Support staff discipline

Taking disciplinary action

Following Procedures 

In keeping with the principle of corrective discipline, a supervisor always applies University and/or departmental policies and procedures.

Correcting employee behavior

Verbal warning.

• Research the problem and discuss it with the employee.

  • Notify the employee of his/her right to representation and allow for a union or association representative to be present if requested by the employee.

  • State the facts of the situation to the employee.

  • Ask the employee if the facts stated are correct.

  • Discuss those areas where facts are conflicting or where mitigating circumstances exist.

• Arrange for a second meeting to inform the employee whether his/her actions warrant disciplinary action. Call the Office of Employee Relations for assistance if needed.

  • Notify the employee of his/her right to representation and allow for a union or association representative to be present if requested by the employee.

  • If discipline is warranted, prepare an NDAF and review it with the employee. Include the following.

    • Employee's name, classification, department, employment date.

    • Date, time, place of problem.

    • The reason why disciplinary action is necessary the first section only.

    • Whether union or association representation was present or if the employee waived his/her right to union or association representation.

    • Appropriate signatures.

  • Discuss the disciplinary action taken.

    • State "This is a verbal warning regarding (state specific incident)." Give details of previous discussions and/or discipline.

    • Inform the employee how the behavior in question can be improved to meet appropriate behavioral standards (corrective action).

    • Warn the employee that failure to correct the behavior may result in further disciplinary action.

  • # Distribute the NDAF as follows:

    • a copy to the employee,

    • a copy to Human Resources Information Systems, and

    • a copy to the departmental file, and to the union or association, if required.

    • For other distribution requirements relative to employees covered by bargaining agreements, see appropriate contracts.

    • The NDAF is not used when administering a verbal warning to Local SSTU employees.

• If disciplinary action is not warranted, treat the second meeting as a counseling session (see "Available measures to be used before pursuing disciplinary action - Counseling").

Written reprimand

• Research the problem and discuss it with the employee.

  • Notify the employee of his/her right to representation and allow for a union or association representative to be present if requested by the employee.

  • State the facts of the situation to the employee.

  • Ask the employee if the facts stated are correct.

  • Discuss those areas where facts are conflicting or where mitigating circumstances exist.

• Depending upon the circumstances, disciplinary action may be initiated at any point of the progressive disciplinary sequence; however, strong factual justification is necessary when bypassing earlier steps. Call the Office of Employee Relations for assistance if needed.

• Arrange for a second meeting to inform the employee whether his/her actions warrant disciplinary action. Call the Office of Employee Relations for assistance if needed.

  • Notify the employee of his/her right to representation and allow for a union or association representative to be present if requested by the employee.

  • If disciplinary action is warranted, prepare and go over the entire NDAF with the employee.

    • Obtain the employee's name, classification, department, employment date.

    • Explain to the employee why disciplinary action was taken include date, time, and place.

    • Explain to the employee the reason for disciplinary action include previous discussions and/or discipline.

    • Explain to the employee the appropriate behavioral standard expected, required.

    • Indicate to the employee that the employee's failure to correct his/her behavior may result in further disciplinary action.

    • Indicate on the NDAF whether union or association representation was present or if the employee waived his/her right to union or association representation.

    • Obtain the appropriate signature on the NDAF. So indicate if the employee does not wish to sign.

  • Distribute the NDAF as follows:

    • a copy to the employee,

    • a copy to Human Resources Information Systems, and

    • a copy to the departmental file, and to the union or association, if required.

    • For other distribution requirements relative to employees covered by bargaining agreements, see appropriate contracts.

  • If disciplinary action is not warranted, treat the second meeting as a counseling session (see "Available measures to be used before pursuing disciplinary action - Counseling," page 1).

Suspension

• Research the problem and discuss it with the employee.

  • Notify the employee of his/her right to representation and allow for a union or association representative to be present if requested by the employee.

  • State the facts of the situation to the employee.

  • Ask the employee if the facts stated are correct.

  • Discuss those areas where facts are conflicting or where mitigating circumstances exist.

• Depending on circumstances, disciplinary action may be initiated at any point of the progressive disciplinary sequence; however, strong factual justification is necessary when bypassing earlier steps.

