Administrative Regulation: Coaching Definitions and Procedures
Regulation Number: 3.24.1
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In most circumstances, the Coaching Steps of the corrective-action process begins with an initial discussion between the supervisor and employee. Coaching Steps are not disciplinary; rather, they demonstrate the supervisor’s attempt to correct deficient performance and/or behavior quickly and at the lowest level possible without attaching the negative stigma of discipline. Coaching Steps are not required.
Verbal Counseling. A face-to-face, verbal conversation between a supervisor and employee about an observed performance and/or behavior deficiency of a minor nature. The conversation may or may not be in private. Its purpose is to correct the deficiency by bringing it to the employee’s attention in an informal and casual manner. The conversation may identify a training shortfall and/or the employee’s lack of understanding regarding the Job Description, supervisor expectations, or College policies/rules. Documentation is not required. An informal record of the discussion and related facts made and retained by the supervisor is encouraged.
Written Counseling. An informal written record between a supervisor and employee delivered in private about an observed performance and/or behavior deficiency of a minor nature. It is used when increased emphasis of a deficient situation is necessary. Its purpose is to correct the deficiency by ensuring the employee is fully aware of the situation and offer suggested remedy action(s). By its very nature, it is documented informally; the supervisor retains a copy of the written memo in their work center files. See Appendix C for a Written Counseling template/example.
Assigned Training. Upon supervisor realization an employee is insufficiently prepared to perform their position’s duties training may be assigned. Employee completion of College assigned training is required and at organization expense. The training may be informal or formal, on or off-campus, free or fee required. In all cases, supervisors must: 1) inform employees of assigned training in writing; 2) state specifically the training’s purpose; and 3) identify a reasonable date for completion. The supervisor or the employee may identify and finalize the training venue/method.
If applicable, supervisors are responsible for resolving funding requirements. Employees are responsible for voucher and proof-of-training completion documentation. Assigned Training is not a Performance Improvement Plan (PIP) but it may or may not be formal in nature. The training itself may be delivered by the supervisor, another work center employee, another College employee, or a non-affiliated College third party entity.
Performance Deficiency. Work performance or conduct that is unsatisfactory and warrants corrective measures. Examples include, but are not limited to: the inability to perform assigned duties at an acceptable level including safety, quality, and quantity, neglect of duty, or failure to report to work without notice for three or more work days.
Original Adoption Date: 11/14/17
Revision Date(s): 6/17/21(RN)
Date reviewed, no change: