3.9 Performance Improvement Plan

Updated: October 2023

Performance management or improvement is a process that assesses, identifies, and takes corrective actions based on whether an employee has the necessary competence, knowledge or required skills to perform their job successfully. Concerns of this nature usually will surface through the regular performance management cycle, but may also be identified through the investigation of complaints.

This policy has been developed to provide a consistent approach to dealing with employee performance concerns. The objective of performance improvement is to provide the employee with the support, tools and resources to become successful in their role.

When performance concerns are identified and substantiated, the employee will be advised that they will be placed on a Performance Improvement Plan (PIP). The PIP will list identified performance concerns, provide clear expectations for improvement, include appropriate supports, and provide a realistic timeline for the employee to demonstrate that improvement has occurred. Cooperation and ongoing communication between the employee and their supervisor is essential to the success of the PIP.

Procedure

Performance concerns are defined and listed in the PIP document by the supervisor.

Each area of performance concern (knowledge, skill, professional conduct) is to be clearly identified and defined. Each concern is to be:

listed separately
supported by appropriate documentation and/or specific examples, and
accompanied by a description of what is required to meet expectations

The PIP will include a development plan and timeline for the employee to demonstrate sustained improvement. It will include:

any training needed to support identified developmental needs
identification of a mentor to support development in the defined areas of concern, if necessary
the frequency with which meetings will occur between the employee and the supervisor to address any concerns or questions that arise during the PIP process, to clarify expectations, provide feedback, etc., and
a realistic timeline for improvement to occur, and re-evaluation and assessment to take place. This will vary depending on the issues involved.

At the end of the PIP there are three potential outcomes:

the employee demonstrates sustained improvement through successfully meeting all PIP components. The employee is then taken off the PIP; or
the employee remains on the PIP as further improvement is required and the PIP is amended or extended as needed; or
a decision is made to terminate the employment relationship as no measurable or sustained improvement has occurred.

Any decision to terminate the employment relationship will be subject to the review and approval of a more senior administrator. There may be times, however, where given the serious nature of a situation, termination of employment may occur immediately and without going through the Performance Improvement Plan. This could include, but is

not limited to a serious violation of Employment policies or jeopardizing the safety of students, colleagues, or other community members.