performance management process

When an employee has an area you would like to see growth in, use the following process to guide the employee toward improved performance.

1. Coaching from Site Supervisor (ex: Directors, CUSD Site Coordinators)

Coaching is an opportunity to engage the employee in an interactive conversation to identify performance or behavior gaps and discuss how to correct them. In essence, coaching is for clarification and education. 

The site supervisor is responsible for observing their team and helping them improve. When an employee has been identified as needing improvement, the site supervisor will follow these coaching steps.  

• Step 1:  Observe them

• Step 2:  Identify areas for improvement 

• Step 3:  Meet with the Leader one on one to discuss areas for improvement and provide them with resources. After the meeting the site supervisor will email the Recreation Coordinator to provide details of the coaching session. This is imperative to proceed with the performance management process. 

• Step 4:  Site supervisor demonstrates expectations (ex: leads group) and employee observes. Show and explain to the employee what you are doing and why you are doing it. Explain the expectations.

• Step 5:  Have them try. Site supervisor will observe and give real time feedback and guidance. 

• Step 6:  Follow up and ensure improvements have been made. Praise positive performance.

2. Coaching from Recreation Coordinator and Site Supervisor

If staff do not make the improvements requested, the site supervisor will notify a Recreation Coordinator with details of performance. Together they will complete a formal coaching session (use CARD Coaching Session Form or department specific form such as the ASP Performance Check In) and will meet with the employee to review expectations. 

3. Corrective Action Plan (CAP)

If the employee hasn't made the improvements noted in the coaching session, the site supervisor will communicate performance with a Recreation Coordinator and a Corrective Action Plan (CAP) will be given. A CAP is a documented improvement plan given to the employee with a specific timeline for improvement/meeting expectations. The site supervisor, Recreation Coordinator, and Recreation Supervisor will meet with the employee to review the CAP.

4. Discipline

If the employee hasn't made the improvements outlined on the CAP in the specified timeframe, the employee will experience disciplinary action up to and including termination. This will be determined by the Recreation Supervisor.  

When addressing immediate concerns with a staff member, pull them aside from the group and have a one-on-one conversation with them. Explain to them why their actions are inappropriate and what you want to see in the future. 

Immediate concerns may include but are not limited to the following:

• Safety concerns

• Cell phone use

• Leader clumping

• Inappropriate interaction with others (including language, physical boundaries, etc.)

• Dress code violation

What to do if staff come to work not meeting the dress code? 

• • 1. Let them know that what they are wearing does not meet our expectations. Review expectations and let them know this is their one warning. 

    2. Ask if they have a change of clothes or another pair of shoes in their car. 

       • If they don't:

         • If ok ratio wise, send them home to change. They need to clock out when doing this.

         • If it's not ok for them to leave, depending on what the violation is, adjust their duties for the day if needed to avoid injury. 

• If you suspect that a staff member is under the influence of alcohol or drugs, do not address the issue with the staff member. Contact your Recreation Supervisor immediately for further instruction.