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Policy
All employees are employed at the will of PIC. However, PIC, through a supervisor or manager, may choose to correct or attempt to improve the performance or behavior of an employee without exercising the right to terminate the employee. In the event of such an election, the “at-will” status of the employee is not changed. The purpose of PIC’s disciplinary policy is to stop inappropriate behavior that interferes with the agency’s values, mission and goals.
Practice
PIC may take any appropriate disciplinary measure without prior notice. Supervisors are responsible for generating appropriate records of disciplinary actions and delivering those records to HR. Discipline may include the following actions that may be taken in any order:
Supervision Notes-
Supervision interactions with employees are documented. The supervisor completes documentation with a general overview of all relevant items discussed, reviews it with the employee, both parties sign the form and the supervisor forwards the form to HR to place in the employee’s personnel file. The supervisor may choose to keep a copy in a locked file for easy reference, but should forward the copies to HR if the employee transfers or separation occurs.
Verbal Warning
During an in-person meeting, the supervisor explains and discusses with an employee any violation of work rules or policies or poor work performance, the behavior or performance that is expected and any consequence of further violation or poor work performance. The supervisor completes an appropriate recording form, reviews it with the employee, both parties sign the form and the supervisor forwards the form to HR to place in the employee’s personnel file.
Written Reprimands
Prior to issuing a written reprimand, a supervisor will generally consult with their manager or HR to discuss the behavior and appropriate consequences. Supervisors will then complete their part of the Disciplinary Action Form that indicates the prohibited behavior or poor work performance in detail, times and dates of previous related disciplinary action, the behavior or performance that is expected in the future and the consequences of further violations or poor work performance. The final Disciplinary Action Form must be submitted to the manager or HR for approval. The supervisor then meets with the employee and discusses the Disciplinary Action Form. The supervisor allows the employee to make written comments if they choose. The document is then signed and dated by the employee and the supervisor and forwarded to the manager for review and then HR for review and placement in the employee’s personnel file.
Performance Improvement Plans
Performance Improvement Plans are designed to assist employees with improving their performance. A Performance Improvement Plan may be implemented in conjunction with discipline. Supervisors will consult with and obtain the approval of their manager or HR before completing a Performance Improvement Plan. A Performance Improvement Plan should indicate the specific performance or behavior improvement that is necessary and the consequences of failure to improve accordingly.
Performance Improvement Plans should be signed by the supervisor and the employee, copies kept by the employee and the supervisor and the original routed to the drafter’s supervisor or an Executive Director and then to HR to be filed in the employee’s personnel file. Employees who refuse to sign their Performance Improvement Plan should be treated as if they are refusing to improve their performance, which may indicate a need for further disciplinary action or termination.
Suspension
All notices of suspension must be in writing, signed by Executive Director. Notices should include the reason for the suspension and its duration. A copy of the Notice will be given to the suspended employee and the original placed in their personnel file. Disciplinary suspensions are without pay and an employee may not use leave benefits while suspended.
Termination
Termination will be conducted in accordance with Separation of Employment Policy #290.