Give Written Notice of Unsatisfactory Performance
The employee must first receive a written notice indicating that their performance is unsatisfactory, including:
- A statement of the problem: This includes establishing expectations using the position description, identifying a deficiency, and defining the problem.
- Previous activities: Steps previously taken to bring about improvement including any assessment, coaching, training, conversations, or letters of instruction. These activities should have supporting documentation which includes specific dates and times. Any meetings the supervisor held to establish and clarify expectations based on the position description should be included as well.
- The impact of poor performance: Supervisors should be able to describe the impact of the performance issue(s) on co-workers, other staff and/or City residents or processes. This information is crucial for substantiating the reasonableness of the expectations of the position.
- Information on the initial PIP meeting: Set up a meeting to discuss performance improvement and make sure to send it to the applicable Union representative.
- Employee Assistance Program information: Provide information about the Employee Assistance Program. (Sample memo regarding EAP.)