01. Background
The Skelly decision (Skelly vs. California Personnel Board) determined that a permanent public employee has a property interest in their job, which is protected byRead More →
01. Documentation
Documentation is used for: Documentation should: Documentation should not:Read More →
01. Flowchart for Performance Evaluations
(Not for Probationary Employees)Read More →
01. INTRODUCTION TO PERFORMANCE AND CONDUCT
Employee expectations fall into two categories – Performance and Conduct. Performance : Conduct: There are times when performance and conduct expectations “cross paths”. For example, aRead More →
01. Performance
Preparing evaluations is only a small part of the employee performance process. It is essential that supervisors and managers meet with their employees regularly toRead More →
01. Probationary Periods
The probationary period is the final phase in the examination process. The purpose of the probationary period is to allow the employer to make aRead More →
02. Sample Pre-Evaluation Memo #1
Date: To: Employee, Classification From: Supervisor, Title Subject: Pre-evaluation Memo As you have not received a performance evaluation since 202X (or: As you recentlyRead More →
03. Sample Pre-Evaluation Memo #2
– PLACE ON YOUR DEPARTMENTAL LETTERHEAD – To: EMPLOYEE’S NAME, CLASSIFICATION From: SUPERVISOR’S NAME, CLASSIFICATION Date: [INSERT DATE] SUBJECT: Pre-Evaluation Memo As you have notRead More →
03. You have been assigned to be a Skelly Hearing Officer…
Your role is to listen to the employee and ask clarifying questions in order to get the full story from their perspective. This gives theRead More →
04. Sample Supervisor Transition Memo
Print on Departmental Letterhead Date: January 29, 2025 To: NEW SUPERVISOR, CLASSIFICATION From: CURRENT SUPERVISOR, CLASSIFICATION Subject: Transition Memo As you will be takingRead More →
05. Sample Employee Performance Report
Contact Employee & Labor Relations for the Fillable PDF form.Read More →
06. Sample Skelly Intent to Dismiss Letter – Poor Performance
– PLACE ON YOUR DEPARTMENTAL LETTERHEAD – October 20, 2025 Employee NameTitleDepartment Hand-delivered Dear Mr. Employee: Please take notice that it is the intent ofRead More →
07. Sample Skelly Decision Letter – Poor Performance
– PLACE ON YOUR DEPARTMENTAL LETTERHEAD – November 3, 2025 Employee NameTitleDepartment Hand-delivered Dear Mr. Employee: Please take notice that it is the decision ofRead More →
A. The 3 Phases of the Skelly Process
1. The Intent Letter What is it? This Skelly letter informs the employee of the intent to take a disciplinary action. It sets forth theRead More →
A. What is documentation?
Any record that is kept regarding an employee’s performance or conduct – whether they pertain to accomplishments or areas of concern. Documentation may consist ofRead More →
A. What is the difference between performance and conduct?
In general, performance relates to the quantity, quality, accuracy, and timeliness of work products. Conduct issues relate to compliance with work rules. Performance problems usuallyRead More →
A. What is the supervisor’s responsibility regarding employee performance?
First, clearly communicate your expectations. These expectations may include written performance standards for the position, as well as specific objectives for the individual employee. IfRead More →
A. Who serves a probationary period?
Employees who are appointed to a classified position undergo a probationary period. Employees who promote, demote, or transfer to another department may also serve aRead More →
B. How long are probationary periods?
An employee’s probationary period is made up of either 1040, 1560, 2080, or 3120 hours (equivalent to 6, 9, 12, or 18 months of full-time employment).Read More →
B. What are performance expectations?
Performance expectations are the standards for the position and the objectives for the individual employee, which need to be clearly communicated to employees. Expectations oftenRead More →
B. What should be documented?
You should document BOTH the positive and negative issues that come to your attention:Read More →
B. Why do we make a distinction between performance and conduct?
Conduct and performance are handled differently in terms of the corrective action process. You should always contact Employee & Labor Relations when there is anyRead More →
C. What are your supervisory responsibilities during a probationary period?
You are responsible for communicating performance and conduct standards and expectations to the employee, monitoring their performance and conduct against those standards, and providing timelyRead More →
C. What is corrective action?
Corrective action is the process the supervisor begins when an employee’s performance or conduct is first identified as needing improvement. Normally, the first step inRead More →
C. What is the process for preparing an employee performance evaluation?
The evaluation process contains the following five steps: Step 1 – Regular Feedback Sessions Supervisors and managers should meet with all of their employees onRead More →
D. Can a probationary period be extended?
Yes, a probationary period can be extended to a total maximum length of 2,080 hours (one year of full-time service). Probationary periods that are alreadyRead More →
D. Itinerary for management review of supervisors
With regards to documentation, managers need to ensure that each supervisor has established a file for each of their own direct reports that contains:Read More →
D. What is disciplinary action?
Disciplinary action is taken when corrective action has not caused the employee to correct their performance or conduct to an acceptable level. Disciplinary action mayRead More →
