Performance Recovery Process (PRP)
The Performance Recovery Process (PRP) is designed to be constructive and to promote employee success. The process gives employees the information necessary to understand what aspect of work performance is unacceptable. The process also identifies the improvements that are expected and provides the opportunity for employees to demonstrate the expected improvements. The goal is to assist employees in improving and taking ownership of their performance.
It is the responsibility of the employee to adhere to the expectations outlined by the supervisor and to adhere to the standards of conduct. It is recommended that employees be provided an opportunity to go through the performance recovery process if needed; however, there are circumstances that warrant immediate dismissal.
Performance Recovery Process (PRP) Guidelines
It is recommended that supervisors document all steps of the PRP as they occur. In each step, the supervisor is advised to state the next step to be taken if the performance does not improve. However, in cases of serious misconduct, the employee may be immediately suspended or dismissed.
When an employee's performance or behavior “needs improvement” or is considered “unsatisfactory”, the PRP is required. The steps involved in the process may include coaching, verbal notification, written notification, Performance Recovery Plan, suspension without pay, and dismissal. Any disciplinary step may be omitted with Human Resources approval depending upon the severity of the incident.
Performance Recovery Process (PRP) Steps:
- The supervisor determines that the employee did not adhere to UWG policies and procedures or meet established performance expectations or behaviors.
- Depending on the degree of infraction, the supervisor shall engage the employee beginning with one of the following steps:
- Coaching: If employee performance or behavior does not “meet expectations” the supervisor must provide performance coaching. Supervisor should link coaching back to established SMART goals and expectations agreed upon by employee in the performance planning stage of the UWG Performance Management Process.
- Verbal Notification: This notification verbally informs the employee how their performance or behavior is not meeting expectations. The supervisor should keep written documentation to include the day, time, and content of the meeting.
- Written Notification: This notification informs the employee, in writing, how their performance or behavior is not meeting expectations. This notification must include the meeting day, time and content. This document must be sent to Human Resources to be placed in the employee file.
Performance Recovery Plan: The Performance Recovery Plan Form is a useful tool that discusses an employee’s current behavior or performance problems and sets benchmarks for improvement. Use this form to plan specific steps for recovering/improving employee performance that does not meet established standards and expectations in one or more significant position requirements. The supervisor is required to contact, review with and obtain approval from Human Resources for each Recovery Plan. The Recovery Plan can be used for 30, 60, and 90-day periods. Please use the Performance Recovery Plan Form.
- Schedule Periodic Review Sessions: The supervisor must follow up with employee by monitoring progress as well as by meeting with the employee at specified intervals to discuss the employee’s performance as well as strategies for making additional improvements. The supervisor must establish a timetable outlining the dates by which improvement will be required for the Recovery Plan.
Performance Recovery Plan Evaluation: The supervisor must meet with the employee on the ending date of the Recovery Plan to discuss whether or not the employee met agreed upon goals, expectations and/or behaviors.
- Document terms: Supervisor must document the employee’s performance based on SMART goals established in the Recovery Plan.
- Consult with Human Resources: Supervisor must consult with Human Resources to ensure that the employee met or did not meet Recovery Plan goals and expectations.
- Improvement Achieved: If improvement was achieved, the supervisor meets with employee to close out Recovery Plan and sends final copy to Human Resources for filing.
- No Improvement (status same): If improvement was not achieved, the supervisor must meet with Human Resources to review the Recovery Plan and determine the next steps.
- Suspension without Pay: Suspension without pay is a form of disciplinary action. The length of the suspension should depend upon the facts of each case, (e.g., type and severity of the behavior, previous work record of the employee, and previous disciplinary actions). The suspension should be clearly explained in a written disciplinary form to the employee and should indicate any possible consequences of further performance, attendance, or behavior issues. Prior to suspending an employee, the supervisor is required to review the situation and related information with the Human Resources Department and supply appropriate documentation.
Dismissal: Dismissal is advised when, among other reasons, an employee has engaged in serious misconduct or an employee has not corrected performance and/or behavior. Prior to dismissing an employee, the supervisor is required to review the situation and related information with Human Resources and supply appropriate documentation.
- The dismissal must be communicated verbally and in writing. The written letter of termination should include the reason for termination, effective date, rights to the grievance process and applicable information regarding clearing the University. The supervisor is required to consult with Human Resources in composing the letter of dismissal. Employees who are terminated for cause are generally not eligible for rehire.
- Employees who are terminated for cause may request the Director of Human Resources to review the case and determine whether to rehire six months from the effective date of the termination. The Director of Human Resources’ decision will be rendered after a review of the employee’s work records and other information as deemed appropriate.
Performance Recovery Plan and the Performance Management Process
The Performance Recovery Plan may be used during the performance review period when prior discussion of the need to achieve a specific level of performance or skill has not resulted in acceptable and sustained performance. It may also be implemented when a staff member receives a rating of “Needs Improvement” and must be used when giving an “Unsatisfactory” rating on the annual performance evaluation. Once the plan is established, the supervisor will provide on-going and constructive feedback regarding performance. Failure to achieve and sustain required improvement may lead to formal disciplinary action.
If you have any performance related questions or need assistance please contact Human Resources at 678-839-6403.