Explain the disciplinary process

When taking disciplinary actions towards any staff, always remember that it is meant to be constructive. The aim is to guide the employee to improve their performance or even correct their inappropriate behavior, not to punish them. If there is no improvement, then serious actions would be taken in considerations. The alternatives are as follows:

Oral warning:

·      Set place and time to ensure confidentiality

·      Make notes what to say in advance

·      Employee may have a right of representation

·      State clearly that employee is being issued with an oral warning

·      State the unacceptable behavior and give specific description

·      Remind employees of the acceptable rules and standards

·      State the consequences of failure to demonstrate immediate and sustained improvement: further disciplinary action may be the result

·      Note key elements of discussion

Written warning:
If an oral warning was given and the problem still persists, a written warning may be effective. The disciplinary action may be used more than once in order to get the employee’s attention however one has to be careful because repetitive use of warning letter might not always have an impact on the employee behavior or performance.

When giving written warning:

·      State clearly at the outset of the letter that is written warning and cite at the appropriate personnel policy or contract provision

·      Describe the performance problems or work rule violations in very specific details and attach the document which support the conclusions

·      Describe the impact of the problem

·      Note the employee’s explanation during the investigation or that the employee declined to offer one. If it was unacceptable, explain why

·      Repeat your expectations regarding behavior and/or performance

·      Note that if the employee doesn’t demonstrate immediate and sustained improvement, the consequences will be disciplinary action up to and including dismissal.

·      Refer to the employee the contract of employment and the appropriate policy for appeal rights

·      The warning letter should be delivered to the employee and placed in the employee’s departmental personal file using appropriate delivery procedures such as ‘Proof of service’

Suspension without pay:
This is the next step in progressive discipline after written warnings.
Suspension as such typically prevents work for a number of working days, as would be specified in the letter and pay would be deducted accordingly.

The length of the suspension without pay will be subjective by policy or contract requirements of the organization.

Depending upon the personnel program the employee belongs to, you may issue a letter of intent to suspend, which provides the employee with the right to appeal your intended action to the next higher management level before the action is implemented.

Reduction of pay within a class:

This is an alternative whereby if one does not want to remove the employee from the organisation or company, but serious discipline is appropriate. It is most appropriately used in lieu of suspension without pay, in cases of chronic absenteeism or tardiness.

The reduction of pay is for a specific period of time, related to the seriousness of the performance discrepancy or work rule violation, and noted in the letter.

The disciplinary letter will incorporate the same elements included in a suspension letter.

Demotion to a lower classification:

This action involves movement of an employee to a lower level position, and may be temporary or permanent.

Demotion is most often suitable in cases of inadequate performance of responsibilities at a particular level, rather than breach of work rules. It should be based upon a reasonable expectation that the employee will perform successfully in the lower classified position.

Dismissal:

This alternative is normally selected after performance counseling and progressive discipline have failed to get the employee's attention to the problem.

In extreme cases, such as job abandonment, theft, or an act that endangers others, the offense may be so grave that we forgo progressive discipline.