Free Sample Employee Discipline Policy
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Sample Employee Discipline Policy


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Employee Discipline

Policy

Employer ABC can use disciplinary actions to resolve unsatisfactory job performance, misconduct, or inappropriate behavior.  Discipline will be administered consistently and constructively.

Policy Rationale

Discipline is an important tool to maximize and sustain high employee performance.

Insubordination

Failure to respect and follow authority.

Serious Misconduct

Conduct by an employee, while engaged in ABC business or on ABC property, which includes, but is not limited to, breaking the law and/or any ABC policy, procedure and/or practice.

Procedure

Disciplinary actions should be corrective and progressive, however, serious misconduct or work performance problems may warrant disciplinary action, including termination, outside the process detailed below.  These procedures are a guide for supervisors to help ensure that a fair process is followed.  It is recommended that disciplinary action be used only after other informal or corrective measures (such as on-performance feedback, coaching, training, etc.) have not been successful.

In determining the proper course of disciplinary action, the supervisor, in conjunction with HR, may repeat, modify, or omit a level of discipline if deemed appropriate.

Before imposing discipline, supervisors must consult with HR.

Employee Rights

If an employee feels that disciplinary action is not warranted, he/she should contact HR to resolve the problem informally.

Employees have the right to file a formal grievance whenever they believe they have been treated in a way inconsistent with this policy.

Disciplinary Actions

Warning

Warnings can be oral or written. The supervisor should meet with the employee to discuss the performance problem and/or inappropriate behavior and outline the steps needed to correct it.  The supervisor has the option to make notes of this initial meeting.

If performance or behavioral problems continue, the supervisor will meet with the employee and present him/her with a written warning.  The warning will describe the problem and the steps needed to correct it, the timeline for improvement, and the next scheduled time to meet.  The warning will also indicate that continued unacceptable performance or behavior further disciplinary action, up to and including termination, may occur.  The warning and any notes the supervisor makes will be placed in the employee’s personnel file.

If performance or behavioral problems continue, further disciplinary action can include any of the following: a second written warning, a final warning, a suspension, or termination.  Supervisors must meet with HR before making a decision at this step.  Written warnings will clearly indicate continued unacceptable performance or behavior further disciplinary action, up to and including termination, may occur.  The warning and any notes the supervisor makes will be placed in the employee’s personnel file.

HR must review all written warnings before they are issued.  The original is placed in the employee’s personnel file and a copy is provided to the employee.

Suspension

Disciplinary suspensions are used to address serious misconduct/violations of procedures, practices, or laws. A suspension can be used when:

·         Oral and written warnings have not worked.

·         The performance/behavior warrants more severe initial disciplinary action.

Supervisors must discuss possible suspensions with HR.

Suspensions are  and usually range from one to three consecutive workdays. Severe infractions can warrant longer suspensions at the discretion of the supervisor and HR.

THERE MAY BE STATE AND FEDERAL STATUTES/LAWS/ACTS THAT MAY LIMIT YOUR ABILITY TO SUSPEND AND EMPLOYEE AND DICTATE THE TERMS OF THE SUSPENSION

An employee can be suspended pending an investigation.  The outcome of the investigation will determine whether the employee is issued a disciplinary suspension, reinstated, given a lesser penalty, or terminated.  HR will review the suspension before it is given.  The employee will be provided with a letter detailing the rationale for the suspension, whether the suspension is with or without pay, and its duration.  A copy of the letter will be retained in the employee’s personnel file.

Termination

An employee can be terminated for performance problems that are not corrected, or serious misconduct.  Before terminating an employee, the supervisor will consult with HR.

Following the investigation and discussion with the employee, a letter detailing the rationale for termination must be given to the employee and a copy placed in his/her personnel file. Supervisors will require the employee to return all ABC property, including keys, ID, parking passes, etc.

Responsibilities

HR

·         Consults with the supervisor to ensure disciplinary procedures follow this policy.

·         Review all suspensions before given.

Employee

·         Read this policy.

·         When grieving, follow the appropriate procedures.

Supervisor

·         Before using formal procedures as outlined above, attempt to informally discuss and correct performance problems and/or inappropriate behavior.

·         Consult with HR for proceeding with any formal disciplinary action.

·         Issue fair verbal or written warnings and conduct discipline in accordance with this policy.

·         Have all written warnings reviewed by HR before issuing.

·         Give originals of all warnings to the employee.

·         Place copies of all warnings in the employee’s personnel file.

·         Have a terminated employee return all ABC property, including keys, ID, parking passes, etc.


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