Instructions for Developing a Performance Improvement Plan
A Performance Improvement Plan (PIP) may or may not take the place of verbal or written disciplinary action and may or may not be used to supplement a verbal or written corrective action, as appropriate.
Completing PIP Form
1. The supervisor will complete sections I-IV of the PIP form.
2. The supervisor will review the PIP with the department manager and an HR representative. Any agreed upon recommendations will be incorporated into the PIP.
Meeting with Employee
3. The supervisor will meet with the employee in a confidential setting and carefully review all sections of the PIP. The supervisor will seek and consider the employee’s input to modify the improvement plan and available resource sections (sections III and IV) as appropriate. The supervisor and employee will establish reasonable, mutually agreed upon timelines for improved performance on each expectation. The supervisor will incorporate agreed upon changes to the PIP.
4. The supervisor will provide their own and obtain the employee’s initial signature and date. See explanation on Section VII of the form.
PIP Follow Up Meetings
5. The supervisor will ensure that there are follow up meetings scheduled during the 60-day evaluation period (minimum of one, maximum of six, based on the complexity of the PIP). The number of and dates for follow up meetings will be included in section VI. The supervisor is responsible for ensuring follow through on these meetings.
6. If the supervisor believes the PIP was unsuccessfully completed (or is unsure about the outcome) after the 60-day evaluation period, they will consult with HR to make a final decision and to determine next steps.
7. If the supervisor deems the PIP successfully completed after the 60-day evaluation phase, the supervisor will schedule a 6 month and 12-month post-PIP review to ensure continued satisfactory performance.
Closing the PIP
8. The supervisor will make a determination as to whether the PIP was un/satisfactory completed and complete section IX of the form. The determination that a PIP was completed unsatisfactorily should be made in consultation with HR.
9. The supervisor will provide their own and obtain the employee’s final signature and date on Section X of the form, indicating awareness that a final decision has been made in consultation with HR about whether the PIP was completed successfully.
10. Upon completion of the PIP, the original will be placed in the employee’s personnel file for five years. University of Oregon
Performance Improvement Plan
Employee Name:
Supervisor Name:
Meeting Date: Department:
I. Areas of Concern Covered by this PIP: (check all that apply)
[ ] Productivity [ ] Efficiency [ ] Other (define):
[ ] Teamwork [ ] Quality
[ ] Attendance [ ] Conduct
[ ] Interpersonal Interactions [ ] Supervision
II. Specific Areas of Concern:
[List specific examples of current performance concerns and their impacts on others.]
III. Improvement Plan:
[Include specific performance expectations and goals, including the steps the employee needs to take to correct performance concerns. This should include relevant timeframes] IV. Available Resources (as appropriate):
[Include resources available to support the employee in completing PIP activities. Include any required trainings and the deadlines for completion.]
V. Timeline, Expectations & Consequences:
This 60-day PIP is effective immediately. During this period of time, you are expected to make regular progress on the plan outlined above. If you have questions or concerns about the PIP, you are expected to let me know as soon as possible via email or phone or in person. It is important you understand that if your [performance/behavior] does not improve or is repeated, or future violations of policies or rules occur, further disciplinary processes and sanctions may be pursued up to and including termination.
Please plan to meet as outlined in the follow up schedule. It is the responsibility of the supervisor to ensure these meetings are scheduled.
VI. Follow Up Schedule:
Follow Up Date Conducted By [Supervisor] Progress* Notes
#1 #2
#3 #4
#5
#6
*Progress: Good – All requirements met to date with good quality Fair – Some requirements met and/or fair quality Poor – Few requirements met and/or poor quality Additional Notes: VII. Initial Signatures:
The employee’s signature indicates an understanding of the contents of this PIP and a willingness to engage in a good faith effort to successfully complete the PIP.
Print Employee Name:
Employee Signature:
Date:
The supervisor’s signature indicates a willingness to engage in a good faith effort to appropriately support the employee in successfully completing this PIP.
Print Supervisor Name:
Supervisor Signature:
Date:
VIII. Post PIP Follow up
Follow Up Date Conducted By [Supervisor] Notes
6-months 12-months
Additional Notes:
IX. PIP Closed
[ ] Successfully Date:
[ ] Unsuccessfully Date:
Please note that upon successful completion of the 60-day evaluation period, there will be a 6 month and 12 month follow up meeting to ensure sustained improvement. It is only after these final two follow up meetings that the PIP will officially completed. It is the responsibility of the supervisor to ensure these meetings are scheduled. A PIP is not intended to be an employment contract nor guarantee of continuing employment. X. Final Signatures:
The employee’s signature indicates that they are aware of their supervisor’s determination about whether or not the PIP was completed successfully.
Print Employee Name:
Employee Signature:
Date:
The supervisor’s signature indicates that they have, with appropriate consultation with Human Resources, made a determination about whether or not the PIP was completed successfully.
Print Supervisor Name:
Supervisor Signature:
Date:
An employee may attach their own input to rebut, correct, amplify, or explain any content in this PIP. Though this input will be considered, the decision about whether a PIP has been successfully completed is made by the supervisor in consultation with Human Resources.