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).

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:

1. Clear identification of performance issues.
2. A structured improvement plan, including:
   • Specific performance expectations.
   • A defined improvement timeline (e.g., 60 or 90 days).
   • Regular check-ins with the supervisor.
3. 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:
  1. Verbal warning
  2. Written warning
  3. Final warning or suspension
  4. 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.