Performance Improvement Process
Human Resources Policy: 20.073Employees are expected to meet the performance expectations established for their positions. When an employee's performance deteriorates to such an extent that work is deemed unacceptable by his or her supervisor, the supervisor must partner with Human Resources to initiate the Performance Improvement Process (PIP).
The Performance Improvement Process may include a number of steps designed to alert the employee to performance or other deficiencies and encourage improvements in performance. These steps are: discussions of performance; verbal notification; written warning; suspension; the initiation of a Performance Improvement Plan (PIP); and/or; referral to the Faculty/Staff Assistance Program (see the Faculty/Staff Assistance Program policy (30.013) for more information).
Under normal circumstances, the supervisor will provide reasonable opportunity to the employee to improve performance, and will partner with Human Resources to initiate a written warning or a Performance Improvement Plan (PIP) prior to a decision to terminate due to unacceptable performance. These kinds of circumstances requiring a written warning or a PIP would include “job in jeopardy language” communicating to the employee the potential discipline, up to and including termination. Supervisors must consult with Human Resources in advance of the administration and/or management of performance issues.
This policy does not apply to employees in their probationary periods. University interests may supersede this policy. (Please see the Involuntary Termination policy (20.082).)
Discussions of Performance
A regularly scheduled conversation, ongoing and throughout the year should take place between supervisors and employees regarding performance and when performance does not meet expectations, supervisors should informally alert employees as soon as possible.
Areas requiring improvement should be also discussed as part of formal performance reviews. When improvement is necessary, informal mechanisms such as a Performance Expectations Memo or formal conversations may be considered part of a Performance Improvement Process.
Verbal Notification
A verbal notification given by a supervisor indicates to the employee specific areas requiring improvement and describes what must be done to meet performance expectations. Employees must be told that their jobs “may be in jeopardy” and, when applicable and that failure to make the necessary improvements may lead to termination. Supervisors must consult with the Director of Employee Relations or HR Generalist prior to sending a verbal warning letter.
Written Warning/Performance Improvement Plan (PIP)
A written warning or a more detailed Performance Improvement Plan (PIP) usually outlines specific problems, describes what must be done to meet performance expectations, tells employees how and when they will be given feedback on performance, outlines assistance and support to be given (if appropriate) and gives a time frame within which the deficiencies must be corrected. The time frame specified will be determined by the nature of the problem. It is expected that problems like tardiness can and should be corrected immediately; the inability or unwillingness to perform a particular function may take substantially longer time to address.
The duration of time is generally no less than 30 days and no greater than 90 days. However, under certain circumstances, a Performance Improvement Plan may be extended for some additional time period after consulting with Human Resources. Warning letters should indicate that if immediate, consistent and sustained improvement does not take place, it may be grounds for further disciplinary action, up to and including immediate dismissal. Warning letters and performance expectations memos may be incorporated into formal performance reviews, if appropriate. Supervisors must consult with the Director of Employee Relations or HR Generalist prior to sending a written warning letter.
Suspension
Unpaid suspension for one to five days may be used as a corrective measure in cases such as when the supervisor believes extenuating circumstances resulting in unacceptable performance call for disciplinary action short of dismissal.
Paid suspension is usually used when the supervisor believes there may be grounds for dismissal, but requires time to investigate the situation.
All cases of suspension must be discussed in advance with the Director of Employee Relations or an HR Generalist.
Referral to the Faculty/Staff Assistance Program (FSAP)
When supervisors believe that personal problems are having an adverse effect on employee performance and are jeopardizing employment, they may require, as a condition of continued employment, that the employee contact the Faculty/Staff Assistance Program and follow through on any treatment recommended. Supervisors who wish to have their employees utilize the FSAP as a condition of continued employment, or who have questions about the appropriateness of the FSAP in assisting employees in addressing issues of performance, should discuss the situation with the Director of Employee Relations or in HR Generalist.
Termination
Employees who do not meet expectations in the time period specified will have their employment terminated. Under normal circumstances, employees should be given a written warning of potential employment termination, and an effective date which will be consistent with the date on which the written warning or the Performance Improvement Plan is issued.
If termination of employment takes place before the end of the Performance Improvement Plan, the employee may receive severance for the balance of time remaining in the Plan. To extend the duration of the Performance Improvement Plan, the supervisor should contact the Director of Employee Relations or an HR Generalist at least two weeks prior to the expiration of the original Plan.