guide to employee conduct & consequences “guide” supervisory training effective march 15,...

Guide to Employee Conduct & Consequences “Guide”

Supervisory TrainingEffective March 15, 2013

Guide to Employee Conduct & Consequences

General Overview:

The new Guide is a resource document to advise supervisors and bargaining employees regarding employee misconduct and potential consequences

The Guide is not intended to cover every conceivable infraction

The Guide is subject to the terms of the Exempt and Nonexempt Memoranda of Understanding (MOU) and University policy, applicable to employee discipline

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Guide to Employee Conduct & Consequences

Management Responsibilities Managers and Supervisors have certain responsibilities

with regard to discipline, such as:

− Provide your workforce with a safe, secure and non-disruptive atmosphere,

− Establish and follow policies and reasonable workplace rules and regulations; and,

− Apply them fairly and consistently

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Guide to Employee Conduct & Consequences

Purpose of Discipline What does discipline accomplish?:

− To correct behavior− To punish− To discourage repetition of conduct− To persuade an employee to do their job; when other attempts have failed− To maintain orderly operations− To remove the disruptive employee from the workforce; when all other

alternatives have failed

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Guide to Employee Conduct & Consequences

What’s the Harm in Not Disciplining?

The main reasons include:

Impact on employees who don’t violate the rules Demoralizes employees who do what they are supposed to do Others have to pickup the workload

Gives an employee the false impression that your directions, policies and other regulations can be ignored

Insures continuation of repetitive and problematic behavior

Creates disharmony and disruption within the workgroup

Precludes ability to discipline later for the same or more serious infractions without resulting in allegations of favoritism, discrimination or “unfairness”

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Guide to Employee Conduct & Consequences

Common Terms and Definitions

Coaching Mitigating Factors Aggravating Factors Facts Management Representative Weingarten Rules Progressive Discipline

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Guide to Employee Conduct & Consequences

Coaching

Coaching is part of the day-to-day interaction between a supervisor and an employee who reports to him/her

Is non-disciplinary in nature

The goal of coaching is to verbally communicate to the employee a behavior or performance expectation in order to engage their support and compliance

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Guide to Employee Conduct & Consequences

Mitigating Factors

Circumstance(s) or factors that do not necessarily excuse the behavior, but should be considered in determining whether to reduce the consequence associated with the offense.

In other words, information that should be kept in mind when making a decision.

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Guide to Employee Conduct & Consequences

Mitigating FactorsExamples can include, but are not limited to:

Provocation Weather Involvement of others who might have contributed to the

situation Impact Compelling circumstances e.g. family considerations, etc.

(reasonable person standard)

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Guide to Employee Conduct & Consequences

Aggravating FactorsAre relevant facts and circumstances that increase the severity or blame on the part of the employee involved. Examples include:

• Wantonly offensive behavior or actions• Intentional acts• Actively and disrespectfully challenging supervisory

instructions• Making threats or using coercion or physical violence• Using abusive language or making malicious statements

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Guide to Employee Conduct & Consequences

FactsJust the facts Ma’am, just the facts…” (Det. Joe Friday, Dragnet, circa 1950’s)

A thing that is indisputably the case, or information that can be used to support a statement or claim.

Facts can only be supported by direct knowledge or information based on real occurrences, such as: Who, What, When, How, Where and, whenever possible “eye witness” testimony/statements.

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Guide to Employee Conduct & Consequences

Management Representative

This is … You !!!

The person with the defined authority and responsibility to carry out the requirements of the job; and, who will be expected to do so.

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Guide to Employee Conduct & Consequences

Management Representative

Should have knowledge of an incident by virtue of their position and is responsible for taking appropriate action, such as:

Investigate and resolve Report to Sr. Manager, Director and FM HR Document the incident

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Guide to Employee Conduct & Consequences

FM HR Staff Relations Role

Act as a resource to Managers/Supervisors

Monitor the application of any policies, laws or MOU provisions that should be considered

Maintain awareness of what is going on in other areas of FM and the campus, in order to help ensure equity and consistency

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Guide to Employee Conduct & Consequences

Weingarten Rights

The “Right to Representation.” In certain limited circumstances an employee is entitled to have a union representative present during a discussion with management.

