The Performance Improvement Plan (PIP) process is a proactive approach to identifying, analyzing, and addressing performance problems before they deteriorate to the point of necessitating corrective action. The process facilitates constructive discussion between a staff member and his or her supervisor to outline the performance gap and clarify the work performance to be improved. It is implemented, at the discretion of the supervisor and with input from the affected employee, when it becomes necessary to help a staff member improve his or her performance. A performance improvement plan document is developed to summarize the discussion and establish the monitoring and follow up activities.
- Complete demographic information at the top of the performance improvement plan document.
- Complete the first column by identifying the job duties or responsibilities that are not being performed at an acceptable level. These can be broad categories such as attendance, customer service skills, judgment, etc. Prepare for the performance improvement discussion with the employee. Do your homework: be prepared with specific examples of poor performance as well as expectations that must be met, anticipate how the employee will respond to the discussion, know how similar situations have been handled and applicable university/department policy, and consult with your supervisor or Employee Relations.
- Meet with the employee in a private setting and create an environment conducive to discussion. Remain calm, open-minded, and objective and treat your employee with dignity and respect. Identify specific, work-related examples of actual work performance. Focus on performance, not the person. Outline the actual work performance in the second column.
- Engage the employee in the discussion by asking open-ended questions that promote discussion and provide an opportunity for explanation. "Help me understand" or "Tell me about" are two ways to frame open-ended questions. Listen, interrupt only to refocus, question for clarification, and don't argue with the explanation. Complete the third column by outlining acceptable work performance standards/expectations that must be performed on a consistent basis. Set high but specific, achievable standards. Emphasize that change is necessary; performance must be improved and maintained.
- Discuss plans for performance improvement and determine how each expectation will be met. Identify support/resources you will provide to assist the employee. Arrive at a mutual understanding of what needs to be done - not a negotiated agreement. Complete the fourth column with the employee.
- Communicate your plan for providing feedback to the employee. Specify meeting times, with whom and how often. Specify the measurements you will consider in evaluating progress. Complete the fifth column.
- Complete the PIP form. Give a copy of the PIP form to your employee and keep the original in the departmental personnel file.
- Schedule dates for follow-up discussions with the employee. For example, if the employee has 30-90 days to make the recommended improvement in his/her performance, the supervisor should provide regular feedback and coaching to the employee during this 30-90 day period.
- At the end of the 30-90 day period, indicate the status of the employee's improvement in column six on the PIP Form.
- Provide a copy of the completed PIP form to the employee and keep a copy in the departmental personnel file.
- Submit the original version of the completed PIP Form to Human Resources to be kept in the employee's file.