THE DISCIPLINARY PROCESS
OVERVIEW
Good communication between all members of the work team is one of the most critical aspects of creating and maintaining a positive, productive work environment.ÌýÌýÌýA supervisor should insure that each employee is aware of the standards and expectations for the employee's position, as well as the work standards,ÌýandÌýÌýthat apply to employees in that department and to all of ÌÇÐÄVlog.Ìý
A continuous flow of open communication between supervisors and employees is essential to a healthy workplace.ÌýÌýAs soon as a supervisor becomes aware of a problem, the supervisor should bring it to the employee's attention so that it can be resolved at the earliest possible opportunity.ÌýAddressing a problem as soon as it is apparent is always a positive step for both the supervisor and the employee.ÌýÌýIt allows the supervisor to establish that the behavior or performance is not acceptable, gives the employee the guidance and direction to make a positive change and correct the situation, and helps to prevent future performance and disciplinary problems.
Disciplinary measures should be utilized in an attempt to correct the deficient behavior and should be constructive and consistent.ÌýÌýThe employee should always be given an opportunity to explain their actions, either verbally or in writing.ÌýÌýDisciplinary action shall only be taken forÌýjust cause.ÌýÌýBefore taking disciplinary action, a member of the Employee Relations Services team will work with the supervisor to determine if: (1) the employee had notice that the behavior is not acceptable; (2) the offense is job-related; (3) the offense has been investigated and there is reasonable belief that there is proof of misconduct; (4) the proposed discipline is consistent with past practice; and (5) the severity of the discipline is appropriate.ÌýÌýIf disciplinary action is warranted, it may be either progressive or cumulative discipline.ÌýÌýProgressive discipline means that the employee is subject to progressively more severe forms of discipline for continued violations of the same standard of conduct.ÌýÌýCumulative discipline means that prior disciplinary action may be used to determine the severity of the current disciplinary action, even though prior offenses were for a violation of a different standard of conduct.
NOTE: In order to insure fairness and consistency in our approach to correcting problems, supervisors should call a member of theÌýEmployee Relations TeamÌýprior to taking disciplinary action.
ORAL REPRIMAND
Oral Reprimand is the least severe form of formal discipline. Prior to the Oral Reprimand, the supervisor should meet with a member of the Employee Relations Services team to discuss the situation and determine the appropriate course of action. A
Record of Oral Reprimand Form
should be completed and the supervisor should have a meeting in private with the employee. The supervisor should inform the employee that this is an oral reprimand; should cite the specific standard of conduct being violated; explain the necessary corrective action; and advise the employee of possible future action if the problem is not corrected. The supervisor should have the employee sign the oral reprimand form to acknowledge receipt, not agreement with the action, and should send a copy to Employee Relations for inclusion in the employee's personnel file.
WRITTEN REPRIMAND
A written reprimand is a more severe form of discipline.
Prior to the written reprimand the supervisor should meet with a member of the Employee Relations Services team to discuss the situation and determine the appropriate course of action.
Employee Relations will assist the supervisor in preparing and writing the written reprimand.
The supervisor informs the employee in writing of the specific offense(s) warranting disciplinary action and states in the written reprimand that further disciplinary action may occur if the problem is not corrected.
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The supervisor should meet in private with the employee to discuss the disciplinary action.
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The supervisor should inform the employee that this is a written reprimand; should cite the specific standard(s) of conduct being violated; explain the necessary corrective action; and advise the employee of possible future action if the problem is not corrected.
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The supervisor should have the employee sign the written reprimand to acknowledge receipt,
not agreement with the action
, and should send a copy to Employee Relations for inclusion in the employee's personnel file.
SUSPENSIONS
A suspension is a severe form of discipline usually following one or more written reprimands or as a result of a very serious offense.
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Suspension is an action taken by the University to temporarily relieve the employee of duties and place the employee on leave without pay.
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Prior to the proposed suspension the supervisor should meet with a member of the Employee Relations Services team to discuss the situation and determine the appropriate course of action.Ìý
Employees receive written notice of a suspension from the President, Provost or Vice President to whom the employee reports.
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The notice shall include the specific action taken, the specific offense for which the employee is being suspended; the reason for the suspension; the dates of the suspension; the consequences if the offense is repeated; and the right to file a grievance
. The supervisor should have the employee sign the suspension to acknowledge receipt,Ìý
not agreement with the action
, and should send a copy to Employee Relations for inclusion in the employee's personnel file.
TERMINATIONS
Termination is the final and most severe form of discipline.
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Prior to the proposed termination the supervisor should meet with a member of the Employee Relations Services team to discuss the situation and determine the appropriate course of action.
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Employees receive written notice of a termination from the President, Provost or Vice President to whom the employee reports.
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The notice shall include the specific action taken, the specific offense for which the employee is being terminated; the reason for the termination; the effective date of the termination; and the right to file a grievance
.
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The supervisor should have the employee sign the written reprimand to acknowledge receipt,Ìý
not agreement with the action
, and should send a copy to Employee Relations for inclusion in the employee's personnel file.