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, identifying, and helping staff improve. When an employee has been identified as needing improvement, the site supervisor will follow these coaching steps.  

• Step 1:  Observe the employee's performance

• Step 2:  Identify specific areas for improvement 

• Step 3:  Meet with the employee one on one to discuss observations and areas for improvement and provide them with resources. Keep this meeting positive and focus on how YOU can help them. After the meeting the site supervisor will email the Recreation Coordinator to provide details of the coaching session. This documentation is required for the performance management process. 

• Step 4:  Model- 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 your expectations.

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

• Step 6:  Follow up-  Check for progress and recognize positive improvement.

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 performance issues persist after the formal coaching session, a Corrective Action Plan (CAP) will be issued. The CAP is a written improvement plan that outlines specific expectations, measurable goals, and a timeline for improvement. The site supervisor, Recreation Coordinator, and Recreation Supervisor will meet with the employee to review the CAP.

4. Discipline

If the employee fails to meet the improvement goals outlined in the CAP in the specified timeframe, disciplinary action will occur- up to and including termination. The Recreation Supervisor will determine the appropriate next steps.  

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.