Staff Misconduct

Frequently Asked Questions

• What are the disciplinary options available for staff employees?

  Discipline Options

  Informal Counseling: To correct minor deficiencies in conduct or to address a concern that has recently surfaced, the supervisor should conduct a discussion with the employee. The discussion should include a review of the problem, what improvement is expected of the employee and the impact the behavior is having on the department. The employee should be given an opportunity to explain the reasons for the conduct and offered suggestions for improvement. A follow-up email to the employee is helpful to reinforce the discussion and expectations.

  Verbal Reprimand: A verbal reprimand is recommended to address minor misconduct such as tardiness. Again, the supervisor should conduct a discussion with the employee. The discussion should include a review of the problem, what improvement is expected of the employee and why. The employee should be given an opportunity to explain the reasons for the conduct and offered suggestions for improvement. The employee should be issued documentation of the reprimand using the Verbal Reprimand Template. A copy of the verbal reprimand will be filed in the employee’s personnel file. A copy should also be given to the employee.

  Written Reprimand: A written reprimand may be issued due to the seriousness of an offense or if prior counseling has not corrected the misconduct. The template for a written reprimand should be used. The employee should be asked to sign the written reprimand, acknowledging receipt and understanding. In the event an employee refuses or prefers not to sign the document, appropriate notation should be made and initialed by the supervisor. A copy should also be given to the employee.

  An employee should be allowed to explain their actions and may provide a written response to the written reprimand. Both documents will be sent to the employee's personnel file. This employee’s response must be received by Staff and Faculty Relations within 30 calendar days of the reprimand.

  Suspension: A suspension may be issued if repetition of an offense occurs for which a written reprimand has been given, or if a violation of rules or policies occurs that is serious but for which dismissal is not appropriate. Prior to suspension, the department head and Dean/VP for the area must give approval for such action. Staff and Faculty Relations will obtain this approval and administer the suspension meeting where appropriate.

  The employee should be asked to sign the suspension, acknowledging receipt and understanding. In the event an employee refuses or prefers not to sign the document, appropriate notation should be made and initialed by the supervisor. A copy of the University Grievance Policy should be provided to the employee, if applicable. A copy of the suspension is placed in the employee’s personnel file. A copy should also be given to the employee.

  Termination: An employee may be terminated for repeated misconduct or certain rules violations. Prior to termination, the department head and Dean/VP for the area must give approval for such action for covered employees. Staff and Faculty Relations will obtain this approval and administer the termination meeting where appropriate.

  The employee should be asked to sign the termination, acknowledging receipt and understanding. In the event an employee refuses or prefers not to sign the document, appropriate notation should be made and initialed by the supervisor. A copy of the University Grievance Policy should be provided to the employee, if applicable. A copy of the termination is placed in the employee’s personnel file. A copy should also be given to the employee.

• What is the difference between a Performance Improvement Plan (PIP) and a Warning Notice of Substandard Performance (WNSP) (staff employees only)?

  A Performance Improvement Plan is a 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 PIP can be used for covered and uncovered employees.

  A Warning Notice of Substandard Performance 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 formal tool for covered employees.

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

• I am a supervisor. What type of documentation should I keep and what documentation is needed to discipline an employee?

  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.

• Are templates available for disciplinary actions?

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