Human Resources > Performance Management Procedure
Authorised by: Chief Executive Officer
Issue Date: 20 March 2023
Scope
The Performance Management Procedure applies to all Kyeema staff where breaches of the Code of Conduct, policies, procedures, practice standards or good quality workplace standards have occurred.
Overview
Performance management procedures for staff will be undertaken by the relevant Manager with the support of the CEO. The CEO need not be directly involved with performance management for any staff other than Managers.
On occasions where a serious issue of staff performance has arisen, the Manager will assess the situation and report to the CEO. A course of action will be outlined that allows the staff member an opportunity to respond in a way that respects fair process. This may be done with the support of a Human Resources Officer.
Procedures
•Upon identification of a breach of organisational policy, procedure, disability practice standards or the Code of Conduct, managers will consult with the CEO, to develop a discussion process.
•Verification of policy, procedure or Code of Conduct breaches will be confirmed.
•Appointment times will be set to meet with the staff member/s concerned.
•Staff will be offered the opportunity to have an advocate of their choice present during discussions. Kyeema Support Services will be represented by the unit manager and/or the CEO.
•The meeting will be chaired by the unit manager.
•A Kyeema Manager, CEO or HR representative will take notes either during the meeting or immediately afterwards and these notes will be made available to the person who is the subject of the performance discussion and filed in hard copy on their staff file.
•Where the matter is serious enough to result in dismissal, Kyeema will ensure all correct processes are complied with, including the employee’s right of reply. See Termination of employment below.
Procedure for performance management and corrective action plan
Kyeema Support Services performance/corrective action process involves a four-step progression:
1. Meeting with the employee. This is important for:
•identifying and resolving issues before the situation becomes worse
•reviewing the person’s performance against any agreed action plan from previous discussions
•clarifying your expectations of the employee, and
•agreeing on solutions to improve the situation.
A verbal warning is issued describing the offending action/behaviour and its effects and consequences. It specifies the corrective and future action required. Management will complete a written record of the meeting and/or a letter. A copy of this will then be provided to the employee and a copy placed in the employee’s staff file.
2. If the
required behaviour does not change as requested, management will arrange a
meeting with the employee. Let the employee know the purpose of the meeting in
advance so they can adequately prepare for the meeting. Offer the employee the
opportunity to bring a support person to the meeting.
A first written
warning is issued, and a performance improvement plan implemented. A copy of the
first written warning letter and performance improvement plan will then be
provided to the employee and a copy placed in the employee’s staff file.
3. If the required behaviour does not change within a specified time, Management will arrange a meeting with the employee where a final written warning is issued, and the performance improvement plan reviewed and updated. A copy of the final written warning letter and performance improvement plan will then be provided to the employee and a copy placed in the employee’s staff file.
4. If, after steps 1-3, the required corrective action/behaviour change still does not occur within a specified period, a notice of dismissal will be issued. A copy of this letter will then be provided to the employee and a copy placed in the employee’s staff file.
Where serious misconduct is involved, one or more of the above steps may be omitted. This will be determined by the CEO.
Termination of employment (letter)
Termination of employment will be a remedy of last resort and implemented only after all other processes and remedies, as outline in this document have failed. The final decision of termination resides with the CEO.
Note: Templates for letters and records of meetings are saved in K Drive / Admin/ Human Resources/ HR Procedures & Documents.
When reviewing unfair dismissal claims, the Fair Work Commission may consider whether an employer unreasonably refused to allow an employee to have a support person at any discussion relating to their dismissal.
Important: When managing a performance or conduct issue it is very important that you do not set requirements or targets that are discriminatory, unlawful, or otherwise unreasonable. You may wish to seek professional advice about discrimination and other general protections.
Always document the details of any performance or conduct meeting held with an employee. You can use the Recording details of meetings with employees template to help with this.