Job Action Guidelines

1. Job Action Guidelines Staff Training, HR Staff Training, Etc

2. Procedure • Verbal Warning • Letter of Warning • Probation • Termination

3. Verbal Warning:1st Time Offense • What is it? • A documented conversation between the AD and the HR/RA or the HR and the RA • What does it focus on? • Making the RA or HR aware of what they did wrong • Rectifying the behavior in question • Discovering the reasons why responsibilities are not being fulfilled, expectations aren’t being met, etc • What exactly happens? • A conversation will take place • This conversation will be summarized and documented • A change in behavior is expected

4. Letter of Warning:2nd Time Offense • What is it? • A formal letter sent to the staff member that includes a detailed description of the behavior warranting the warning, a detailed remedy for the behavior, and the consequences for not meeting the expectations presented in the verbal warning. • What does if focus on? • Explicit statement of wrong doings • Explicit statement of expectations • Consequence for behavior • What exactly happens? • Supervisor drafts a letter to the staff member • Staff member receives letter in staff mail box • A copy of the letter is placed within the staff member’s personnel file

5. Probation:3rd (or 4th) Time Offense • What is it? • A formal letter sent to the staff member that is similar to that of a letter of warning, however the letter is closed with a statement of probation. During the time of probation, the staff member’s behavior will be carefully watched and analyzed. • What does it focus on? • Giving the staff member a ‘last chance’ before termination • Forcing the staff member to seriously consider their commitment to the department • What exactly happens? • Supervisor drafts a letter to the staff member ( with a statement of probation) • Staff member receives letter in mail box • A copy of the letter is placed in within the staff members personnel file • The staff member is evaluated for the indicated probation time

6. Termination:4th Time Offense • What is it? • The formal termination of a staff member’s employment. • What exactly happens? • The staff member is informed of the decision to terminate in person if possible • The staff member will be relocated outside of the residence hall • The Staff member is required to re-locate in 48 hours upon room reassignment • The staff member must relinquish their sequence key • All staff member’s duties are suspended at the time of termination and during the appeal process • More information: • A staff member can attempt to appeal their case • Termination can take place at ANY time (staff members do not need to be subject to a verbal warning, letter of warning, or probation first)

7. Procedure for Appeal • A staff member may appeal any forms of job action to the director of Residential Education and Housing. • How? • Give verbal notice of their intent to appeal 24 hours before (the staff member has 3 days after initial notification to submit a written appeal) • The appeal letter should address the rationale for appeal in relation to the following grounds: • 1. New information regarding the issue that has presented itself since the job action notification • 2. The job action was extreme or arbitrary for the context • 3. These was bias in the job action process

8. Behaviors Warranting Job Action Late: Absent: For a staff meeting For a Res. Life event For training For opening For closing Failed to submit paperwork • To a staff meeting • With paperwork • To A Res. Life event • Training • Opening • Closing

9. Behaviors Warranting Job Action On Call-Late On Call-Missed Missed duty (i.e. forgot to switch or find a replacement or be present for the first round) Will result immediately in probation • Late to Duty (On Call log book must be signed for by 8pm) • < 30 minutes late will usually result in a letter of warning

10. Behaviors Warranting Job Action Policy Violation-Low Level Policy Violation- Higher Levels Health, safety, local, state, or federal laws violated Eg. Caught with an illicit drug Will result in probation or termination depending on the offense • Eg. ??????? • Will result possibly in a letter of warning or probation depending on the offense

11. Behaviors Warranting Job Action Evaluations GPA Drop If below 2.5: GRP probation & academic support sanctions, then a review of the academic support plan. If unable to raise, termination is likely If below 2.0 same as above except termination can be considered If below 1.0—results in termination • Failure to meet performance expectation • Results in probation

12. Behaviors Warranting Job Action Community Development Keys Misplace or loss of master/sequence key—results in probation or termination, restitution for cost, los of use for period of time. If happens again—results in termination and restitution for costs Deliberate misuse of keys (results in probation or termination and loss of use for a period of time or immediate termination • Individual Relationships (not being visible or available, not knowing names, not being responsive to requests, etc) • Active Programs (not providing opportunities for residents to interact, not meeting program expectations) • Environmental (not reporting physical plant issues, not maintaining bulletin boards)