Supervisory Resources
Select one of the links below for more information:
EAP Supervisory Consultation
Referring an employee to the EAP can be an effective strategy to enhance productivity when performance or conduct issues emerge that may be related to personal or work issues. When considering corrective action, it is recommended that supervisors consult with both the EAP office and their Employee Relations (HR) representative to explore options and intervention strategies, which may include formal EAP referral. EAP provides supervisory consultation on issues including:
- Absenteesism
- Conduct
- EAP Referral Strategies
- Employee and Supervisory Workshops
- Loss of an Employee
- Morale
- Organizational Conflict
- Productivity
- Reorganization
- Supervisory Stress
- Work Performance
- Workplace Violence/Trauma
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Managing Employee Performance Difficulties
The role of the supervisor is often challenging, especially when helping an employee who is having work performance issues. The NIH Employee Assistance Program is available to provide consultation services to supervisors who would like guidance for effectively communicating performance concerns to their employees. Below are a few tips to consider when approaching an employee.
- Schedule a meeting with the employee. Pick a neutral, quiet, and private meeting area, i.e. a conference room.
- Use "I" statements when speaking to the employee. Use well documented facts when presenting the issues at hand. For example, " I have noticed that in the past 3 weeks you have been late to work 3 out of 5 days each week. What can be done to aide you in arriving to work on time?"
- Provide a few suggestions for changing the problem behavior and ask for the employee's ideas.
- Avoid criticism.
- State the ways in which you can help to carry out the plan for improvement.
- Make short-term agreements.
- Remember to acknowledge improvements, however small they may be.
- Be prepared to offer the employee resources. Have an understanding of the resources so that you may answer any questions the employee may have.
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Supervisor Sample EAP Referral Letter
What Should Be Included in the Letter?
- Make a positive statement
- Identify the specific problem(s); i.e., performance, leave, etc.
- Specify how the referral relates to potential adverse actions
- Refer the person to EAP
- Inform the person that there is no cost for EAP services
- Assure confidentiality
- Set up a time frame
- Express your continued concern
- Include a copy of EAP brochure
Upon completing the letter, contact EAP about your referral. Below is a sample letter:
Sample Letter
From: Supervisor's name
Subject: Referral to the Employee Assistance Program
To: Employee's name
Date:
I have been your supervisor for (length of time), and have known you to be a capable and dedicated employee. In recent months, however, there has been a significant decline in the quality of your work performance /conduct...
The purpose of this memorandum is to express my concern for you, and to outline significant deficiencies in your work performance/conduct that may indicate a need for professional assistance. This memorandum does not constitute a disciplinary action, but may be used as documentation if the problem persists and personnel action becomes necessary.
I strongly recommend that you seek assistance from the Employee Assistance Program (EAP). Attached is a brochure describing the free services provided by EAP.
The EAP services are completely confidential. No information can be released to me or any one else without your written consent. EAP is free to all employees and their immediate family members.
Please contact the EAP at (301) 496-3164 for an appointment. Again, I strongly recommend that you contact EAP for an appointment by (DATE).
I will continue to observe and evaluate your performance and/or conduct.
(Supervisor's signature)
Please call (301) 496-3164 to schedule an appointment.
Employee Assistance Program ǀ Building 31, Room B2B57, Bethesda, MD 20892
