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Disciplinary Action Policy

Discipline: Purposes . The program also ensures employees receive notice prior to dismissal or demotion.. The University's disciplinary procedures provide supervisors a method of disciplining employees for:Unsatisfactory Job PerformanceUnacceptable Personal Conduct . Policy Considerations

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Disciplinary Action Policy

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    1.

    3. Discipline: Purposes The program also ensures employees receive notice prior to dismissal or demotion.

    4. Policy Considerations Supervisors should contact HR prior to initiating formal disciplinary action. Disciplinary actions are time sensitive and should be acted on promptly and within accordance of Policy #78

    5. Discipline: How to Obtain Information The policy is available online and with the Office of Human Resources. New employees are informed in orientation. Supervisors are trained in MASE, workshops, and individual sessions. The campus is notified when changes occur.

    6. Covered Employees Career state employees Individuals employed for at least 24 months Employees between completion of probationary period and career status The probationary period is 6 months.

    7. Basis for Disciplinary Action

    8. Types of Disciplinary Actions

    9. Types of Disciplinary Actions Written Warnings Written Warnings are the most common form of disciplinary action. Be sure to contact Human Resources before issuing a Written Warning or any other disciplinary action. A Written Warning should include: Specifics about the situation Specific expectations and timeframes Consequences for not correcting the situation Dates for follow-up. Statement of appeal rights, if applicable

    10. Pre-Disciplinary Conference

    11. Pre-Disciplinary Conference Guidelines: Provide the employee with written notice of the upcoming conference. Allow at least business day between the Pre- Disciplinary Conference and the Disciplinary Action. Provide written notice of the impending Disciplinary Action during the conference. This notice should be specific enough to alert the employee about the situation. Provide an opportunity for the employee to respond.

    12. Pre-Disciplinary Conference

    13. Disciplinary Actions After Conference Document the action in writing. The document should include: Reason for the action Effective date Appeal Rights If the decision is to dismiss, provide the document (mentioned above) in person or send via certified mail. For unsatisfactory job performance, the effective date for dismissal should be no later than 14 calendar days after notice.

    14. Investigatory Placement With Pay This is NOT a disciplinary action. Investigatory Placement with Pay allows supervisors time to: Investigate the situation Schedule and conduct pre-disciplinary conference, if necessary Avoid workplace disruption and preserve a safe work environment

    16. Grievance: Purpose

    17. Grievance: Covered Individuals Covered Individuals Include: Career SPA employees (employed 24 months) Former State Employees (for specific issues) Applicants for State Employment (for specific issues). Any SPA State employee (for specific issues)

    18. Grievance: Policy The Grievance Procedures outlined here are not to be used for the following purposes: complaints regarding overall performance approval ratings the amount of any performance increase or a failure to receive a performance increase

    19. Grievance: Policy

    20. Grievance: Policy (continued) Matters of inherent management rights not subject to appeal except in cases of discrimination or constitutional violations. Examples include: Functions of the department Standards of service Staff assignments Use of technology Resolution is required within 120 days.

    21. Grievance: Procedure Overview

    23. Grievance: Procedures Overview Step One Summary Employees submit the grievance in writing within 15 days to the supervisor. Supervisor discusses the grievance with the employee within the next 10 working days. Supervisor issues a Step One written decision within the next 5 days.

    24. Grievance: Procedure Overview Step Two Summary If the Step One decision is unsatisfactory to the employee, he/she may appeal to the next level supervisor within 5 days. Following discussions with the employee, the supervisor issues a Step Two decision. The decision is forwarded to the VC and Director of Human Resources within 10 days.

    25. Grievance: Procedure Overview Step Three Summary If the Step Two decision is unsatisfactory to the employee, he/she may appeal to the Director of HR within 5 days. The Director of HR will form a Grievance Committee and set dates for a hearing. The committee will hear evidence and submit findings to the Chancellor within 10 days following the hearing. The Chancellor has 15 days with which to make a decision.

    26. Grievance: Procedure Overview Step Four Summary The employee may file an appeal to the State Personnel Commission within 30 days following the Chancellors decision. The appeal is filed with the Office of Administrative Hearings (OAH).

    29. Discrimination Special Provisions Complaints based on age, gender, race, color, national origin, religion, creed, political affiliation, disability may appeal directly to State Personnel Commission (within 30 calendar days).

    30. Exception for Sexual Harassment An employee alleging sexual harassment may bypass any step that involves interacting with the alleged harasser. Grievances involving sexual harassment should be reported to the Office of Equal Opportunity and Diversity Programs.

    31. Inaccurate or Misleading Information in Personnel File Any employee regardless of length of service may file a grievance regarding this. Any employee may examine his or her personnel file upon request.

    32. Congratulations! You have reached the end of this presentation. For details on the policies mentioned in this presentation, please see the web links contained in this module, or contact the Office of Human Resources at extension 7218.

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