Performance Management
SECTION 1 - 1.P
PERFORMANCE MANAGEMENT
1. Purpose
Northern Lights Library System (NLLS) is committed to a structured, transparent, and fair performance management process that:
- Supports employee development and accountability.
- Ensures performance expectations are clearly defined during both the probationary and post-probationary periods.
- Aligns performance evaluations with salary adjustments and employment decisions.
- Provides employees with structured feedback and improvement opportunities when necessary.
This policy includes:
- A structured probationary evaluation process (Section 2).
- Regular performance reviews and salary adjustments (Section 3).
- Guidelines for Performance Improvement Plans (PIP) (Section 4).
- Progressive discipline for ongoing performance issues (Section 5).
2. Probationary Period
All new employees, unless otherwise stated in their employment contract, are subject to a three-month probationary period. The probationary period is a mutual assessment phase, allowing both the employee and NLLS to determine job fit and performance expectations.
2.1 Probationary Evaluations & Check-Ins
During probation, the following structured check-ins will occur:
- 30-Day Check-In:
- Employee and manager review initial performance, expectations, and onboarding progress.
- Any early concerns are identified, with guidance provided for improvement.
- 90-Day Probationary Review:
- Employee undergoes a formal evaluation based on their job description and initial goals.
- The manager determines whether the employee passes probation, requires an extension, or is recommended for termination.
2.2 Probationary Period Outcomes
- Successful Completion: The employee continues in their role and becomes a permanent staff member.
- Extension of Probation: The Executive Director may approve an extension of up to three (3) additional months if:
- The employee shows potential but requires additional time for full evaluation.
- The employee’s duties have been modified due to operational needs.
- Unsuccessful Completion: Employees who do not meet expectations may be terminated at any point during probation in compliance with Alberta Employment Standards.
2.3 Probationary Performance Improvement Plan (PIP)
- Employees who show potential but require targeted improvement may be placed on a Performance Improvement Plan (PIP) before termination.
- The PIP outlines specific performance issues, improvement goals, and a structured timeline for progress.
- If performance does not improve during the PIP, employment may be terminated at the end of the probationary period.
3. Post-Probationary Performance Reviews and Salary Increases
- Annual performance reviews are conducted for all employees as outlined in the Annual Employee Review Process.
- A positive performance review is required for salary increases, including:
- Annual step increases for employees within their pay scale.
- Cost of Living Adjustments (COLA), when available.
- Incentives for employees at the top of their pay scale (see Section 3.1).
- Employees who receive a negative performance review will not receive a salary increase and will be placed on a Performance Improvement Plan (PIP) (see Section 4).
**Discussion from policy committee wanted here**
3.1 Incentives for Employees at the Top of Their Pay Scale
Employees who have reached the maximum salary level may still receive:
- Increases in vacation entitlement as defined in the Vacation Policy (Sec 1, X).
- Long-service awards as defined in the Employee Long-Service Award Policy (Sec 1, X).
- Annual COLA increases, when available.
These incentives are contingent on a positive performance review.
4. Performance Improvement Plan (PIP) for Post-Probation Employees
Employees who fail to meet performance expectations outside of their probationary period may be placed on a Performance Improvement Plan (PIP), which includes:
- Clear identification of performance issues.
- A structured improvement plan, including:
- Specific performance expectations.
- A defined improvement timeline (e.g., 60 or 90 days).
- Regular check-ins with the supervisor.
- Final review at the end of the PIP period, with possible outcomes:
- Satisfactory improvement → Performance expectations met, and any withheld salary increases will take effect immediately upon successful completion of the PIP. (there will be no retroactive pay)
- Unsatisfactory improvement → Employee moves into progressive discipline (see Section 5).
5. Progressive Discipline for Performance Issues
Performance management is separate from formal discipline, but repeated performance issues may result in disciplinary action.
- Disciplinary actions typically follow this order:
- Verbal warning
- Written warning
- Final warning or suspension
- Termination
- Serious misconduct may bypass progressive steps and result in immediate suspension or termination.
6. Employee Responsibilities
- Actively participate in probationary evaluations and performance reviews.
- Engage in professional development and improvement opportunities.
- Follow any Performance Improvement Plans when required.
7. Manager Responsibilities
- Ensure fair and objective performance evaluations.
- Provide employees with clear feedback and opportunities for improvement.
- Follow structured performance management and disciplinary procedures.
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