Performance Improvement Plan (PIP) Process

Purpose

Defines how Spartan initiates, documents, and manages a Performance Improvement Plan (PIP) — the formal last step before termination when an employee is not meeting expectations.

Who This Applies To

All full-time employees. Josh initiates PIPs for coaches and managers; coaches initiate for field staff with Josh's approval.

When to Initiate a PIP

A PIP is initiated when the Spartan accountability progression reaches Stage 3:

• Stage 1 — Note to File: 1 week with KPIs below threshold
• Stage 2 — Verbal Warning: 2 KPIs missed for 2 consecutive weeks
• Stage 3 — PIP: 3 KPIs missed for 3 consecutive weeks, or any serious policy violation

Slack real example: "Cory is on a 30-day PIP, and the next call-off will result in termination." This illustrates how PIPs work at Spartan — specific, time-bound, with clear consequences.

A PIP may also be initiated immediately (bypassing progression stages) for:

• No-call, no-show
• Safety violations
• Customer conduct violations
• Dishonesty or theft

PIP Contents — Required Elements

Employee name, role, start date

Review period — dates the underperformance was observed

Specific performance gaps — reference actual KPI data (not opinions)

Required improvements — specific, measurable, time-bound goals

Support offered — coaching sessions, training, resources

Timeline — typically 30 days for field staff

Consequences — explicitly state that failure to meet PIP milestones results in termination

Signatures — employee and manager; copy to Paylocity file

PIP Process Steps

Josh approves the PIP before it is presented to the employee.

Manager meets with employee 1:1 — present the PIP document, explain the specific gaps, review the improvement targets.

Employee signs — signature acknowledges receipt, not agreement.

Weekly check-ins — manager meets with employee weekly during the PIP period to assess progress and provide coaching.

End-of-PIP review — evaluate against stated improvement targets:

- Met: Close PIP, note in file, continue employment

- Not met: Initiate termination process

Attendance-Specific PIPs

PIP call-off policy (from Slack): any call-off during an active PIP can trigger termination. This is communicated explicitly to the employee when the PIP is initiated.

Documentation

• All PIP documents go in Paylocity personnel file.
• Weekly check-in notes should also be documented — if termination occurs, the documentation trail must be clear.
• HR document templates are in the Whale HR library (read-only; copy and rename for each employee).

Important Notes

• A PIP is a legal document. Do not deviate from the written plan without updating the document.
• Josh must be involved in all PIP decisions — do not initiate a PIP without his knowledge.
• If an employee goes on FMLA or approved leave during a PIP, consult with an employment attorney before proceeding.

Related SOPs

• Performance Review Process — what triggers a PIP
• Termination Process & Documentation — what happens if PIP fails
• Conflict Resolution for Managers — parallel issues during PIP period