  • Select the level of suspension that will best suit the offense committed. (Don't overkill.)

  • Suspension levels: flexible period of time to be used appropriately depending upon the facts of the case.

    • One to five days (first suspension).

    • One to ten days (second suspension).

  • Call the Office of Employee Relations for assistance if needed.

• Arrange for a second meeting to inform the employee whether his/her actions warrant suspension.

  • Notify the employee of his/her right to representation and allow for a union or association representative to be present if requested by the employee.

  • If disciplinary action is warranted, prepare and go over the entire NDAF with the employee.

    • Obtain the employee's name, classification, department, employment date.

    • Explain to the employee why disciplinary action was taken include date, time, and place. Include also previous discussion and/or discipline.

  • Complete the suspension date box on the NDAF and inform the employee of the specific suspension dates.

  • Explain to the employee what corrective action is required for the employee to meet appropriate standards of behavior or performance.

  • Indicate to the employee that the employee's failure to correct his/her behavior may result in further disciplinary action.

  • Indicate on the NDAF whether union or association representation was present or if the employee waived his/her right to union or association representation.

  • Obtain the appropriate signatures on the NDAF. So indicate if the employee does not wish to sign.

  • Distribute the NDAF as follows:

    • a copy to the employee,

    • a copy to Human Resources Information Systems, and

    • a copy to the departmental file, and to the union or association, if required.

    • For other distribution requirements relative to employees covered by bargaining agreements, see appropriate contracts.

• Notify Human Resources Information Systems. Consult with the Office of Employee Relations if contemplating suspension of less than five days for AP or APS employees.

  • Consult with the Office of Employee Relations if contemplating suspension of less than five days for AP or APS employees.

  • For hourly employees and salaried employees losing less than ten (10) days due to suspension, a Notification of Deduction form will be filled out.

  • For salaried employees losing ten (10) days or more due to suspension, a Personnel Action Notification form will be filled out.

  • In both instances one copy of the form will be sent to Payroll and two copies will be sent to the department. Give one copy to the employee and retain the second for departmental files.

• If disciplinary action is not warranted, treat the second meeting as a counseling session.

• Final warning letter.

  • Must be prompted by a precipitating event.

  • Is issued under the following circumstances.

    • When mitigating circumstances preclude a discharge.

    • After a series of suspensions.

Discharge

Research the problem and discuss it with the employee.

• Notify the employee of his/her right to representation and allow for a union or association representative to be present if requested by the employee.
• State the facts of the situation to the employee.
• Ask the employee if the facts stated are correct.
• Discuss those areas where facts are conflicting or where mitigating circumstances exist.
• In discharge cases, a warning letter may have been issued.
• Call the Office of Employee Relations for assistance.
• Obtain the Director of Employee Relations' approval for discharge cases.

Arrange for another meeting to inform the employee whether his/her actions warrant discharge.

• Notify the employee of his/her right to representation and allow for a union or association representative to be present if requested by the employee.
• Prepare Personnel Action Notice form.
  • Complete appropriately.
  • Sign form.
  • Obtain signature of departmental administrator.
  • Personally deliver to Human Resources Employee Records.

Prepare for final paycheck.

• Human Resources Information Systems will prepare an authorization slip for the final paycheck.

If discharge is warranted, prepare the NDAF and go over it with the employee.

• Obtain the employee's name, classification, department, employment date.

• Explain to the employee why he/she is being discharged. Include specific date, time, place of incident, previous discussion and/or discipline. Also include the employee's termination date.

• Indicate on the NDAF whether union or association representative was present or if the employee waived his/her right to union or association representation.

• Obtain the appropriate signatures on the NDAF. So indicate if the employee does not wish to sign.

• Distribute the NDAF as follows:

  • a copy to the employee,

  • a copy to Human Resources Information Systems, and

  • a copy to the departmental file, and to the union or association.

  • For other distribution requirements relative to employees covered by bargaining agreements, see appropriate contracts.

  • Collect from the employee all University property such as keys, parking gate card, tools, and MSU identification card.

• Give the employee his/her final paycheck.

• The employee may not work any additional hours.