Code Of Conduct For supervisors Flashcards
When do performance matters become relevant for disciplinary purposes?
When an employee has been unable or unwilling to satisfactorily improve following a performance improvement plan
When must performance issues be addressed with an employee?
As soon as possible after they are identified
What is the first step in addressing performance issues?
To have an informal meeting to discuss general work performance and specific areas in need of improvement.
What is the objective of the informal discussion?
To encourage dialogue
To identify any underlying causes
What is the role of a supervisor in an informal discussion?
To encourage, support and try to help the employee to improve.
To provide the employee with a real opportunity to explain and talk about the issues and the causes and make suggestions for how issues might best be resolved.
What are the seven steps for an informal meeting?
- In private, 2-way discussion, emphasis on finding ways to improve, support persons welcome
- Listen to employee, it may become evident that there is no problem
- Be careful it doesn’t become formal disciplinary action
- Where possible reach agreement, include a reasonable period to achieve standard of behaviour
- Send a letter of record to employee
- Arrange follow up to assess progress
- Consider a referral to wellness services
What if the problem does not improve satisfactorily after initial meeting?
Discuss with HRM whether a more formal performance meeting is appropriate
Will a formal performance meeting predetermine that a performance improvement plan will be commenced
No
What are the 6 steps the supervisor takes to prepare for the formal performance meeting?
- ID minimum standard of performance and how they fall short
- Send employee a letter of invitation
- Set up a performance management file
- Discuss with HRM and consider possible remedy options
- Draw up a checklist of discussion items
- If further organisational support is required ascertain names of contact persons
What is the supervisors role during the formal performance meeting?
- Intro - explain reasons, set agenda, should not contain predetermined conclusions
- Provide information - outline minimum standards required and shortfall. Provide examples, relevant documentation including benchmarks
- Opportunity to respond - give emp genuine opportunity to explain. Clarify any issues raised. Adjourn meeting if necessary.
- Problem solving - explain process and next course of action. If Performance Improvement Plan PIP seems necessary go thru it with employee and support person
- inform emp they will receive reasonable support, training and assistance to reach performance level. Record the agreed assistance
- inform employee if the do not reach minimum standard, the issue will become a misconduct issue and addressed under the progressive disciplinary process - Record keeping - record discussion, include employees explanation, both parties to sign. Copy all documentation to employees performance management file and provide copy to employee
What is the purpose of a PIP?
To have an agreed plan setting out requirements and expectations of both parties
Monitor employees performance
What is required if a PIP is not put in place?
Monitoring of performance, if no improvement after a reasonable period a further meeting may be required to put a PIP in place
What are the 10 pieces of information the PIP should include?
- The performance to be improved - specific, citing examples
- The minimum acceptable standard with ref to competencies, PD, code of conduct
- The remedial steps to be taken, which must be measurable, realistic and have an achievable timeline
- The support and resources police will provide, other support and a target date for achievement
- How and when you will provide feedback to the employee
- Review periods, with whom and how often
- Dates for progress meetings
- The start date
- Consequences if standards not met
- Signature of both parties and date
What four things are required after the PIP is implemented?
- All agreed assistance is provided
- Diary meetings at interval agreed
- Put in place a system to monitor progress and Provide ongoing feedback
- PIP is specific to behaviours /poor performance raised.
What happens if a new issue arises during a period of PIP?
A new performance meeting is required and the PIP revised
What happens on completion of the PIP with required standard reached?
Employee should be informed
End date confirmed in writing
Provide a letter confirming this to employee
Copy of PIP on employee’s performance management file
What happens if an employee does not achieve required standard following a PIP?
Consideration must be given to revising the PIP.
Otherwise it goes to Progressive Disciplinary Process
Employee invited to a disciplinary meeting
HRM must be involved
What is the NZ Police SELF test?
S = would your decision withstand scrutiny by community, police, media
E = will your decision ensure compliance, CoC, policy, GI’s
L = is your decision lawful, laws, regs, rules
F = is your decision fair to community, colleagues, family, others
What is early intervention?
Identifies employees whose past and present behaviour indicates they’re a risk to themselves and police through future misconduct or unethical behaviour
E I is preventative in nature and aimed at engaging with employees in a remedial and supportive manner
What’s performance management?
About seeking improvement through dialogue
Providing support to enable the employee to perform satisfactorily
It is not a disciplinary process
What is the purpose of early intervention?
To develop a comprehensive picture of an employee utilising information from a number of different databases
That assists in identifying employees that may be facing professional or personal difficulties impacting on their work in need of support
What is the object of early intervention?
To intervene before someone’s contact escalates to the point that form election is required
What is Early intervention not?
It is not a disciplinary tool
What is the exception to the confidentiality and usage restrictions on early intervention information?
Where there is a proposal to remove an employee from police
What are the four phases of early intervention?
Identification
analysis
intervention
feedback
How can identification for early intervention be initiated?
By employees
by peers
by supervisors
by early intervention data
What happens in the analysis phase of early intervention?
When multiple alerts are received an analysis of the data is conducted to determine whether it should be raised with the employee
Will and early intervention alert automatically trigger an intervention?
No
What happens when employee has been identified as suitable for early intervention?
The district early intervention lead will contact the employees supervisor to discuss the information and to establish the best way to approach them
What’s the main focus of the district early intervention lead?
To coach and support supervisors in conducting early intervention meetings
What’s the purpose of an early intervention meeting?
To meet with the employee informally and present them with their EI information
What kind of assistance may be offered at an early intervention meeting?
Training confidence building anger management driver training money management counselling mentouring or coaching relationship counselling
Is engagement in the early intervention voluntary?
Yes
Is an employee required to attend an early intervention initial meeting?
Yes to receive early intervention information
What occurs at the feedback phase for early intervention?
The district early intervention lead follows up on agreed actions with the supervisor and the employee
The national early intervention team is provided with feedback to monitor the effectiveness of early intervention
What is the SELF test
Scrutiny - public, peers, media
Ensure - compliance policy, CoC, GI’s
Lawful
Fair - on the public