D. What should be done if an employee is not meeting performance expectations?
First, contact Employee & Labor Relations to discuss the case and develop a strategy. Please see Flowchart for Performance Evaluations for the typical process. EachRead More →
E. Description of files to be maintained
This section explains what the various files are, where they are maintained in the County, and what types of materials should be placed in eachRead More →
E. How does an employee become permanent?
The preferred way is for the supervisor to write a performance evaluation just prior to the end of the employee’s probationary period, recommending that theRead More →
E. How does the supervisor know what to do next, and when to do it?
If you have determined that the employee is not meeting expectations during the special evaluation process and will not be able to meet them withRead More →
E. What is non-punitive discipline?
Non-punitive discipline is a program that replaces unpaid suspensions with a disciplinary letter that equates to a suspension, thereby establishing that there has been previousRead More →
Example #1: Probationary Rejection for Attendance
Supervisory Notes – Jill Smith Administrative Assistant I (1040 hours probationary period) [PROBATIONARY REJECTION FOR ATTENDANCE] 9/10/25 (Monday, 9 a.m.) – I met with JillRead More →
Example #2: Probationary Extension due to Performance
Supervisory Notes – Jon Jones Community Worker II (1040 hours probationary period) [PROBATIONARY EXTENSION DUE TO PERFORMANCE] 8/6/25 (Monday, 9 a.m.) – I met withRead More →
Example #3: “Special” Below Standard Evaluation
Supervisory Notes – Alice Doe file Administrative Secretary III [“SPECIAL” BELOW STANDARD EVALUATION] 1/8/25 (Monday, 9 a.m.) – I met with Alice who laterally transferredRead More →
F. How are employees notified that they have failed to pass their probationary period?
An employee is notified via a letter from the department head or designee, stating they are being rejected during their probationary period. See Sample RejectionRead More →
G. Can an employee transferring to another department be required to complete a new probationary period?
Section 12 of Civil Service Commission Rule XI provides that employees may transfer from one position to another in their same classification. This rule also states thatRead More →
H. Can an employee grieve or appeal a probationary dismissal?
An employee cannot grieve a probationary rejection. An employee may appeal a probationary rejection to the Civil Service Commission only if they allege and substantiateRead More →
I. Can a probationary employee take vacation time?
The County Ordinance Code states: “No vacation will be permitted prior to the completion of 13 full pay periods of continuous service in any status.” TheRead More →
Sample #1 Sample Request for Extension of Probationary Period #1
– PLEASE PLACE ON YOUR DEPARTMENTAL LETTERHEAD – DATE Rocio Kiryczun, DirectorHuman Resources Department500 County Center, 4th FloorRedwood City, CA 94063 RE: Extension of theRead More →
Sample #2 Sample Request for Extension of Probationary Period #2
– PLEASE PLACE ON YOUR DEPARTMENTAL LETTERHEAD – DATE Rocio Kiryczun, DirectorHuman Resources Department500 County Center, 4th FloorRedwood City, CA 94063 RE: Probationary Period ExtensionRead More →
Sample #3 Sample Termination Letter for Probationary Employee*
– PLEASE PLACE ON YOUR DEPARTMENTAL LETTERHEAD – DATE NAMECLASSIFICATIONDEPARTMENT Dear NAME: Due to your unsatisfactory performance as a CLASSIFICATION, you are being rejected duringRead More →
Sample #4 Request for Transfer or Voluntary Demotion
Available from your department Pay/Personnel team or Talent Acquisition Analyst.Read More →
Sample #5 Sample Resignation Form
– PLEASE PLACE ON YOUR DEPARTMENTAL LETTERHEAD – Resignation of Employment This will document NAME’s decision to resign from HIS/HER probationary position of CLASSIFICATION effectiveRead More →
Sample #6 Sample Acknowledgment and Acceptance Letter
– PLEASE PLACE ON YOUR DEPARTMENTAL LETTERHEAD – DATE: EMPLOYEE’S NAMEHOME STREET ADDRESSCITY, STATE ZIP CODE Dear NAME: This letter will acknowledge the department’s receiptRead More →
Sample Performance Improvement Plan #1
On DATE, we met to discuss your performance in the position of X. In that meeting, I brought to your attention my concerns regarding yourRead More →
Sample Performance Improvement Plan #2
EMPLOYEE NAME’S Performance Inprovement Plan Jointly developed by (Employee’s Name) & (Supervisor’s Name) on (DATE). Improvement in these areas will lead to meeting all ofRead More →
Sample Performance Improvement Plan #3
(Name) (Classification) (Date) – Performance Improvement Plan (Name) (Classification) (Date) Expectation Action Plan Means of Measurement Leadership – 1. Grow the self-esteem and confidence ofRead More →
Sample Performance Improvement Plan #4
EMPLOYEE NAME’S Performance Improvement Plan DATE Cleanliness and organization of the Shop Timeliness and quality of your workRead More →
The purpose of the handbook is:
The handbook was designed to provide the user with a maximum amount of information in an easy-to-use format. Each major topic (e.g., “probationary employees,” “leaves ofRead More →
The role of Human Resources:
Department heads and department managers are expected to work collaboratively with the centralized Human Resources Department on all matters which impact the hiring, employee managementRead More →