Standard Operating Procedure (SOP)

• A FEMA Task Book is a list of tasks for a defined position /function in the FEMA JFO Organizational structure.
• Task Books are created in 2 formats:
  1. Job Aid (downloaded or handed to employee at check-in)
  2. Assessment Guide (supervisor/employee assessment at completion of assignment)
• The Task Book (in either format) describes your functions in a disaster operation; the Tasks in the Job Aid are identical to those in the Assessment Guide.
• As mentioned above, every employee should receive the Job Aid when they check-in at the JFO or other Field site. The employee should review the tasks in the Job Aid with their supervisor to ensure all position-specific tasks (or only some of them) will be performed on that assignment. The Job Aid is intended to be used during his/her assignment, as a desk reference.
• When the employee completes their assignment, the supervisor and employee will assess the task performance of the employee; this is when the Assessment Guide is used.
• In the Assessment Guide, there are 3 indicators:
  1. Performed
  2. Needs Improvement
  3. N/A (Not Applicable for this assignment)
  that allow the supervisor to evaluate task performance against each task. The supervisor will rate the employee’s performance of every task in the Position Task Book as described in the instructions below.
• The assessment process:
  • documents your performance of required tasks.
  • helps you plan for development and improvement of your work performance.
  • *supports (does NOT replace) the completion of the FEMA 90-106, Performance Appraisal.
• *At the end of the assessment, you and your supervisor will sign the assessment document; it will be forwarded to your National/Regional Cadre Manager, along with your Performance Appraisal. In the case of a deployed employee who returns to a fixed site facility (PFT/CORE, etc), the assessment should be returned to your supervisor at that site.
  
  

  *Pending Agency decision.

GENERAL INSTRUCTIONS:

• *All permanent full-time employees, Disaster Assistance Employees (DAEs), Cadre of Response Employees (COREs), and any other types of FEMA employees who have been deployed for a minimum of 10 days, must receive assessments at the end of their assignments.

• An ‘optional’ interim assessment may be conducted when there is:
  • A change in job.
  • A change in supervisor.
  • Job performance indication that improvement is needed.
  • An employee request for an assessment
• The assessment can be conducted in one of several ways:
  • Online with the supervisor at the computer.
  • Using a hard copy, which the supervisor will complete in advance. The assessment is discussed by both individuals and transferred to the online assessment tool.
  • If a computer is not available, a hard copy is sufficient; the data can later be entered by HR or DFTO staff.
• Both individuals sign the assessment and make a copy.
• * The assessment is submitted to Human Resources or the National/Regional Cadre Manager for the employee, and for PFT/CORE or other employees who work at a FEMA fixed site, the assessment is returned to the supervisor at that site.

*Pending Agency decision.

EMPLOYEE:

• When you arrive at the JFO (or other field facility/worksite), you will receive your “Task Book: Employee Job Aid” from the Check-in Clerk.
• The Job Aid clarifies and reviews the tasks that make up your job.
  • The tasks are written at the “fully qualified” level.
  • Experienced employees will be familiar with the tasks as shown, and may be performing many or most of them as required.
  • If you’re a trainee, you will undoubtedly have room for growth and improvement.
• Be very familiar with your Task Book: Job Aid and its contents. Use it as a desk reference, reviewing the information as you do your work.
• When your assignment is finished, and before you check out, make an appointment with your supervisor for an assessment.
• The assessment can be done at any computer; use one that provides privacy and where you feel comfortable.
• In many JFOs, the Disaster Field Training Operation (DFTO) or the HR area will provide a private assessment area, or you can select any area that you find comfortable.
• The assessment can also be done on a hard copy assessment form.

SUPERVISOR:

• At the beginning of the employee’s assignment:
  • Review the tasks listed for that employee and then meet with him/her to discuss.
  • Clearly note which tasks will not be performed on this assignment. For instance:
    • During a particular disaster operation, certain position-specific tasks may not be appropriate or necessary.
    • Two employees may be sharing the position-specific tasks. Make clear who is responsible for which tasks.
    • New duties may have to be explained. “Other duties or tasks” can be documented at the time of the assessment if they are needed, depending on the disaster/circumstances.
• During the employee’s assignment:
  • Collect performance information by being aware of and observing the employee at work. This is the only reliable way to prepare for the assessment.
  • (A suggestion is to have a hardcopy of each assessment for every employee you will be assessing handy so that you can do the assessment over time, or at least prior to sitting down with the employee.)
  • Make sure you have specific examples of the employee’s strengths and weaknesses.
• At the end of the employee’s assignment:
  • Make arrangements for the assessment.
  • Go with the employee to the private assessment area in/near the DFTO, the HR area, or any computer in a comfortable, private area.
  • Conduct the assessment.
  • If a computer is not handy, complete the hardcopy assessment, sign and give to the HR Unit Leader (or DFTO Unit Leader for entry into the online tool) and distribution.
  • Use all the time you need to consider the tasks and the employee’s performance of each.
• Conduct a feedback session after the assessment (optional):
  • Encourage the individual to make comments regarding the assessment; you could begin by asking the individual to comment on his/her strengths and weaknesses.
  • Summarize the overall performance strengths demonstrated.
  • Review the assessment record and comments.
    • Highlight accomplishments and positive performance.
    • Discuss the area/s requiring performance improvement.

CONDUCTING THE ASSESSMENT ON LINE: SUPERVISOR AND EMPLOYEE:

At the end of the employee’s assignment, go to the area you’ve selected.

• Using this website, www.learningservices.us/FEMA/TaskBooks, begin the assessment process.
• Insert the start and end dates of the assessment period.
• Insert employee’s name and the disaster number.
• Read each subtask and then check the appropriate box to indicate if this employee has performed it or if improvement is needed. Check NA if the subtask was not required to be performed.
• After each set of tasks, add comments on the employee’s strengths and areas for improvement.
• In this comments section, the supervisor can also:
  • Add other duties that have been performed by the employee.
  • Explain why the employee was not required to perform certain tasks during this assignment.
  • Explain the employee is a trainee and therefore expected to need improvement on many tasks.
• Using the “View or Verify” button, check the assessment results. If you need to make changes, make them here, click “Update complete”.
• Use the “Print” button to print the document.
  
• Both individuals should sign and date the bottom of the document.