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SECTION 800 - HUMAN RESOURCES

SECTION 800 - HUMAN RESOURCES

                                                                       

806.01                        DISCIPLINARY PROCEDURES FOR CLASSIFIED EMPLOYEES

 

PURPOSE

 

To provide fair and objective procedures for correcting unacceptable employee conduct and/or performance; and in instances where employees demonstrate no improvement, for terminating employment.

 

POLICY

 

Supervisors are responsible for setting satisfactory levels of performance and behavior by their employees through orientation, instruction, and training. However, in those instances where an employee fails to meet acceptable standards of performance or violates established rules of conduct, supervisors are expected to take prompt action in accordance with the disciplinary procedures provided below.

 

A supervisor should select the least severe disciplinary action appropriate to the offense, unless the offense is so severe as to warrant immediate discharge. The purpose of disciplinary action is to correct the unacceptable performance or behavior, not to punish an employee. Should an employee's performance or behavior fail to reach minimum institutional standards, the supervisor may recommend in writing suspension or termination.

 

A suspension must be reviewed by the Human Resources Department prior to implementation. A termination must be reviewed by the next highest administrative authority and the Human Resources Department prior to implementation. The Human Resources Department will inform the Area Vice President, the Executive Vice President for Financial and Administrative Affairs, and the College Legal Advisor of terminations prior to implementation, as appropriate. The Human Resources Department shall forward a copy of the notice of suspension or termination to the College Grievance Officer.

 

No record of disciplinary action shall be placed in an employee's official personnel file without his or her knowledge. Employees who receive formal disciplinary action have the right to present a written statement concerning the incident or action, and that statement shall be attached to the record of disciplinary action. Suspensions and terminations may be appealed to the next highest administrative authority. Suspensions and terminations, except for terminations during the probationary period, may also be appealed through the College's grievance procedure (Georgia Perimeter College Policy Manual, Section 805.01).

 

PROBATIONARY PERIOD OF EMPLOYMENT

 

All classified personnel, and re-appointments with Georgia Perimeter College, will serve the initial six months of employment on a probationary basis to provide the supervisor with an opportunity to evaluate the employee's work performance. The above policy does not apply to transfer employees, providing the first six months probationary requirement has been completed prior to transfer.

 

An Employee Progress Report should be completed by the immediate supervisor at the end of the first three months of employment or whenever an employee is terminated during the probationary period. If an employee's work is satisfactory, the probationary period will proceed through the final three months.

 

Should the employee's performance prove unsatisfactory for any reason during the probationary period, the supervisor should schedule a conference with the employee. During the conference, areas for improvement, specific actions, and time limits should be identified. The conference should be documented using the Conference Memorandum format (see Appendix A). In the event of termination, the Conference Memorandum and the Employee Progress Report should be forwarded to the Human Resources Department for inclusion in the employee's personnel file.

 

If it is determined that an employee's performance of duties or personal conduct is unsatisfactory, his or her employment may be terminated any time during the probationary period without the right to appeal the action under the Georgia Perimeter College Grievance Policy. A termination must be reviewed by the next highest administrative authority and the Human Resources Department prior to implementation. The Human Resources Department will inform the Area Vice President, the Executive Vice President for Financial and Administrative Affairs, and the College Legal Advisor of terminations prior to implementation, as appropriate. When possible two weeks notice should be given to terminating employees.

 

If the supervisor determines that an employee needs additional time beyond the first six months of employment to improve his or her performance, the supervisor may extend, in writing, the employee's probationary period of employment, not to exceed ninety days. This action must be reviewed by the next highest administrative authority and the Human Resources Department prior to implementation. The Human Resources Department will inform the Area Vice President, the Executive Vice President for Financial and Administrative Affairs, and the College Legal Advisor prior to implementation, as appropriate. The Human Resources Department shall forward a copy of the notice of the extended probationary period to the College Grievance Officer.

 

The employee's work performance shall be reviewed before the conclusion of the extended probationary period and a determination made by the supervisor regarding continued employment.

 

WORK EXPECTATIONS AND RULES

 

Georgia Perimeter College expects every employee to meet standards of satisfactory work performance and to observe basic rules of good conduct, as well as Georgia Perimeter College Policy and Procedures. The following list of unsatisfactory work performance and improper conduct is not intended to be exhaustive; rather, it is intended as a guide for supervisors and employees.

 

Individual departments in the College may have specialized work rules that are specific to their functions. Any additional work rules must be reviewed by the Human Resources Department, the Area Vice President, the Executive Vice President for Financial and Administrative Affairs, in consultation with the College Legal Advisor, and be adopted by the Executive Team.

 

Items 1 through 10 cite examples of unsatisfactory work performance or improper conduct on the part of an employee that are serious in nature upon initial occurrence, but are considered correctable. Continued failure to correct these serious problems may result in suspension, termination, or other disciplinary actions.

 

Unsatisfactory work performance or improper conduct with respect to such items listed in 1 through 10 will be considered cumulative in nature: that is, a pattern of unsatisfactory work performance or improper conduct across more than one serious item will be considered similar to continued failure to correct any one serious problem.

 

1.         Failure to perform assigned duties.

 

2.         Failure to maintain acceptable standards of work quality and/or productivity.

 

3.         Failure to adhere to established safety policies and procedures.

 

4.         Rude or discourteous actions toward students, visitors or other employees.

 

5.         Failure to notify supervisor of absence, unauthorized or unjustified absence, tardiness, or abuse of sick leave, or excessive absence.

