When Should an Agency Request a Fitness-for-Duty Evaluation?

What a fitness-for-duty evaluation is

A psychological fitness-for-duty evaluation (FFDE) answers a specific question: can this employee safely and effectively perform the essential functions of the job? It is a focused, formal evaluation requested by the agency, and the IACP Police Psychological Services Section publishes guidelines that describe how these evaluations should be conducted.

It is not counseling, it is not a punishment, and it is not a routine check-in. Using it for the wrong reasons can create legal exposure and damage trust with your personnel.

When it is the right tool

The common thread is objective, observable evidence that a psychological issue may be affecting job performance or safety. Examples include:

• A marked change in behavior that coworkers or supervisors have documented, such as uncharacteristic anger, withdrawal, or erratic decisions.
• Statements or conduct suggesting a risk to the employee or others.
• Concerning reactions after a critical incident that go beyond what is expected and are affecting work.
• Performance problems that appear connected to a possible psychological condition rather than a simple conduct issue.

When it is not

• As a substitute for discipline when the issue is misconduct, not fitness.
• Based on rumor or a single complaint without observed, job-related behavior.
• As a routine step after every critical incident. Peer support, debriefing, and EAP services usually fit better.

The question to ask before referring is simple: what have we actually observed, and how does it connect to this person's ability to do the job safely? If you cannot answer that clearly, you are probably not ready to refer.

Before you refer

• Document what you observed: dates, specific behavior, who saw it, and how it affects the job.
• Consult HR and counsel about policy, labor agreements, and leave status.
• Write a clear referral question so the evaluation answers what you actually need to know.
• Gather relevant records the evaluator should review.

What the evaluation includes and what you receive

A thorough FFDE typically includes a review of the referral question and records, psychological testing selected for the concern, an in-depth interview with the employee, and collateral information when appropriate and authorized. The employee is told at the outset that the agency is the client and what the report will cover.

The agency receives a written report that answers the referral question with a clear opinion on fitness and, when appropriate, recommendations. It should not include personal or clinical details beyond what the agency needs to make its decision.

Returning to duty

When an employee is found not fit, the report can describe what would need to change for a return to duty. A return-to-duty evaluation later on gives the agency an updated, independent answer before the employee goes back to full duty.

About the author

Jonathan Arditti, PsyD, is a licensed psychologist in California and Texas who conducts pre-employment, second opinion, and fitness-for-duty evaluations for public safety agencies. He has worked alongside LAPD as a field clinician since 2015.