Clemson University's policy on discipline has been created to encourage the use of informal counseling and progressive disciplinary measures to correct behavioral related issues effecting job performance.  Disciplinary and/or corrective action is normally imposed on a progressive basis and includes consultation with the Clemson University Office of Human Resources.  Steps may be omitted or repeated depending on the frequency, severity and/or nature of the action in question.  The progressive discipline matrix outlines the offenses and job deficiencies with the appropriate disciplinary action.   Progressive discipline and/or corrective action may not be imposed in situations involving serious misconduct.  Cases of serious misconduct may result in immediate termination of employment.

Employees are informed of the University's Discipline and Grievance policy and procedures during new employee orientation and through the Clemson University Personnel Policies and Procedures Manual. http://www.clemson.edu/HUMANRES/PandP/policies_and_proccedures.htm

The normal disciplinary process is outlined below.  For more detailed information, please visit the online Personnel Policies and Procedures Manual.

Oral Reprimand - The initial action in the application of progressive discipline is the oral reprimand. The supervisor may meet with the staff member and/or the appropriate administrative channel to discuss the offense, and outline the appropriate corrective action.  The staff member should be made aware that this is the first step in the disciplinary process and that failure to correct the performance or offense may result in further disciplinary action.  Oral reprimands are documented with a formal letter to the employee. A copy of this document should be made available to the staff member. The official document is reviewed and forwarded to the Office of Human Resources. Sample Letter: Documentation for oral reprimand.

Written Reprimand - The second step in the disciplinary process is the written reprimand.  The supervisor, in consultation with a representative of the OHR, initiates a written warning and discussion.  If, because of the seriousness of the first offense, if the employee has repeated the first offense covered by the oral reprimand, and/or the supervisor determines that a written reprimand is warranted, the following action should be taken.  The reprimand may be in letter or memorandum form and must specify details of the employee's conduct.   A copy of the written reprimand must be reviewed by and forwarded to Employee Relations and Assistance Programs in the Office of Human Resources.

Suspension - Employee Relations will recommend a course of action based on the current issue and past incidences. The seriousness of the offense will determine the length of the suspension.  All suspensions are without pay.  Vice Presidents or their designees are authorized to effect suspensions.  A written summary of the case will be prepared by the supervisor, reviewed by the department head, and submitted to the Vice President or his designee prior to taking any action.  The appropriate Vice President or his designee will review the details of the case and, if necessary, meet with the employee to provide an opportunity to respond to the charges. The Vice President or designee will then consult with Employee Relations to develop and authorize a letter of suspension if warranted.  The suspension letter will be signed by the Vice President or his designee. Prior to the delivery of the letter, a pre--disciplinary meeting is scheduled to provide an opportunity for the employee to provide additional information. If no relevant documentation is provided then the disciplinary action is imposed and the letter given to the employee with a copy to Employee Relations to be placed in the employee's permanent file.  Normally, periods of suspension should not exceed a maximum of thirty (30) working days.
 

Termination - This the most serious disciplinary action and should be taken only after a careful review of the case.  An employee may be terminated due to the frequency or serious nature of misconduct. Please note that very serious offenses may be cause for immediate termination without prior progressive disciplinary steps.  Vice Presidents or their designees are authorized to effect terminations.  A written summary of the case with all previous disciplinary steps must be prepared by the supervisor, reviewed by the appropriate administrative channel or designee and forwarded to Employee Relations prior to any disciplinary action being taken. The Vice President or his designee will review the case and, if necessary, meet with the employee to give the employee an opportunity to respond to the charges.  The Vice President or designee will then consult with Employee Relations to develop and authorize a letter of termination if warranted.  The termination letter will be written and signed by the Vice President or his designee. Prior to the delivery of the letter, a pre-disciplinary meeting is scheduled to provide an opportunity for the employee to provide additional information. If no relevant documentation is provided then the disciplinary action is imposed and the letter given to the employee with a copy to Employee Relations to be placed in the employee's permanent file.

The supervisor or department head should compile a complete copy of all of the documentation, which leads to the termination including a draft termination letter, and submit it to the Office of Human Resources. Pay for accrued annual leave due an employee at the time of termination will be paid with the employee's check.

Suspensions and terminations are grievable actions under University policy.  Information on grievance policy and procedure are available on the website. http://www.clemson.edu//HUMANRES/PandP/g.htm