Staff FAQs

The typical steps in the disciplinary process include oral reprimand, written reprimand, suspension and termination. The steps do not have to follow this order. For example, the first step in addressing an issue may be a written reprimand. Please contact Staff Relations to issue any of the reprimands listed above and to receive templates. 

Documentation is a vital part of the discipline process. However, supervisors are encouraged to keep notes on positives and negatives for each employee. If you conduct an informal coaching session with your employee, please document the date of the conversation and a summary of the discussion. It is advisable to supplement conversations with email summaries. Any complaints or other documentation on an employee’s behavior should be kept and shared with Staff and Faculty Relations as appropriate. All official disciplinary documents are stored in the employee’s official personnel file. 

Staff and Faculty Relations can share templates for oral and written reprimands with supervisors to aid in the disciplinary process. If you would like an electronic copy of these forms, please contact a Staff Relations. However, each new reprimand should be done in conjunction with Staff Relations to ensure consistency.

Performance review date, the employee is considered to have performed in a satisfactory manner and be a covered employee.

A Performance Improvement Plan is an informal tool to give an employee with performance deficiencies the opportunity to succeed. Specific goals are outlined for the employee and frequent meetings are scheduled for the employee and supervisor to discuss progress.

A Warning Notice of Substandard Performance includes outlines the job duties, objectives, and/or competencies included on the staff member's planning document that are considered to be at an "unsuccessful" or “unacceptable” level. It also gives an explanation of the deficiencies for each job function, objective, and/or competencies listed as well as actions to take to improve the noted deficiencies. The Warning Notice is a more formal tool and changes the employee’s next review date.

Please contact Staff and Faculty Relations to draft/issue a Performance Improvement Plan or a Warning Notice of Substandard Performance.

A PIP is typically developed after an overall “Improvement Needed” review or when an employee is struggling with one or more job functions or competencies.  A Warning Notice may be issued at the unsuccessful conclusion of a PIP or when performance is failing or unsuccessful in one or more job duties and/or competencies. Staff Relations can assist with PIPs. All Warning Notices must be issued in conjunction with Staff Relations.

A probationary period is the twelve-month period during which an employee is evaluated at initial hire into the State system to determine satisfactory performance and attainment as a covered employee.

A probationary period of twelve (12) months will be regarded as an integral part of the University's employment process. This probationary period shall be utilized by the supervisor for observing closely the employee's abilities and performance of the duties and responsibilities assigned to the position.

A trial period is the six-month period resulting from a promotion, transfer, reassignment, reclassification or demotion to any position in which the employee does not hold permanent status for the purpose of obtaining permanent status in the classification.   Personnel actions resulting in the employee moving to a trial status may include:  promotion, demotion, reassignment, transfer and reclassification.

Probationary and trial status employees are not covered employees. This means that they are not covered by certain policies, like the grievance policy and do not have the same rights, according the policy, as covered employees. For performance or behavioral concerns on trial or probationary employees, please contact Employee Relations immediately.

Performance concerns that also involve a health issue(s) should be referred to Staff and Faculty Relations.

The Employee Assistance Program (EAP) is a resource that is provided by Clemson University through our current vendor, Deer Oaks. It focuses on providing resources such as counseling to enrich both employees’ work and home lives. 

The Employee Assistance Program (EAP) is available to all employees, their dependents and anyone living in their household. Upon separation from the University, the benefit continues for six months.

The Employee Assistance Program (EAP) offers a wide array of services from assisting employees with finding childcare to some free legal services. For more information on these offerings, please watch the welcome video on the EAP website or contact a Staff Relations Manager.

Employees who occupy a safety sensitive role for the University are subject to the random drug testing pool and our subject to pre-employment testing. Employees in a safety sensitive can either be in a position that requires the employee to maintain a commercial driver’s license (CDL) or works within Clemson University’s police, fire, and EMS departments. 

The hiring manager should contact a member of the Employee Relations Team, to request a pre-employment drug screen. 

If the employee is subject to the Drug and Alcohol Testing Policy, follow the steps outlined in the Drug and Alcohol Testing Guidelines and contact a Staff Relations Manager.

If the employee is not subject to the Drug and Alcohol Testing Policy, you should alert your supervisor or a member of the Staff Relations Team immediately of the suspected use of drugs and/or alcohol. Please remember that CUPD or your local law enforcement is a resource that is also available if you feel that you or the employee is in danger of being harmed.

Applicants for safety sensitive roles are subject to pre-employment testing and are placed in a random testing pool if hired. Employees deemed safety sensitive are either be in a position that requires the employee to maintain a commercial driver’s license (CDL) or works within Clemson University’s police, fire, and EMS departments. Employees who do not fall into the safety sensitive designation are not drug tested at this time.

Depending on the concern, you can reach out to a member of the Staff Relations team. If the concern is more appropriately handled within a different area on campus i.e. Office of Access and Equity, Faculty and Staff Relations will work with the employee through the transition of offices.

You may reach out to a member of Staff and Faculty Relations to discuss your concerns. You may also inform your chain of command. Depending on the situation, the employee may be referred to the Office of Access and Equity or another department on campus in order to best address the situation at hand. Staff and Faculty Relations can assist in referrals and ensuring your situation or question is handled appropriately.

You may reach out to a member of Staff and Faculty Relations to discuss your concerns. You may also inform your supervisor. Staff and Faculty Relations can assist in referrals and ensuring your situation or question is handled appropriately. Other offices available to assist in reporting include the Office of Access and Equity, Internal Audit (on-line, anonymous reporting option), or Ombudsman.