The SPCB is committed to providing a working environment and fostering a culture which actively encourages, facilitates and recognises effective performance.
The standards of performance required of you will be communicated to you by your line manager and reinforced through regular, constructive feedback and coaching and support conversations, to allow any performance difficulties to be identified and addressed quickly. These conversations will be captured in SPLearning.
In addition, we have in place a range of appropriate measures in order to minimise the potential for performance below an acceptable level. These include:
This policy applies to all staff employed by the SPCB, with the exception of those staff on probation or on temporary promotion and it details the procedures which will be followed if you do not meet the standards of performance expected, with a view to assisting you to improve your performance to a level that is acceptable.
“Performance” is your ability to carry out your duties in order to meet your responsibilities and objectives and the way in which you do this. Your performance may be considered unacceptable if you do not demonstrate the skills, behaviours and/or abilities required to effectively fulfil all or a significant portion of the requirements of your role. Regular conversations with your line manager, captured in SPLearning, will allow any performance difficulties to be identified and addressed quickly.
The procedures are intended as an aid to good management and are designed to ensure that if your standard of performance is not acceptable, that this is captured quickly and that you are encouraged and assisted to improve your performance through positive management intervention and support. They are not, therefore, punitive in nature.
Performance below an acceptable standard will be managed in a way that is sensitive to both your needs and the needs of the business. You will also be given the opportunity to put forward your case before any decision is made to proceed to use the formal procedures.
Information relating to the management of individual performance cases will be recorded outwith SPLearning and restricted to those who need to know it in accordance with the Equality Framework.
Insufficient improvement in performance will lead to the formal stages of the procedures being invoked and in particular circumstances may result in sanctions being imposed, up to and including dismissal. The HR Office will provide line managers with advice as to if, and when, it is appropriate to move from the normal performance management approach to the formal procedure. In doing so, HR will take account of individual circumstances and the severity of the performance issues identified (and the associated level of potential damage to the organisation). Our procedures, below, set out a clear framework to enable managers to deal with unacceptable performance in a fair and consistent manner, without undue delay:
Your line manager will meet with you to:
Your line manager will meet with you to:
At the end of the improvement period, your line manager will meet with you to review your progress. If he or she still has concerns, you will be given a written report to explain where you are not meeting the standards required and to confirm what action is now being considered. If improvement has been achieved and your performance is now at a level that is acceptable, then this will also be confirmed in writing and you will revert to your usual conversations with your line manager.
Your Head of Office will arrange to meet with you to:
Your Head of Office will adjourn the meeting to consider the evidence and to determine whether a sanction is appropriate. This may be a first written warning, final written warning or termination of employment. If possible, he or she will tell you their decision that day and will explain to you the reasons for their decision and if it is appropriate, the procedures for lodging an appeal. Their decision will be followed up in writing.
You have the right to appeal against any sanction under Stage 1 or Stage 2. To do so, you should write to your Head of Group within 7 working days of your Head of Office's decision. Your Head of Group will:
You may be assisted at the formal meetings and at the appeal meeting by a trade union representative or a colleague if you wish. A formal note of these meeting will be taken.
Managers may seek advice about the procedures for dealing with Unacceptable Performance from their HR representative at any time. However, managers must consult the HR representative for advice and guidance prior to taking any formal action.
The SPCB reserves the right to invoke the procedures set out at any stage and to miss out a step or steps if it considers it appropriate in the circumstances. If this occurs, reason will be given.
The level of the sanction imposed will depend upon the circumstances of each case. In exceptional circumstances, sanctions applied under these procedures may be referred to even after they have elapsed. It will be a matter for the HR representative to advise the manager whether such exceptional circumstances arise in any particular case. It will be for the Hearing Manager or Appeal Manager to decide whether or not to take that into account when deciding on an appropriate sanction.
This sanction will normally be imposed if:
This sanction will normally be imposed if:
This sanction will normally apply if:
Normal expiry period for the above sanctions: 12 months
All Heads of Office have delegated authority to apply sanctions, with full support provided from the HR Office.
In relation to the Clerk/Chief Executive and the Assistant Clerk/Chief Executives, a nominated member of the SPCB will have the authority to dismiss and any appeals against such a decision will be made to the Presiding Officer.
This policy reflects legislative requirements and takes account of relevant Codes of Practice, case law and recognised good practice. It does not form part of your contract of employment and is not part of our performance management approach.
In accordance with the Equality Framework, the SPCB will not discriminate in the application of these procedures in respect of age, disability, gender, race, nationality, ethnic or national origin, religion or belief, sexual orientation, trade union membership or lack thereof. Reasonable adjustments will be put in place, as appropriate, to support staff with a disability.
If you have any enquiries about this policy, please contact the HR Office (ext: 86500).