April 18, 2025, 5:19 p.m.
“Part of being a captain is knowing when to smile. Make the troops happy, even when it’s the last thing you want to do. Because they are your troops, and you have to take care of them.”
Bill 3 - Establishment of the Process for Reviewing, Improving, and Managing Effectiveness (PRIME)
Subject Bylaw: (New Bylaw) - Process for Reviewing, Improving, and Managing Effectiveness (PRIME)
Links to Command Discussion:
- First discussion: https://www.star-fleet.com/core/command/command/posts/264305/
- First reading of draft bill: https://www.star-fleet.com/core/command/command/posts/267117/
- Second reading of draft bill: https://www.star-fleet.com/core/command/command/posts/269203/
Content:
Process for Reviewing, Improving, and Managing Effectiveness (PRIME)
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Purpose
The purpose of this bylaw is to set out the formal Process for Reviewing, Improving and Managing Effectiveness (PRIME) for those members who hold leadership positions within the Club. It provides a structured process to support, review, and ensure the necessary performance levels required of those positions, whilst ensuring members are treated fairly. In particular, it ensures members are:
- Given clear expectations and appropriate support to succeed.
- Provided with structured opportunities for improvement before any formal action is taken.
- Treated fairly and transparently through a warning system.
Whilst PRIME serves as a formal framework for addressing performance concerns, it does not replace the need for continued conversations, coaching, or mentorship between those in leadership positions (for example, between FComm and CO).
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Roles and Responsibilities
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PRIME Manager
The PRIME Manager is responsible for initiating and overseeing the PRIME process for a member under review. This includes:
- Identifying concerns and engaging in an initial discussion before issuing a warning.
- Issuing formal warnings if concerns persist.
- Creating and tracking the PRIME Improvement Plan for the member.
- Reviewing progress at the end of each improvement period.
- Deciding whether to escalate, maintain, or resolve the process.
The PRIME Manager shall be defined in the bylaw governing the member’s role (for example, for a Commanding Officer, the appellate authority should be defined in the FCOMM bylaw).
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PRIME Reviewer
The PRIME Reviewer ensures fairness and oversight in the process. Their role includes:
- Reviewing and endorsing formal warnings before issuance.
- Ensuring the Improvement Plan is appropriate and fair.
- Providing a check on the PRIME Manager’s decisions.
- Reviewing and endorsing any final decision on removal.
The PRIME Reviewer shall be defined in the bylaw governing the member’s role.
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Process
PRIME follows a three-stage process, ensuring that members receive clear expectations, structured support, and multiple opportunities for improvement before removal is considered.
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Initial Discussion (Before PRIME Begins)
If concerns arise about a member’s effectiveness in a leadership role, the PRIME Manager must first engage in informal discussions with the member. The goal of this discussion is to identify challenges, offer support, and find solutions without escalation. However, if concerns persist despite informal discussions, the PRIME Manager may decide to issue a formal warning, triggering the PRIME process.
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Stage One – First Formal Warning
If the PRIME Manager determines that concerns have not been resolved, a first formal warning is issued. The warning must include an individualised Improvement Plan, detailing:
- Description of specific areas that require improvement.
- Length of the review period.
- Specific, measurable, achievable, relevant and time-bounded (SMART) objectives.
- Available support and mentorship.
- Details of how the formal warning can be appealed.
The PRIME Reviewer must review and endorse the formal warning before it is issued, including the length of the review period, which must be between one and three months. At the end of the review period, the PRIME Manager and Reviewer are to determine if the concerns have been addressed, and the process can be closed subject to the Sustained Performance Requirement section below.
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Stage Two – Second Formal Warning
If the member does not meet the improvement plan requirements, a second formal warning is issued which must include a revised Improvement Plan. The PRIME Reviewer must review and endorse the second warning before it is issued, including the length of the review period, which must be between one and three months. At the end if the review period, the PRIME Manager and Reviewer are to determine if the concerns have been addressed, and the process can be closed subject to the Sustained Performance Requirement section below.
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Stage Three – Final Warning & Removal Consideration
If the member fails to meet the expectations of the second improvement plan, the PRIME Manager and Reviewer may agree to:
- Issue a further warning if progress is evident but more time is needed.
- Proceed with or recommend removal, following the process outlined in the relevant role-specific bylaw.
The PRIME Reviewer must review and endorse any removal decision before it is enacted.
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Sustained Performance Requirement
If a member successfully completes their Improvement Plan, they must maintain the required level of effectiveness for eight (8) months. If performance declines again within this period, the process resumes taking into account formal warnings previously issued.
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Appeals
A member subject to the PRIME process may appeal to an Appeal Reviewer on the grounds that the process set out in this bylaw was not correctly followed, and within one week after the relevant decision is communicated to them. The Appeal Reviewer shall be defined in the bylaw governing the member’s role.
The Appeal Reviewer may determine whether part or all of the PRIME process was not followed. Where a procedural error is found, the Appeal Reviewer may rescind any formal warning or removal from post that resulted from that error. A finding that one stage of the process was not correctly followed does not automatically affect earlier stages unless those stages were also flawed.
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Applicability
The requirement to use PRIME for positions in the club is set out in the bylaws that establish those positions, along with the PRIME Manager and Reviewer.
PRIME does not negate the ability for members to be removed from position as a result of procedures outlined in other bylaws; for example being declared AWOL or being subject to a Tier 5 punishment under the Governing Rules About Violations, Investigations, And Tier Sorting.
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Implementation
The President is to provide guidance, via edict, on the content of a formal warning, including examples of good and bad SMART objectives.
Jack
STF President
3 February 2025