Procedure no. III-3a
Effective date: 01/01/2005
Related Policy: III-3
To detail the steps necessary to provide employees with an opportunity to improve performance and meet standards of conduct.
For Staff: Supervisor and Employee Relations
Supervisors are responsible for assisting employees in attempting to achieve acceptable performance through Positive Corrective Action. Supervisors may take corrective action in the form of a verbal warning without consultation from Employee Relations. All other corrective actions, including written warning, suspension or termination, should be completed in consultation with an Employee Relations representative. Supervisors are expected to do the following in assisting employees in attempting to achieve acceptable performance:
- Supervisors are responsible for giving employees on-going feedback concerning their performance.
- In the event that an employee's performance is unacceptable, supervisors are responsible for notifying the employee of the desired performance immediately.
- Supervisors are expected to discuss the specific areas of performance that are unacceptable, and focus on expected performance behaviors or results.
POSITIVE CORRECTIVE ACTION
Verbal Warnings, Written Warnings and Suspensions
- Once a supervisor determines that an employee should be entered into Positive Corrective Action, the Positive Corrective Action Form must be completed prior to conducting a face-to-face corrective action meeting with the employee. If the corrective action is a written warning or suspension, the supervisor will conduct the meeting with the employee in the presence of the Employee Relations representative, or another supervisor if the Employee Relations representative is not available.
- By the conclusion of the meeting with the employee, the supervisor will have an action plan for resolution of the stated performance issues and specify that information on the form. The form should also include the necessary time frame for completion. If the corrective action is a written warning or suspension, the form should also state that termination is likely if the employee continues to demonstrate unacceptable performance for the same or different reason during the assigned time frame.
- After the meeting, the supervisor is responsible for providing a copy of the positive corrective action form to the employee and forwarding a copy of the form to the Employee Relations Office.
Successful Completion of Corrective Action
If the employee successfully completes the positive corrective action in the time frame given, the supervisor is to write a memo of acknowledgement to the employee and complete the appropriate section of the form. Included in the memorandum will be notification that if there is a repeat occurrence of unacceptable performance for the same or different reason, positive corrective action will continue at the level that most appropriately addresses the stated performance issues. The supervisor will give a copy of the acknowledgment memo to the employee and forward a copy to the Employee Relations Office.
Unsuccessful Completion of Corrective Action
If the employee does not successfully complete the corrective action in the time given, the supervisor is responsible for initiating the most appropriate corrective action that addresses the continued performance issues. The supervisor will conduct a second positive corrective action meeting with the employee in the presence of the Employee Relations representative or another supervisor if the Employee Relations representative is not available.
Types of Suspensions
- In cases in which an employee has engaged in acts of violence or other disruptive behavior(s), the supervisor should notify Employee Relations that an employee is being suspended immediately to ensure the safety of others even if immediate termination is appropriate. If the employee resists the suspension, the supervisor should contact Protective Services to escort the employee off campus.
- In addition, suspensions may also be necessary in situations to permit the university time to conduct an objective and factual review of other forms of unacceptable performance or misconduct. The supervisor is to advise the employee that an investigation is being undertaken, the reason for the investigation and document the reason(s) on the form. The employee should be provided with a copy of the form and a copy should be forwarded to the Employee Relations Office. The employee should also be informed that termination may occur after suspension if review and consideration of the circumstances indicate that termination is warranted.
- If it is decided that termination is the warranted positive corrective action, the supervisor should consult with Employee Relations prior to the termination.
- The positive corrective action form should be completed prior to the termination meeting and include a description of the unacceptable performance or misconduct. The termination will be effective on the date of notification. Normally, the supervisor will conduct the termination meeting in the presence of the Employee Relations representative or another supervisor if an Employee Relations representative is not available. In the meeting, the supervisor is responsible for specifying why the termination was necessary and forwarding a copy of the form to the employee and to the Employee Relations Office. All keys, passes, identification cards, and university property should be collected.