62 CORRECTIVE ACTION - Professional and Support Staff
A. REFERENCES
PPSM 62 - Corrective Action - Professional and Support Staff
B. POLICY
1. Informal Resolution. Managers and supervisors are strongly encouraged to use various informal means of addressing and resolving employee performance or conduct deficiencies at the earliest possible stages. When possible, informal resolution should be based on discussions between the employee and supervisor regarding their mutual interests in a collaborative process. Attempts at informal resolution do not constitute corrective actions.
a. Oral Counseling. Supervisors and managers may orally counsel employees regarding conduct and performance deficiencies and expectations. Oral counseling should advise employees that corrections or improvements in performance or conduct must occur to avoid formal corrective action or termination. Oral counseling provides the supervisor with the opportunity to address concerns as soon as they arise in employee conduct or performance. Managers and supervisors are responsible for providing assistance and guidance to employees, for the purpose of resolving employee performance or conduct issues at the earliest possible stage. Such assistance may include referral to the Employee Assistance Program in Human Resources (ASAP), the Ombuds Office, Human Resources' mediation program or Labor and Employee Relations.
b. Letters of Concern. Supervisors and managers may write letters or memoranda advising employees of the need to address performance or conduct deficiencies. Letters of concern shall offer advice and assistance to the employee whose performance or conduct requires improvement. Letters of concern are not considered corrective action because they do not state the probable adverse consequences or actions which may be taken for the employee's failure to correct or improve performance or conduct. Employees may respond in writing to letters of concern.
2. Corrective Action. If attempts at informal resolution do not correct or improve the employee's performance or conduct deficiencies, or, for more serious issues in which informal resolution may be inappropriate, managers and supervisors shall take formal corrective action to address the deficient conduct or performance of staff. Prior to taking any formal corrective action, supervisors and managers shall review the need for corrective action with the Labor Relations Office. All formal corrective actions are subject to review under the Complaint Resolution Policy. Therefore, all written notices of corrective action shall include a statement advising staff of their right to request such a review.
a. Written Warning. A warning letter is the first level of corrective action. Warning letters to employees shall state the specific areas which require correction or improvement, the actions which must be taken by the employee to correct or improve performance or conduct, and the probable adverse consequences, including more serious corrective actions or termination, which may occur if the employee does not correct or improve performance or conduct deficiencies.
b. Notice of Intent for Serious Corrective Action. Actions such as demotion, reduction in salary and suspension shall be preceded by at least one written warning, unless the employee's conduct or performance deficiency is so serious that a prior warning is not reasonably required. Other than written warnings, all corrective actions require a written notice of intent to take a corrective action, with an opportunity for the employee to provide an oral or written response within eight calendar days following the notice of intent. Labor Relations may approve an extension of the employee response period specified in the notice of intent, at the request of the employee, or if the University determines that additional time is required prior to taking final action. Following consideration of any input provided by the employee, or after eight calendar days, corrective action may be taken, as stated in the notice of intent, or a less serious corrective action may be taken. All corrective action decisions and effective dates shall be communicated in writing to the employee by the supervisor or manager.
3. Records. Records of corrective action or a letter of concern are retained in the employee's personnel file, but may be removed after a period of two years from the date of issuance, provided there has been no further corrective action or letter of concern.
Applicability: Professional and Support Staff
A. REFERENCES
PPSM 63 - Investigatory Leave
PPSM 62 - Corrective Action - Professional and Support Staff
B. POLICY
1. Written Notice. Employees placed on Investigatory Leave shall be notified in writing, within three calendar days from commencement of the leave, of the reasons for the leave and its probable duration. Such leaves may be extended by written notice to the employee. At the conclusion of the University's investigation, the employee shall be notified in writing of the results of the review, any action intended to be taken, and whether or not the leave, or any part of it, shall be with or without pay.
2. Approval. Prior to placing an employee on Investigatory Leave, the supervisor or manager shall review the reasons for the leave with Labor Relations.
Applicability: All Staff Members
64 TERMINATION OF CAREER EMPLOYEES (PSS)
A. REFERENCES
PPSM 64 - Termination of Career Employees - Professional and Support Staff
B. POLICY
1. Reasons for Termination. Professional and support staff employees may be terminated for misconduct or failing to perform satisfactorily. Usually, such an employee will have received at least one prior written warning that termination could result from the unsatisfactory performance or conduct. However, certain types of unacceptable employee performance or conduct may result in termination without the requirement of a prior written warning. Such unacceptable performance or conduct is considered to be so serious that an employee should reasonably be expected to know that there is cause for immediate termination. Unacceptable performance or conduct which may be cause for immediate termination includes but is not limited to the following: acts of serious insubordination; fighting on the job; acts or threats of violence against another employee or student; acts of serious sexual, racial, or other harassment against another employee or student; falsification of applications for University employment, transfer or promotion; theft, dishonesty, misappropriation, or unauthorized use of University funds, property or equipment; absence without authorization for three consecutive work days or longer; or other serious misconduct.
2. Notice of Termination or Other Action. Prior to termination actions, the supervisor or manager shall give the employee a written notice of intent to terminate. Such a notice shall provide the employee with a statement of the reasons for the intended action, a copy of any materials upon which the intended termination is based, and a statement that the employee has the right to respond orally or in writing within eight calendar days. Labor Relations may approve an extension of the employee response period specified in the notice of intent, at the request of the employee, or if the University determines that additional time is required prior to taking final action.
a. Following consideration of any input provided by the employee, or after eight calendar days, the supervisor or manager shall decide if termination is still appropriate, and shall provide written notice of the final decision to the employee.
b. Fifteen calendar days advance notice of termination, from the date of the written notice of intent to terminate is required, but the University may determine that additional advance notice of termination is appropriate.
c. Notice of termination shall state the employee's right to request review of the action under the Complaint Resolution policy.
3. Review By Labor Relations. Prior to the written notice of intent to terminate any regular status career employee, the department supervisor or manager intending to take such action shall review the need for termination with Labor Relations.
Applicability: Regular Status Professional and Support Staff (see PPSM 61 for release of casual and probationary employees)