Free Sample Discipline Of Staff Policy
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Sample Discipline Of Staff Policy


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SUBJECT: Discipline and Discharge of Employees

PURPOSE: To establish the policy for the discipline and discharge of employees.

POLICY: Employees serve without fixed term and regardless of their length of service do not have vested rights for continued employment.

CONTENTS:

1.  Terms of Employment

2.  Responsibility

3.  Disciplinary Actions

4.  Documentation

1.     Terms of Employment

Employees serve without fixed term and the CEO has authority to terminate any employee at any time.  The ABC Board o f Directors, upon its own initiative, may review any termination.

2.     Responsibility

Supervisors with hiring and dismissal responsibility have the authority to dismiss a subordinate with prior approval of the Director of Human Resources.  The supervisor is responsible for coordinating disciplinary and discharge actions with his/her Divisional Vice President.

3.     Disciplinary Actions

·         Oral Warning -- The employee should clearly understand that the warning is disciplinary in nature.  The supervisor should point out the error/problem(s), explain how to correct it, and come to an agreement with the employee about what is expected in the future.  The Performance Appraisal Form will be completed and kept in the supervisor's file.

·         Written Warning -- When an oral warning fails or when the supervisor determines that the nature of the offense makes its use appropriate, the supervisor may issue a written warning.  A Performance Appraisal Form is used to issue a written warning.  Human Resources must be contacted and a representative of Human Resources may be present if desired by the supervisor when the warning is presented to the employee.  The written warning should forewarn of potential actions; be clear, focused and complete; be based upon facts that have been fully investigated; be consistent and applied equally to all; and it must not violate an employee's civil rights.  The completed Performance Appraisal Form is kept in the supervisor's file for future reference.

·         Demotion -- When the supervisor determines that demotion is appropriate, approval by the Director of Human Resources must first be obtained.  When an employee is demoted to a position in a lower salary range, the Department Head and the Director of Human Resources will adjust the employee’s salary to an appropriate level within the new salary range.  An Employment Changes Form Performance Appraisal Form must be prepared with the Director of Human Resources.  The employee will be advised of the action in a meeting.  The Employment Changes Form is forwarded to Human Resources.  The Performance Appraisal Form is kept in the supervisor's file for future reference.

·         Reduction In Pay -- When the supervisor determines that a reduction in pay is appropriate, approval by the Director of Human Resources must first be obtained.  Reduction in pay must be to a salary level within the designated salary grade.  An Employment Changes Form and Performance Appraisal Form must be prepared with the Director of Human Resources.  The employee will be advised of the action in a meeting.  The Employment Changes Form is forwarded to Human Resources.  The Performance Appraisal Form is kept in the supervisor's file for future reference.  Following reduction in pay, the employee's pay can be restored to any amount in the salary grade up to and including the prior rate as such employee's performance warrants the action.  An Employment Changes Form and Performance Appraisal Form are required to reinstate pay.

·         Suspension Without Pay -- When the supervisor determines that the nature of the offense makes its use appropriate, the supervisor may suspend an employee without pay.  This action must have the approval of the Director of Human Resources.  An Employment Changes Form and Performance Appraisal Form must be prepared with the Director of Human Resources.  The employee will be informed of the suspension in a meeting.  The suspension period must be in accordance with the Fair Labor Standards Act (FLSA).  The Employment Changes Form is forwarded to Human Resources.  The Performance Appraisal Form is kept in the supervisor's file for future reference.

·         Discharge -- This action can be the result of serious acts of misconduct or insubordination, or the result of an accumulation of minor offenses, or failure to satisfactorily perform job duties.  All discharges must have the prior approval of the Director of Human Resources.  If the supervisor determines that immediate action is required and it is not possible to obtain the prior approval, the supervisor may suspend or discharge the employee pending the approval.  The employee will be informed of the discharge in a meeting.  An Employment Changes Form and Performance Appraisal Form must be completed to document the discharge.  The Employment Changes Form and Performance Appraisal Form will be forwarded to the Human Resources Department.

4.  Documentation

All staff employee disciplinary actions must be documented using the Performance Appraisal Form.


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