50.21 - Documenting and Addressing Unsatisfactory Performance of Classified Staff

A. General. Any classified employee who receives an overall rating of needs improvement as a result of performance evaluation must be placed on a Development Plan to document the necessary improvement or the lack thereof. Classified employees who receive an overall rating of needs improvement are not eligible for a salary increase based on performance. See FSH 3340. When a classified employee is in initial probationary status, Human Resources (HR) must be contacted prior to the end of the initial probationary status to navigate the extension process.

B. Process. When completing a performance evaluation or otherwise documenting less-than-satisfactory performance, the supervisor shall notify Human Resources and also meet with the employee and notify them that they are being placed on a Development Plan. The notice shall inform the employee about the specific performance concerns, actions that need to be taken to improve performance satisfactorily, and the time during which improvement is expected. The usual duration of a Development Plan is 90 days, and performance is evaluated at 30-day intervals. However, additional training or resources may be provided to the employee beyond the duration of the Development Plan to help them succeed in the position. If the Development Plan is not successfully completed, the development plan may be extended, or corrective or disciplinary actions may occur, up to and including termination or demotion to a position in which the employee is previously certified, at the discretion of the UI. See FSH 3360. The role of HR is to provide guidance to the supervisor regarding the procedural steps to be followed and provide information to the employee about UI procedures and expectations.

C. Procedure. The supervisor shall complete an initial employee performance evaluation by comparing the employee's performance to the job description responsibilities. See APM 50.08. The performance evaluation may be a scheduled evaluation (such as an annual evaluation, or a routine evaluation during initial probation), or it may occur following observation of a particular situation or activity.

C-1. Required Documentation. After completing an evaluation that documents the rating of needs improvement, and prior to any further action, the supervisor shall forward a confidential copy of the evaluation to Human Resources (HR) and to the second-level supervisor. The supervisor shall create a Development Plan in collaboration with Human Resources. The Development Plan will:

a) Identify specific problems and corrective actions needed. The Development Plan should address specific problems that have been documented and the corrective actions that need to be accomplished during the Development Plan period.

b) Identify the dates of subsequent reviews (usually at 30, 60, and 90 days). These dates are to inform the employee and HR when the reviews are to be completed and submitted. If requested, HR will work with the supervisor to ensure reviews are completed on schedule.

c) Offer assistance to the employee. In many cases, the Development Plan will provide training opportunities and/or requirements in an effort to help the employee improve performance.

C-2. Schedule Employee Conference. The supervisor schedules a conference with the employee to deliver the Development Plan and answer any questions. The supervisor should document the date and time of the discussion, and the substance of the conversation with the employee. In some cases, it may be appropriate to summarize the conversation in writing and provide the summary to the employee.

C-3. Follow Through with Timely Reviews. The supervisor is responsible to count the days, and specifically to ensure the 3rd review does not go beyond the identified timeline (For example under a 90-calendar day Development Plan 89 days is permissible, 91 days is not). At the conclusion of the Development Plan, the supervisor should consult with Human Resources, and the unit administrator before completing the final review (usually at 90 days) if further corrective or disciplinary actions are recommended.

a) If the employee is within their initial probationary period, successful completion of a Development Plan may lead to certification in the position upon the end of the initial probationary period.

b) If performance has not improved and it appears that demotion, suspension, termination, or other disciplinary action will be recommended, Human Resources will advise on the procedures to be followed. These procedures are required by University policy and involve providing the employee with notice of contemplated action and an opportunity to respond before the final decision on the action is made and the action is initiated. See FSH 3360 and 3930.

D. Information. Questions or problems regarding the probationary process can be addressed to Human Resources, (208) 885-3638 or hrbp@uidaho.edu.

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