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Indian Health Service The Federal Health Program for American Indians and Alaska Natives


     Indian Health Manual
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Part 7, Chapter 7:  Manual Exhibit 7-7-B

Guide for Non-Standard Situations


Situation Performance Plan Action to be Taken
For whatever reason, employee did not have a plan at any time during the entire appraisal period, or did not perform under a plan for 90 days, e.g., employee returning from long-term training. Establish plan immediately. If there are more than 45 days left in the appraisal cycle, extend the rating period.  If there are less than 45 days, the employee will not receive a rating for that cycle.  If there is no rating for the employee for that cycle, the Rating Official must submit a memorandum to the Servicing HR Office, which will be placed in the employee's official performance file.
Employee moves from one position (A) to another position (B) within 90 days of end of appraisal period. Establish plan for new position under option (2). (1) If employee was in position A for at least 90 days, rate employee prior to the position change.  This rating will become the final rating of record for the appraisal period; OR (2) If employee was not in position A for at least 90 days, or was not under a plan for 90 days in position A, extend the rating period to allow for 90 days in position B and rate the employee at that time, IF there are more than 45 days left in the appraisal cycle.
Within 90 days of the end of the appraisal period, employee is hired from outside the Government. Establish plan. If there are more than 45 days left in the appraisal cycle, extend appraisal period until 90 day minimum rating period is reached; then rate employee based on the plan for that period.  If less than 45 days, the employee will not receive a rating until the next cycle.
Employee changes positions within IHS during the appraisal period. Establish plan for new position. At time of each position change, rate employee, if the plan has been in effect for at least 90 days.  The rating of record for the appraisal period must consider all ratings made during the entire appraisal period.
Employee is detailed or assigned outside IHS (e.g., IPA assignment) and the time in the outside organization or agency is expected to be at least 90 days. Make reasonable effort to see that a plan is given to the employee while in the outside entity. Rate at time of position change if a plan had been in effect for at least 90 days.  Also, the rating official will make a reasonable effort to obtain performance information from that outside assignment, especially if employee was not on an IHS plan for at least 90 days during the appraisal period.  At a minimum the rating official will request a memorandum describing the assignments performed by the employee and an assessment of how well the employee performed the assignments.  The IHS rating official will consider all ratings made during the appraisal period in preparing the rating of record.
Before the end of the appraisal period, employee goes on long-term training and does not return by the end of the appraisal period. N/A. Rate at time employee goes on training based on established plan if it had been in effect for at least 90 days.
Employee transfers from IHS to a new agency after serving under a plan for at least 90 days. N/A. Rate employee and submit rating at the time the employee leaves IHS.  This rating will be transferred with the employee's Official Personnel File and Performance File.


NOTE:  Whenever a supervisor leaves his/her position, he/she shall provide a written assessment about his/her employees' performance, up to the time of the departure, so that the gaining supervisor will have information to consider when preparing a final rating at the end of the annual rating period, and so that the employee will be properly credited for work accomplished during the entire period while under the same performance plan.



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