Bargaining unit employees have the right to request the presence of a union representative at an investigatory interview that could result in discipline.

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Guide to Employee Conduct & Consequences

Weingarten RightsSteps:

1. When such requests are made immediately discontinue having any further discussion with the employee.

2. Contact FM-HR to obtain further guidance.

3. Issue any documents as needed without further discussion.

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Guide to Employee Conduct & Consequences

Progressive Discipline

Is a system of discipline where the consequences increase upon repeat occurrences

May not begin at the lowest step, depending on the circumstances and facts of each situation

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Guide to Employee Conduct & Consequences

Progressive Discipline

Under the new Guide potential disciplinary consequences include:

Oral Reminder – Lowest form of progressive discipline– Minor infractions that are the least disruptive to others

Written Reminder/Letter of Reprimand – Increasingly progressive discipline– Used when prior warning has already been given, or – To address more severe first time problematic behavior.

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Guide to Employee Conduct & Consequences

Progressive Discipline

1- 5 Day Disciplinary Suspension

A progressively more severe form of discipline

Used when the supervisor has made a concerted effort to address repetitive and inappropriate behavior or;

When the behavior is so objectionable that it warrants immediate correction

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Guide to Employee Conduct & Consequences

Progressive Discipline Discharge

Removal of the employee from University service

Note:

All suspensions and terminations must be reviewed and approved by your Director; in consultation with FM Human Resources

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Guide to Employee Conduct & Consequences

Progressive Discipline

Steps:

Thoroughly investigate the incident in order to determine the facts.

Meet with the employee privately to remind them of any prior coaching sessions regarding the same and/or similar behavior.

a) describe the inappropriate behavior b) what changes are required c) the consequences for failing to improve

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Guide to Employee Conduct & Consequences

Progressive Discipline

Obtain approval from your immediate supervisor of the disciplinary action taken

Present the employee with a signed copy of the document

Provide copies to FM Human Resources immediately following issuance to the employee

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Guide to Employee Conduct & Consequences

Forms & Records

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Infraction RecordTime and AttendanceException Form

Disciplinary Exception FormOral ReminderWritten Reprimand

Guide to Employee Conduct & Consequences

Infraction Record

An employee’s infraction record consist of 5 parts:

1. Employee Name, Department/Unit2. Time and Attendance Exceptions Record3. Medical Certification Requirement Record4. Disciplinary Exceptions Record5. Additional Comments

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Guide to Employee Conduct & Consequences

Time and Attendance Exception Form

Used to document the following:

Tardiness: Less than 60 minutes – three (3) maximum per calendar year

Unscheduled Absence: Unscheduled absences of 60 minutes or More – three (3) maximum per calendar year.

Employees are allowed to use a Time & Attendance Exception of 60 minutes or More to cover a tardiness of 60 minutes or less to the extent that it is available and the employee has accrued leave for its use; however, such occurrences must be documented by the supervisor using the disciplinary exception process.

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Guide to Employee Conduct & Consequences

Disciplinary Exception Form

Depending on the specific facts of a given situation, it may be appropriate to refrain from issuing discipline

When this occurs, supervisors are expected to document these exceptions

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Guide to Employee Conduct & Consequences

Disciplinary Exception Process

Steps:

1. Meet with employee to discuss incident

2. Based on the facts and mitigating circumstances involved, decide whether to submit and approve a disciplinary exception on behalf of the employee

3. Submit form to the Department Head for review and approval.

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Guide to Employee Conduct & Consequences

Disciplinary Exception Process

4. Forward approved Disciplinary Exception Form to FMHR for review, concurrence and return to originating department supervisor

5. Distribute approved form to the employee and maintain copy in departmental files

Supervisors and Managers are expected to document all disciplinary exceptions

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Guide to Employee Conduct & Consequences

Oral Reminder Form– Minor events, that have minimal impact on the workplace

Written Reprimand– Repetitive or severe incidents

All Oral and Written Reminders should be documented and filed in department files; with a copy to FMHR

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Guide to Employee Conduct & Consequences

Suspensions

When the Oral Reminder and/or Written Reprimand are unsuccessful, or in cases where the employee’s conduct or performance has an immediate or major impact, a Suspension may be warranted

Suspensions must be presented to the employee within 3 working days of the event.

