Performance Improvement Plan

Performance Improvement Plan (PIP): 

Performance Improvement Plan Form

What is the purpose of a Performance Improvement Plan (PIP)? 

A Performance Improvement Plan (PIP) is a structured, time‑bound tool used to correct and clarify performance expectations, establish supports, and define success measures within a set timeline.

Depending on the seriousness or impact of the behavior, a PIP may be initiated as an early intervention or issued as a final opportunity to meet expectations without prior coaching.

When should I implement a Performance Improvement Plan (PIP)? 

Use a PIP when any of the following are present:

• Sustained shortfalls against defined performance standards, deliverables, or deadlines,
• Quality or accuracy issues that materially affect students, colleagues, or operations,
• Patterns of unreliability (e.g., responsiveness, follow‑through, preparation) that impede results,
• Professional conduct or collaboration concerns that hinder effective work (non‑egregious),
• A serious incident that warrants a formal corrective plan in lieu of immediate separation.

Do not use a PIP for egregious misconduct or policy violations (e.g., discrimination, harassment, safety threats). Consult HR immediately; disciplinary procedures may be more appropriate.

What are the required components of a Performance Improvement Plan (PIP)? 

• Objective Summary of Issues: Provide facts, concrete examples, dates, and data illustrating the performance gap and any historical context relevant to the current situation. Include prior notices if applicable.
• Expectations: Define expectations for improving the specific performance issue. Ensure expectations are specific and time‑
• Success Measures/Evidence: Specify how progress will be verified (e.g., artifacts, data, reports, observations).
• Support & Resources: List what assistance will be provided and by whom (e.g., training, mentoring, job aids, technology, workload adjustments).
• Timeline & Check‑Ins: Indicate frequency and specific meeting dates. A typical duration is 30–90 days with weekly/biweekly reviews.
• Roles & Responsibilities: actions required of the employee and the supervisor.
• Consequences: Per policy, continued deficiency may lead to further discipline up to and including termination. Any decision to terminate employment will be done in consultation with Human Resources.
• Signatures & Routing: Obtain all required approvals and distribute copies (see below)
• Follow-Up: Provide progress report to HR at the completion of check-ins and the completion of the PIP. Document the outcome: Met / Partially Met / Not Met (and next action).

Signature Routing, Distribution, & Acknowledgement

Signatures and documentation routing will be determined by the employee’s position type and unit/HR file retention practices.

• Faculty: faculty, chair, dean, the Office of the Provost, and Human Resources.
• Staff: employee, the supervisor/department head, and Human Resources.

Note: The employee’s signature acknowledges receipt and discussion, not agreement. An employee response may be attached and included with the PIP packet.

Best Practices for Supervisors when implementing/completing a Performance Improvement Plan (PIP)

• When completing the PIP Template, supervisors may include as many or as few examples or points as needed; the numbered and bulleted lines are provided as a guide.
• Use specific, objective language aligned with the position description and/or unit priorities; avoid generalities.
• Adhere to the check‑in cadence; provide written summaries.
• Offer reasonable supports, log them, and track progress.
• Consult HR and Academic Affairs if new issues (performance or conduct) arise.
  

Questions about an Employee Performance Improvement Plan? Contact the Human Resources Department at 870-972-3454 or hr@astate.edu