Mid-Year Meeting and PIP

5.2.3 Mid-year meeting

G7.02-5 Employee Performance Evaluations

Supervisors may want to conduct a mid-year meeting with their employees to review the status of their performance.  The mid-year meeting can provide an opportunity for the supervisor and employee to discuss progress and identify any challenges to accomplishing the established goals/objectives established at the beginning of the rating period.  A supervisor may also initiate a Performance Improvement Plan (PIP)  if needed for employees who are performing at a less-than-competent level in any area.  A mid-year meeting will reduce the chance that surprises will occur at year-end during the annual performance evaluation and provide opportunity for the employee to improve their performance. 

5.2.4 Performance improvement plan

G7.02-5 Employee Performance Evaluations

A supervisor may initiate a Performance Improvement Plan (PIP) when an employee's overall performance rating is less than "Competent" (less than 3) or when a supervisor determines current performance requires improvement as part of the Annual ADP process. The PIP process must be initiated by the supervisor if the employee’s overall rating is less than 2.5 on the 5.0 rating scale. If the lower rating is the result of behavior and/or performance that was already formally addressed during the rating the period, the supervisor may not be required to initiate a PIP. Supervisors should consult with HR Performance Management for guidance on their employee’s individual situation. The Performance Improvement Plan document should include:

  • Behavior, performance, situations or conditions that need to be changed.
  • Expected changes by the employee to improve their performance or behavior along with demonstrated outcomes.
  • Any supporting activities, training or guidance to support the improvement.
  • Expected timeline for improvement.

The PIP becomes part of the employee’s Appraisal and Development Plan for the rating period it was initiated. Supervisors should consult with their next line of supervision (Reviewer) when initiating a PIP on an employee since the Reviewer also signs the form at the establishment of the PIP and at the Follow-Up Review. Supervisors needing to address performance issues with an employee should contact the office of human resources, Employee Relations for assistance and guidance on the process prior to meeting with the employee. The Performance Improvement Plan form can be found online.