Civil Service Bulletin 9.2

DEPARTMENT OF ADMINISTRATIVE & FINANCIAL SERVICES
Bureau of Human Resources

May 9, 2003

CIVIL SERVICE BULLETIN 9.2

TO:	Agency Heads, Human Resource Directors
SUBJECT:	Three Month Performance Evaluation

The Civil Service Law provides that probationary employees¹ be evaluated at the end of the third month of employment and that the evaluation include discussions between the employee and his or her supervisor concerning the employee’s job tasks, the employee’s job performance, and any improvements that may be necessary. [Reference 5 MRSA, § 7051, sub-§ 5, A.]

The guiding principles of the probationary period and the performance management system are closely associated. That being the case, the three-month evaluation should also include an assessment of the competencies associated with the overall performance management system. It is particularly important that probationary employees who are in danger of being terminated from probation be clearly advised of the difficulties with their performance and, in other than exceptional circumstances, be given an opportunity to correct those difficulties.

Therefore, pursuant to State of Maine Civil Service Rules, Chapter 9, Section 4, the Director, Bureau of Human Resources, has established a three-month evaluation designed to ensure that the requirements of the Civil Service Law and the stated purpose of the probationary period² are fully realized.

Agencies must adhere to the following processing requirements:

• Beginning May 11, 2003, the HRP implementing new hires or promotions should reflect the 6-month “PERF REVIEW” date, the date of hire/promotion in the “BEGIN” field, and the 3-month evaluation date in the “END” field. This will permit HR representatives to obtain a report on overdue 3-month appraisals.

• When the 3-month evaluation is completed, the “END” field should be changed to match the “PERF REVIEW” field.

• The 3-month evaluation(s) must be retained by the agency and included in the employee’s personnel file. The evaluation form should not be forwarded to BHR for imaging.

In the event an employee’s probation is extended for performance reasons, agencies should continue to carefully monitor performance issues and communicate any concerns to the employee to ensure that the purpose of the probationary period is accomplished.

S/ Donald A. Wills
Donald A. Wills, Director
Bureau of Human Resources

DAW/pjs

Attachment: PER 130 (05/03) 3-Month Probation Report

¹“Probationary employees” includes those employees who are on initial probation and promotional probation.
²“The probationary period shall be regarded as an integral part of the examination process, and shall be utilized for closely observing the employee's work, for securing the most effective adjustment of a new employee to his/her position, and for rejecting any employee whose performance does not meet the required work standards.” (Civil Service Rules, Chapter 9, Section 1)