1016P.B
Approved: 7/22/02
Revised: 8/23/10
STEWARTVILLE PUBLIC SCHOOLProgressive Discipline Policy |
Purpose
Disciplinary action is one dimension of performance evaluation and employee development. It is a corrective process to help employees overcome work-related shortcomings, strengthen work performance, and achieve employment success. This procedure should be conducted in reasonable ways that support the concept of progressive discipline while minimizing disruption to Stewartville Public Schools. Employee discipline is a standard part of the Stewartville Public School’s Policy and should be used by all supervisors to enhance employee behavior and performance as well as to maintain proper workplace order and safety. This policy is not intended to modify any employee’s rights under any existing collective bargaining agreement with Stewartville Public Schools. Definition Stewartville Public Schools utilizes a system of progressive discipline to address problem performance or unacceptable behavior by employees. Progressive discipline should be applied to specific types of behaviors and offenses. Normally, this form of discipline is initiated at the lowest organizational level and the prescribed corrective action should be appropriate to the nature of the offense or behavior. Therefore, the progression of discipline should begin with a less severe response and graduate, accordingly, to more severe action, as warranted. Although initiating steps at low levels of the progressive discipline process is the normal response, there are times when the offense may call for more severe corrective action—up to and including termination of employment (refer to “Exceptions” below). Finally, this policy in no way limits the authority of management to take any appropriate action(s) to resolve behavioral and safety problems. How Progressive Discipline Works
In a progressive discipline system, the severity of the penalty ordinarily increases with each infringement of the rules. Among the advantages of a progressive discipline system is the fact that one can work with an employee and positively correct or improve that employee’s behavior or performance without immediately resorting to more severe disciplinary action. Progressive Discipline Process - Written Warning #1
- Written Warning #2
- Suspension
- Termination
General Guidelines
Supervisors are not limited to beginning at the written warning #1 stage for every infraction. Movement through the progressive discipline matrix is not limited to infractions of the same rule, but rather open to any subsequent violations. For example, an employee who receives a written warning for tardiness would not necessarily receive another written warning for disrespectful behavior toward a fellow worker, but could receive a written warning or suspension since this is a continued occurrence of infractions. The decision rests with the supervisor (after consultation with Personnel, if appropriate) to apply the appropriate discipline for a specific violation. Obviously there are many factors which may affect the decision of the supervisor. Generally, however, all similar violations are treated in a similar fashion, unless there are aggravating or mitigating circumstances. In every case, records must be prepared by the supervisor, using the appropriate forms, to adequately explain all circumstances. Positive Reinforcement While discipline is critical to dealing with problem performance or unacceptable behavior by employees, recognizing positive actions and rewarding superior performance are equally important. Stewartville Public Schools encourages supervisors to be on the lookout for employees whose behavior is above standard. Clearly, employees who are innovative, industrious, and dedicated need to be recognized and rewarded. Supervisors should strive to “observe their employees doing something good.” Hard work and diligence need recognition just as poor performance and unacceptable behavior need discipline. Quality supervision is a blend of both elements. Documentation
It is absolutely necessary that all disciplinary action taken be documented. Therefore, supervisors shall document all disciplinary action taken on the Stewartville Public Schools’ Progressive Discipline form, HR Form 218 (attached). All documentation must be factual and complete. Supporting letters and other documentation may accompany the Stewartville Public Schools’ Progressive Discipline form, HR Form 218. In all cases, the documentation should contain:
– A clear description of the behavior which prompted the discipline;
– A record of the disciplinary action taken by the supervisor;
– The required change in the employee’s behavior or performance, and the
possible consequences if that behavior or performance does not improve; - The specific time frame in which the employee must effect that change.
The Four Types of Disciplinary Action | | | | WRITTEN WARNING #1 | When a supervisor determines that grounds for disciplinary action exist due to unacceptable performance or behavior, a written warning shall be communicated with the employee as soon as possible. Written warnings should describe the details of the offense, why it is unacceptable, the corrective action plan and the range of possible consequences should the unacceptable performance or behavior continue. Each warning shall be signed and acknowledged by the supervisor and employee and shall be documented in detail using HR Form 218.
| | WRITTEN WARNING #2 WITH CORRECTIVE ACTION PLAN | When a supervisor determines that grounds for disciplinary action exist and the employee has already received a written warning #1 for the same or similar behavior, or there appears to be a pattern of unacceptable behavior (although not necessarily similar), or the severity of the action precludes a lesser action, the supervisor should issue a written warning #2 with a corrective action plan. This step will include all information and requirements contained in the written warning #1, including signatures of the supervisor and the disciplined employee. The employee may respond in writing to the corrective action and that response shall be included in the employee’s personnel file along with a copy of the completed Stewartville Public Schools’ Progressive Discipline form, HR Form 218, routed as indicated on the form.
