Performance/Behavior Counseling

All counseling sessions (performance and/or behavior) must be documented.

Informal sessions may be documented by a follow-up email to the employee with a cc: to HR and anyone else in the chain-of-command.  It is recommended that you draft the email first and use it as a script then modify and send it after you meet with the employee.

Formal sessions must be documented by a PIP (Performance Improvement Plan).

The documents on this page contain detailed information about conducting effective counseling sessions and about proper documentation.   HR will provide additional assistance upon request.

Counseling Records to Maintain: Email from HR about how to document informal performance counseling sessions.

Grid Style PIP Sample #1 and Grid Style PIP Sample #2: Two samples of the first document produced using the Grid Style PIP Template.

Grid Style PIP TEMPLATE: The preferred template to use when preparing a PIP.

How to Conduct a PIP Meeting: Tips for planning and executing a successful PIP meeting.

How to Write a PIP: Detailed instructions the Federal Government published for its supervisors.

Narrative Style PIP Sample #1 and Narrative Style PIP Sample #2: Two samples of PIPs written in a narrative style (in case the grid-style doesn't work for you).

Referral to EAP:  Mandate to require an employee to use EAP services.  Consult with the head of Human Resources before using this form.

Supervisors should always encourage employees who are experiencing difficulty to reach out to the EAP. (NKY Health contracts through St. Elizabeth to provide these services.)

On occasion, it may also be necessary for a supervisor to require that an employee seek the counseling of EAP services.  St. Elizabeth EAP has asked that we use their Supervisor Referral form when referring employees to them for required counseling.  Please email the completed form to the head of Human Resources for review before before sending it to the EAP.

When you suspect an employee may be under the influence of legal or illegal drugs follow these steps:

Follow these steps:

1. use the Reasonable Suspicion Checklist to assess the situation.  

2. When the checklist supports your suspicions, remove the employee from the front-line to a private area.

3. In the presence of another supervisor as a witness, state your concern and describe your observations to the employee and ask for their explanation.

4. When the employee admits recent use and/or impairment, send them home. *
   
   When the employee denies recent use and/or impairment, isolate them from other employees, continue to observe them, and immediately contact the head of Human Resources to make arrangements for testing through St. Elizabeth Business Health.
   
   * NOTE:  Inform the employee that they are in no condition to drive and have them contact a friend or family member or arrange an alternative source of transportation.  Do NOT drive the employee.  A co-worker may drive the employee on their own UNPAID break time but it must be made clear that this is not a matter of NKY Health business and NKY Health is not liable for any accidents.
     

5. Immediately notify HR by email.

6. Within 24 business hours (one workday), summarize notes of the incident either in an email or a signed email attachment and send it to HR.  Be sure to include all of the following:

   • The Fname, Lname, and title of the employee.

   • The Fname, Lname and title of the witness.

   • Details about what you observed.

   • The time you observed it.

   • The time you met.

   • Details about the conversation during the meeting, including instructions given.

   • Details about the follow up.  When the employee left, how they were transported, etc.

• Dealing with Sensitive Issues at Work: Instructor-led with scenarios for addressing sensitive personal issues (body art, body odor, drinking, etc.) Good tips. British.  Search MyPURPOSE for the title. (53 Minutes + Quiz by SkillBoosters)

• How to Balance Input as an Effective Leader: Six tips for providing critical feedback in writing.  Search MyPURPOSE for the title. (7 Minutes by Karissa Thacker)

• How to Eliminate Judgment in Performance Conversations: Tips for making performance feedback less personal.  Search MyPURPOSE for the title. (7 Minutes by Marnie Green)

• Managing Employee Performance: Define/agree, discuss/assess and adjust.  Search MyPURPOSE for the title. (31 Minutes + Quiz by Brian Powers)

• Coaching/Mentoring

• Employee Engagement/Motivation 

• Performance Evaluation

6/8/2023

• Added Revision Log

• Added steps for handling reasonable suspicion of drug or alcohol use

4/11/2024

• Added gender-neutral language

• Updated instruction for impaired employee.