Disciplinary and Non-Reappointment Considerations

Disciplinary and Non-Reappointment Considerations Revised 06/25/07 Published by:UIC Office of Human Resources Author Name Author Contact Human Resources UIC Office of Human ResourcesInformation and Employment Center Room 109 HRB, 715 South Wood Street(312) 413-4848 — www.uic.edu/depts/hr

FOSA (Civil Service) • F - Facts • O - Objectives • S - Solutions • A - Actions

FACTS When documenting for discipline always include: • What - Happened • When- Did the event/situation take place • Where – Exactly • Who was involved – Names and titles Remember to document observable and specific incidents.

PERFORMANCE OBJECTIVES (Civil Service) • Performance objectives should be specific and positive • Use objectives to communicate specific expectations

SOLUTIONS (Civil Service) To help the employee reach his/her objectives: - Suggest training - Offer help - Schedule frequent meetings - Coaching

ACTIONS (Civil Service) Explain the action you will take if the employee fails to meet expectations.

What Must also be present Interprets Disciplinary process and provisions in: • Policy and Rules Stated • Civil Service Statue and Rules • Union Contracts – Specific issues/regulations

Role of Employee Relations • Provide advice regarding good business practices • Suggest alternatives to certain actions • Assist with resolution of disagreements • Coordinate and monitor the disciplinary process

Role of Employee Relations • Conducts • Pre-disciplinary action meetings • Intent to discharge meetings, a.k.a. “Reconciliation Meetings” Employee Relations also offers suggestions related to investigations.

Disciplinary Process • Verbal counseling • Letter of Warning • Disciplinary Suspension(s) • Recommendation for Discharge The disciplinary process may start or move to any step within the established process depending on the severity of the infraction(s).

Verbal Counseling (Civil Service) • Considered the initial/informal step of progressive discipline • Schedule meeting in a private setting • Follow-up Memo outlining what was discussed A copy of the memo is NOT placed in HR file. Counseling is informal.

Letter of Warning (Civil Service) Initial formal step of progressive discipline: • Pre-disciplinary action meeting held at department level • Issue follow-up Letter of Warning if warranted

DOCUMENTATION OF ANY INCIDENT

Documenting Performance • ABC’S of Documentation • Accurate • Behavioral • Consistent • Shares the Impact

What’s wrong with this documentation? • Jane sat there with a scowl on her face. I could tell she was angry. She didn’t say anything to anyone for almost an hour. When she got up, she went over to the deli and picked up a knife. She began to threaten the other employees with it saying that she was going to kill someone. The other employees moved away from her. I went into the back room and called 911 then stepped out into the area where she was. I told her to put the knife down and she refused. She was insane at this point because I could tell she wasn’t listening to me. She had a crazy look in her eye. The police arrived and she was arrested, Thank God!

More specific: • I saw Jane Forse go over to the deli and pick up a knife from the counter. Ms. Forse told the other employees, “I’m going to kill someone!” The other employees moved away from her. I went into the back room and called 911 then stepped out into the area where she was. I told her to put the knife down and she said, “What are you going to do? Call the police?” The police arrived at that point and she was arrested. What should be attached to this documentation? _____________

Rewrite this documentation • …At 5:00, Mark Jones was supposed to return from his dinner break. Mark was 20 minutes late and he didn’t even have a good excuse! When I asked him for his reports for that mornings delivery, he said he left it in the car. I told him to go and get the reports. He left my office and never returned with them. I think he’s doing drugs.”

Possible rewrite: • Mark Jones was scheduled to be back at 5:00 pm. According to his timesheet, He clocked in at 5:20 pm. I asked him for the delivery reports for that morning. He told me that he left them in his car. I asked him to go and get them and he never returned to my office. • What should be the attachment?

Rewrite this documentation • Jeff Moore came into my office and sat down. He was angry about what had just occurred. He told me that Bill Coats, the other bus driver had decided to make an unscheduled stop and took off leaving Jeff without transportation. Two hours later, Coats shows up. He had gone to his girlfriends house. When Jeff confronted Coats just now, he got defensive and tried to hit Jeff with his fist. I’ll have to look into this myself.

Possible Rewrite: • On _________, at _______, Jeff Moore reported that Bill Coats had left his shift for two hours, leaving Mr. Moore without transportation. Mr. Moore also reported that Mr. Coats had tried to hit Mr. Moore with his fist when he confronted Mr. Coats about the incident. I conducted an investigation into the matter on ________ . • What should be attached to this documentation? ____

Rewrite this documentation • On April 23, 2009, I called Janice Paine and asked her to report for work. When I got her answering machine, according to the message, she was on vacation and would not return until April 28th. I left a message and asked that she call me back. She never returned my phone call so I terminated her when she reported back to work on April 29th. She had known about the schedule for three weeks. I showed her what I had written down. I was within my rights to fire her. According to the calendar, Janice Paine was scheduled to work from 4:00 pm until 10:00 pm on April 23, 2009.

Possible Rewrite: • Schedules are made three weeks out so that employees know when they are to report to work. According to the calendar, Janice Paine was scheduled to work from 4:00 pm until 10:00 pm. On April 23, 2009 at _______, I gave Ms. Paine a call because she had not reported to work for that day. According to her voice message, she was on vacation and would not return until April 28th. I left a message and requested that she call me back. She never returned my phone call. On April 29, when she reported back to work, I showed her my documentation and terminated her for cause. • What should be attached to this documentation? ____

Assignment #3: • You are to write up a documentation using the techniques discussed in class. Your documentation must revolve around a real incident, (changing the names and necessary dates for privacy.) It must be work related only! The documentation must include times, dates, quotes and specific occurrences. Note; You will share your documentation with someone in class and it will be critiqued. Documentation: FORM ON BLACKBOARD

DOCUMENTATION FORM ON BLACKBOARD

Disciplinary and Non-Reappointment Considerations