Performance Improvement Plan (PIP)

Operational Standard/Purpose

The purpose of the Performance Improvement Plan (PIP) is to assist managers and employees in addressing and resolving performance concerns through a documented process.

A Performance Improvement Plan (PIP) may be used on two occasions designed to improve the performance or behavior of the employee: (a) as part of the disciplinary process during the year in which performance has not improved despite performance consultations by the supervisor and (b) as part of the annual performance review in which the employee has received a performance rating of three (3) or below.

Scope/Applicability

Refer to the Assessment and Evaluation of Full-Time Faculty and Appendix J sections of the Faculty Forum Contract for additional information.

Procedures

1. When a performance and/or behavior issue arises, the manager must define the performance or behavior problem by:
   1. Identifying each performance or behavior issue that requires improvement. Each issue must be identified in a separate statement.
   2. Each statement(s) should be supported by appropriate documentation or by providing specific examples to identify areas of improvement.
2. Manager discusses the concern with his/her immediate supervisor as well as Human Resources prior to placing an employee on a performance improvement plan (PIP).
3. After approval of Human Resources and their immediate supervisor, the manager completes the Performance Improvement Plan (PIP) Form. The PIP must include:
   1. Defining the task, skills and/or behaviors where improvement is required including details of incidences of performance and/or behavioral issues.
   2. Establishing the priorities of the areas requiring improvement including the
      1. frequency of the occurrence(s)
      2. relationship to all aspects of the position
      3. further consequences if objectives are not met
   3. Identifying the standards upon which performance will be measured for each area requiring improvement insuring that expectations are both reasonable and attainable.
4. Manager meets with the employee and describes the performance along with examples as evidence. The meeting includes the discussion of the following:
   1. Performance and/or behavior issues identified;
   2. An appropriate action plan that specifies how the performance and/or behavior standards will be met;
   3. Specific training and any other resources or support that will assist the employee to meet the standards;
   4. Short- and long-range goals and timetables for accomplishing change in performance/behavior with the employee that are reasonable and attainable. Review dates that include:
      • Monitoring goals by employee and manager;
      • Measurement of performance against the established standards;
      • Documented results of each meeting.
5. Manager conducts a final evaluation of the Performance Improvement Plan (PIP) at the end of the time period established in the PIP. Manager includes final comments in the PIP documentation including the following:
   1. Status of the PIP (successfully completed, adjustments to the plan, extension of deadlines, consequences implemented if PIP expectations were not met).
   2. If conditions of PIP are met, manager notifies employee of status.
      • If so, the employee should be notified and removed from the plan.
      • If not, manager will proceed in the following manner:
        • Continue the existing plan.
        • Amend or extend parts of the plan.
        • Apply corrective action following the procedures of the Employee Corrective Action – Progressive Discipline Standard Operating Procedure (SOP).
6. Manager supplies the Human Resources Department with a copy of the PIP and all supporting documentation.