept, what they are to contain, who has access and how they are to be secured.
Related Recommendations (1)
R3
A policy is needed on maintaining and securing hiring contracts and resolutions and what should be included in these contracts/resolutions.
F4
HR has the responsibility of informing department managers and supervisors of personnel policies, procedures and practices with regard to employee files. A great deal of information is conveyed via training sessions and communications. However, implementation and oversight are still lacking.
Related Recommendations (1)
R4
A policy is needed on completing exit interviews. The policy should stipulate HR’s responsibility for ensuring that exit interviews are done. (This can be a form of questions that the exiting employee fills out.)
F5
There is no policy that requires exit interviews.
Related Recommendations (1)
R5
The HR Director should prioritize policies that need to be written or updated. New and updated policies should be announced and made available via paper or electronic copy to all departments.
F6
HR management recognizes that more written policies are needed, or that current policies need updating, but HR staffing resources have been, and will be, cut making it less likely that these get done.
Related Recommendations (1)
R6
HR and county departments should develop a system to assure that promoted employees are informed of their new probationary period at the time that their new positions begin.
F7
Employees can be promoted, but not be told when their new position began or that they are on probation. 10
Related Recommendations (1)
R7
There is need for a hiring policy for department directors, which requires a signed contract between the Board of Supervisors and the candidate. No director should be hired by resolution alone. A policy on contracts should include information regarding salary ranges, performance evaluation procedures, exit clauses and severance packages. In addition, a new policy on contracts should include information on whether the director will be covered by any civil services rules or state regulations and, if so, a reference to those rules and regulations should be provided.
F8
A review of the Personnel File Guidelines suggests that discretion for employee file security and maintenance, and where to file employee information that should not be in the personnel file, is left with each department director.
No recommendations for this finding
F9
The County Board of Supervisors does not use employment contracts for hiring every department director. Two director positions have been filled by Board of Supervisor hiring resolution only.
No recommendations for this finding
Agency Responses 1
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No Responses Found 2
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