Disciplinary suspensions will not be issued without review and approval of the Director, in consultation with FM HR.

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Guide to Employee Conduct & Consequences

Suspension

Steps

1. Provide detailed statement of the event, to include all the relevant facts.

2. The day of incident submit the statement of facts to your Director and FM HR for review and approval

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Guide to Employee Conduct & Consequences

Suspension

3. Once the Director has approved the suspension FM HR will prepare the suspension document and notify the supervisor when it is ready

4. Review and provide a copy of the document to the employee after obtaining their signature.

5. Return a signed copy of the document to FM HR.

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Guide to Employee Conduct & Consequences

Discharge

The consequence of last resort that is used after:

Repeated counseling, written reprimand and/or a suspension

There has been a gross violation of policy, procedure, substantial financial impact or,

The behavior presents a significant safety risk to the individual or others

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Guide to Employee Conduct & Consequences

DischargeSteps

1. Provide a detailed statement of the event to include all the relevant facts

2. The day of incident submit the statement of fact to the Director and FM HR for review and approval

3. Once the Director has approved the discharge, FM HR will prepare and forward the documents for approval to University Human Resources (UHR).

Once the discharge is approved by UHR, FM HR will notify the Supervisor to discuss next steps.

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Guide to Employee Conduct & Consequences

General Considerations

Remember, one’s perception regarding an event, does not make it a fact. Determine the facts first, before taking disciplinary action.

Always meet privately with the employee to discuss problematic behavior and concerns.

Inappropriate conduct should be addressed by progressive discipline.

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Guide to Employee Conduct & Consequences

Consider mitigating/aggravating circumstances such as:

• History of prior discipline for the same or similar infraction,• Overall disciplinary record,• Probation status,• Whether a safety hazard was created by the action, • Whether there was a financial loss as a result of the conduct,• Whether the work of others was delayed; and,• The totality of the circumstances involved

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Guide to Employee Conduct & Consequences

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• Don’t wait until you are fed-up to take disciplinary action. Address problems when they occur.

• Apply rules and consequences equitably and consistently without discriminatory or retaliatory intent.

• Provide adequate warning before taking disciplinary action; except when the conduct does not require prior warning

• Be clear regarding conduct and performance expectations

• Don’t make idle or veiled threats regarding discipline

• Provide and review a copy of the Guide to all new employees

Guide to Employee Conduct & Consequences

Frequently Asked Questions(FAQ)

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Guide to Employee Conduct & Consequences

Have all workplace rules and policies been replaced by the new Guide?

Rules governed by University policy, the MOU and other workplace rules such as time and attendance procedures remain unchanged.

If questions arise that are not specifically referenced in the Guide contact FM Staff Relations.

Will disciplinary actions that occurred prior to March 15 still apply?

Yes – if the action is still active on the employees record then it still applies for the purpose of progression. Refer to the employees prior infraction record.

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Guide to Employee Conduct & Consequences

What happens if I elect to take no action at all?

In the event you elect not to take disciplinary action, you must complete and submit a Disciplinary Exception Form for approval.

What happens if I elect not to report an incident or use the disciplinary exception process?

Supervisors found to be in violation of the rules will be subject to disciplinary action.

Will the timelines for issuing disciplinary and suspension actions still apply?

Yes – all disciplinary actions must be issued to the employee no later than 10 days from the date of incident. Suspension actions must be issued within 3 days from the date of incident.

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Guide to Employee Conduct & Consequences

If you have additional questions, contact:

Your Manager/Supervisor

FM Human ResourcesSharon Simmons, Assistant Director – X58937

Nancy Yeroshefsky, Associate Director – X53284

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