Policies & Procedures Manual

412

form. The employee will be requested to sign the form following a verbal counseling meeting. If the employee refuses to sign the written form, the supervisor will write “the employee refused to sign” with the date and time of the refusal. Failure to sign the Report on Employee/Employer Interview form will not alleviate the employee from following any corrective action(s) contained therein. A supervisor may choose to include another College supervisor or a representative from Human Resources in a verbal counseling session with the employee. A written reprimand for the personnel file should be used for more serious offenses or when the employee has ignored prior verbal warnings and/or has repeatedly committed the same offense. The written reprimand is the college’s formal notification that an employee’s performance or behavior is not meeting expectations. The written reprimand should contain: 1. documentation of the improper conduct or behavior; 2. the seriousness of the offense(s); 3. expectation(s) of the supervisor as to the corrective action(s) needed to address the improper conduct or behavior; and 4. the possible consequences to be imposed if the employee does not correct his/her conduct or behavior, including a statement informing the employee that continued violations could result in termination of employment. The employee should be told the seriousness of the offense(s) and be given a copy of the written reprimand. A written acknowledgment should be obtained from the employee that he/she understands the seriousness of the offense(s) and a commitment that the improper conduct or behavior will be corrected. A supervisor should include another College supervisor or a representative from Human Resources when presenting a written reprimand to an employee. This discussion should be documented on a Report on Employee/Employer Interview form with the written reprimand attached. If the employee refuses to sign the written reprimand, the supervisor will write “the employee refused to sign” with the date and time of the refusal and have another administrator/supervisor witness the document in the presence of the employee. Failure to sign the written reprimand will not alleviate the employee from following any corrective action(s) contained therein. An employee may respond in writing to the information contained in the written reprimand and have that response placed in their personnel file. The response must be received within five (5) working days of the receipt of the written reprimand. At the discretion of the supervisor, a suspension with and/or without pay may be used prior to a recommendation for dismissal if the employee has been employed by the College for three (3) or more years with a good work record but has committed one serious violation or if the employee continues to habitually violate minor rules and it is advisable to inform the employee of the seriousness of continued violation(s). Suspension with pay will be limited to a maximum of one (1) day while a suspension without pay may be up to three (3) days contingent upon the severity of the violation(s). The appropriate College Vice President must concur with the recommendation by a supervisor for a suspension with or without pay for an employee. The employee must receive a complete written explanation of why he or she is being suspended with or without pay and the consequences if the violation(s) reoccur. Another College supervisor or a representative from Human Resources should be present when the supervisor and employee

B. Written Reprimand

C. Suspension