Contract renewal process

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During this process, it is decided whether the colleague receives an extension of his or her employment contract. The process consists of two parts which eventually lead to an outcome.

Part 1 - Gathering input on contract extension

When a contract is nearing its end (about one to two months before the end date on the contract), the contract extender will ask for input from different roles.

  • Circle Lead (CL): The CL is able to comment on role fit for the role(s) that the colleague was hired to fill. Next to that, the CL can estimate if the roles will remain valuable for the future of the organization;
  • HR legal document provider: This role indicates whether any official warnings were sent to the colleague in question;
  • Interventionist: This role indicates if the colleague currently has a process to improve how they function in their roles (improvement process);
  • Preventive care and reintegration mentor: This role indicates if there is frequent absence and/or absence that influences the stability of the circle and therefore the organization.

The above-mentioned roles give their advice and information to the contract extender. Using this information, the contract extender decides if the process should proceed to part 2 or if the contract will not be extended based on the information received. During this, the contract extenders handle this decision in the best interests of the company. If a decision not to extend a contract is made, the colleague in question will be informed. Next, the direct colleagues of the colleague in question will also be informed.

Due to privacy reasons, there are situations when the contract extender cannot always give details as to the reasons behind this decision. It can also be the case that the contract extender doesn’t have any explanations from the above-named roles other than the advice not to extend the contract. This is also due to our colleagues’ privacy. We rely on everyone’s trust, expertise, and willingness to work toward our shared purpose as we work to make sure the right people are in the right places.

Part 2 - renewals review by peers

When the input gathered in part 1 doesn’t lead to a decision not to extend the colleague in question’s contract, then part 2 of the process will be followed. A contract meeting will be planned with 5 colleagues that the colleague in question nominates, including the Circle Lead and that are best able to evaluate the actual work you do. During this meeting, the contract extender will indicate if there is any input from the roles that they spoke to in part 1 of this process. Next, the 5 nominated colleagues will give feedback according to the values of our Value model. This feedback combined with any feedback received in part 1 will lead us to make a decision as to whether or not the colleague in question’s contract will be extended or not.

The feedback is documented in a feedback form during part 2. After part 2 the contract extender contacts the colleague to communicate the outcome. One or two colleagues who were present at the session provides the substantive feedback.

Check out the flow chart below for a quick overview.