Performance Management is an ongoing dialogue between supervisor and employee and consists of clearly communicated expectations, regular feedback, appraisals, and corrective action as needed. For a more in depth overview of Performance Management, including performance appraisals, please see the main Human Resources website.
It is CRITICAL that the section contact Annette Williams in Human Resources Support Services (HRSS) as soon as possible when there is an employee relations issue with one of its employees. Ms. Williams will help by recommending the most appropriate course of action and by guiding any formal corrective action through the proper approval process to minimize risk to the section as well as to the university.
Process for issuing Corrective Action:
Upon notification of a potential disciplinary situation, HRSS will take into account employee’s history and severity of the infraction to determine appropriate course of action.
- Informal Coaching – recommended typically when there is no history of formal corrective action and infraction is not severe.
- Formal Corrective Action Letter – recommended typically when there has already been informal coaching and employee has not improved, or when the infraction is egregious.
- HRSS provides the section with the appropriate letter template
- Section prepares the letter using the template and sends to HRSS for review
- HRSS conducts a preliminary review and contacts section for any necessary additional information
- HRSS consults with HR–Strategic Workforce Solutions for approval as necessary**
- HRSS conducts a final review and notifies the section of any further necessary information or revisions
- HRSS notifies the section that the letter has met all approvals and is ready to issue
- Section issues the letter to the employee
**Depending on the circumstances, the letter may need to be reviewed by additional offices, such as that of the ADAAA Coordinator and the Office for Inclusion & Equity.
Rules to remember:
A letter cannot be issued to an employee without there having first been a performance discussion.
- The letter is NOT the corrective action; the discussion is the corrective action
- The letter is simply a document of the corrective action discussion
- The discussion needs to ensure the following:
- Employee has opportunity to give own account of the events
- Supervisor gives statement of unacceptable behavior and resulting business impact
- Supervisor gives clear statement of expectations
- Employee does or does not agree to improve
- Employee understands consequences, that formal letter may follow
It is advisable to keep a supervisory file for each of your employees.
- The file should contain documentation of both positive and negative information to be used for performance management and input for performance evaluations
- Documentation should include dates and what events transpired, including any communication
- The file may contain notes written by the supervisor and copies of any other documents – no original documents other than notes
Do not procrastinate when there’s a problem with an employee that needs to be addressed. Take action promptly.
- Your memory may not retain all of the pertinent facts if you wait
- Timely action shows the seriousness of the problem
- The employee needs timely feedback so that he can make the necessary corrections
Probationary employees are not entitled to the progressive discipline process as they are not permanent employees and are subject to termination at any time during the probationary period. However, the supervisor must deliver a probationary dismissal letter to the employee upon termination. The letter:
- Cites university probationary policy
- Provides a general description of how the employee did not meet expectations
- Documents previous performance discussions
HOP, Section 5-2420, Policies and Procedures for Discipline and Dismissal of Employees:
- Appeals are meant to challenge disciplinary actions that effect money: dismissal, suspension without pay, or demotion
- Appeal rights and instructions are included in the termination letter
HOP, Section 5-2430, Grievance Policy:
- Used to resolve complaints against actions involved in employment relationship
- Must go through the Dispute Resolution Officer in HR
- Grievance rights and instructions are included in corrective action letters
Please consult with HRSS for referrals to the following offices.
Conflict Management and Dispute Resolution Office, HR
- Workplace mediation services
- Kimberly Sullivan, Dispute Resolution Officer
- (512) 471-6638
Employee Assistance Program (EAP), HealthPoint, HR
- Assists with behavioral health expertise and guidance for supervising troubled employees
- (512) 471-3366
Office for Inclusion and Equity (OIE)
- Assists with complaints of harassment (including sexual harassment), discrimination, hostile work environment, retaliation, and sexual misconduct
- (512) 471-1849
Office of the University ADA/Section 504/EIR Coordinator
- Assists with possible disability accommodations
- Stephanie Myers, Deputy ADA Coordinator
- (512) 471-7107
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