| | SUSPENSION | When an employee’s performance or behavior continues to be substandard or the employee commits a major offense, a suspension may be warranted. A suspension is a set amount of time off from work, with or without pay. All of the information required for written warnings should be included on the suspension notice. In addition to a written notice, the matter should be thoroughly discussed with the employee to ensure the situation and required corrective actions are clearly understood. The supervisor must consult with the superintendent before approving any suspension of an employee. Once again, the employee shall acknowledge the suspension, in writing, and may respond in writing to the action taken. All pertinent information shall be documented on the Stewartville Public Schools’ Progressive Discipline form, HR Form 218 and placed in the personnel file with copies routed as specified on the form.
Note: One form of suspension is “decision-making leave.” This is normally one day of paid suspension during which time the employee must decide if he/she is going to change the inappropriate behavior or performance. If the employee decides to make this change, he/she would sign an agreement, indicating he/she understands the consequences of failure to live up to the standards. If the employee is unwilling to accept the required standard of performance or behavior, his/her employment with Stewartville Public Schools would be terminated. |
TERMINATION |
An employee may be terminated for unacceptable performance, for repeated minor offenses, or for major offense violations. In such cases, (other than the “Gross Misconduct” listed below), the supervisor shall provide such documentation as required to illustrate that the employee was repeatedly counseled concerning performance deficiencies or violations. Records shall indicate that the employee was provided with detailed direction for improvement and warned of possible consequences if that behavior or performance did not improve or violations did not cease within a specified period of time. However, because of the serious nature of certain infractions listed in “Gross Misconduct”, an employee may be terminated immediately for just cause without a previous series of warnings. Note: In all cases of termination, the employee has the right to respond in writing and appeal the action of the supervisor. All cases of termination shall be coordinated with the superintendent as soon as possible and before such action is taken.
Employees terminated for reasons of “Gross Misconduct” may not be eligible for continuation of Health coverage under federal COBRA laws. |
GROSS MISCONDUCT (Non-exhaustive examples of just cause for possible immediate termination) In all cases the supervisor’s discretion is imperative. The focus should remain on safety and/or the severity of the offense. This list is simply meant to conceptualize issues that may warrant termination.
– Possessing or consuming non-prescribed narcotics or illegal substances on
Stewartville Public Schools’ property
– Reporting to work under the influence of drugs and/or alcohol
– Instigating a fight on Stewartville Public Schools’ property
– Possessing a weapon or explosives on Stewartville Public Schools’ property
– Intentional harassment, including sexual harassment
– Insubordination
– Theft of Stewartville Public Schools’ property
– Theft of personal property of other employees or of the public while on the job
– Misrepresentation of facts when seeking employment
– Violation of confidentiality regarding Stewartville Public School information
– Extended unexcused absences
– Falsification of time records for oneself or another employee
– Rude, profane or other inappropriate conduct with members of the public
Veterans Preference
Prior to dismissal, any employee that is an honorably discharged veteran shall be notified in writing of the intent to discharge him or her and of the right to request a hearing under the Veteran’s Preference Act.
STEWARTVILLE PUBLIC SCHOOLS’ PROGRESSIVE DISCIPLINE
Discipline Documentation Form 218
TYPE OF DISCIPLINARY ACTION
Employee Name:
____Written Warning #1
Job Title: ____Written Warning #2 with Corrective Action Plan
____Suspension with Corrective Action Plan
School: ____Final Warning
INCIDENT INFORMATION
Date and Time of Incident: Location of Incident:
Description of Incident:
Witnesses to Incident:
Was this a violation of School Policy? Yes No Which policy was violated:
Was the impropriety of these actions explained to the employee responsible?
CORRECTIVE ACTION FOR WRITTEN WARNING #2 AND SUSPENSION
Specific change that is expected in employee’s performance or behavior:
Time frame in which conditions are to be met:
EMPLOYEE STATEMENT (Optional)
Employee Signature* Date:
(*Signing this form does not necessarily imply you agree, it only indicates you acknowledge receipt of this form)
SUPERVISOR SUMMARY COMMENTS (after the meeting):
Supervisor Signature: Date:
Form Routing: Original – Personnel File CC – Employee and Supervisor |