 

As a condition of employment, employees are expected to report for duty at the assigned time and place and to remain on duty during scheduled work hours. Employees are also expected to report hours worked and leave taken. In a situation where employees are unable to report or may be delayed in arriving for work at the assigned time and place, contact must be made with the immediate supervisor or other designated person prior to the start of the scheduled work shift. Except in the most unusual situations, the employee is expected to make the call personally, provide a projected length of absence, and explain reasons for the absence or lateness. When absence is necessary, the employee must contact the supervisor in advance of every scheduled shift, unless the absence is approved in advance by the supervisor.

 

A supervisor may or may not grant an excuse for the absence depending upon the circumstances. Unexcused absence or lateness will be recorded as leave without pay. In cases of absence or lateness for medical reasons, when an employee has been absent for 5 days or is chronically absent, the employee must provide medical certification to justify excusing the absence or lateness.

 

Employees may use the following definitions to assist in understanding the categories of attendance problems which represent misconduct. Appropriate responses to such problems will be determined based on the employee's overall attendance record. All circumstances will be considered in determining the response to attendance problems.  

 

Tardiness

 

Tardiness exists when an employee fails to report to work at the specified starting time. Corrective action may be taken if an employee is recorded late 10 or more minutes after the start of a scheduled work shift. Repeated tardiness after verbal counseling is a pattern of tardiness. If a pattern of reporting to work late within the 10 minute period is established, corrective action may also be taken. In this latter case, the employee must be notified that a pattern of tardiness within 10 minutes has been established before such incidents can be counted toward corrective action.

 

Failure To Notify Supervisor Of Absence (No Call, No Show)

 

An incident of no call, no show occurs when an employee both fails to report for work at the start of a scheduled work shift and fails to notify the supervisor or designated person within 30 minutes of the start of the work shift of an intention to be absent.

 

Unjustified Absence

 

An unjustified absence occurs when a supervisor does not accept as reasonable an employee's explanation for an absence or lateness. A supervisor may designate a medical-related absence as unjustified only after consulting the Human Resources Department. Unjustified absences should be reported as leave without pay.

 

Excessive Absence

 

Excessive absence from work occurs when an employee is away from work to the extent that completion of normal work requirements is adversely affected. An employee must be notified that absences are excessive before such incidents can be counted toward corrective action. A supervisor may designate medical-related absences as excessive only after consulting with the Human Resources Department.

 

6.                  Unauthorized absence from assigned work area, including leaving work early without permission. An incident of failure to remain on duty occurs when an employee does not obtain permission to leave the work site during scheduled work time or takes or exceeds a break period without authorization.

 

7.            Presence in an unauthorized area at any time.

 

8.         Failure to conform to an established uniform dress or equipment policy in those departments that require it.

 

9.            Interfering with the work performance of another employee.

 

10.             Actions that attempt to obstruct or disrupt any teaching, research, administrative, disciplinary or public service activity or any other activity authorized to be discharged or held on property owned or operated by Georgia Perimeter College.

 

Items 11 through 24 cite examples of unsatisfactory work performance or improper conduct on the part of an employee that are even more serious and that may result in suspension, termination, or other disciplinary actions. If the facts are unclear or incomplete, an employee may be suspended without pay pending an investigation for a period of up to five working days.

 

Unsatisfactory work performance or improper conduct with respect to such items listed in 11 through 24 will be considered cumulative in nature: that is, a pattern of unsatisfactory work performance or improper conduct across more than one more serious item will be considered similar to continued failure to correct any one more serious problem.

 

11.       Willful damage of Georgia Perimeter College equipment or property

 

12.       Theft of State property or property belonging to another person.

 

13.            Falsification of institutional documents or records, including applications for employment.

 

14.            Insubordinate or willfully disobedient acts toward the supervising authority.

 

15.            Consumption of, possession of, or being under the influence of alcohol while working.

 

16.            Possession, consumption or being under the influence of illegal drugs.

 

17.            Carrying a weapon on a Georgia Perimeter College campus. (This includes a licensed weapon whether concealed or in open view. Certified law enforcement officials acting under published police agency policies are the only exceptions.)

 

18.       Failure to notify the supervisor extended absence and reason for absence (three consecutive work days without notification), a chronic pattern of excessive or unjustified absence, or presumed resignation.

 

A chronic pattern of excessive or unjustified absence exists when an employee's absences from work have a serious negative effect on a unit or department's ability to provide service. These absences can be for medical or non-medical reasons. Supervisors may consult the Human Resources Director regarding such determinations. In these cases, notice will be given to employees that their chronic absences are a hardship on the work unit and that additional requirements must be met in order to receive approved leave.

 

These requirements include:

 

Two Weeks notice for use of annual leave documentation to support other paid leave (funeral leave, jury duty, etc.), a physician statement verifying incapacitation, medical reasons for the absence, and anticipated date of return when sick leave is requested.

 

After notice has been given, another incident of unjustified or excessive absence may result in disciplinary action at the next higher step of progressive discipline.

 

When an employee has been placed on "chronic absence" restrictions, a regular review of an employee's attendance record should be completed by the supervisor every month. These restrictions may be lifted by the supervisor if the employee corrects the chronic pattern of absence. An employee may request such a review of his or her status related to chronic absence restrictions, if not initiated by the supervisor. Employees should be notified in writing regarding their status following each regular review.

 

Five consecutive working days of unauthorized absence for which an employee is unable to provide an explanation is considered job abandonment or presumed resignation. A supervisor or designee should make reasonable attempts to contact the employee during this 5-day period; however, to make contact with the employee does not excuse the absence.

 

19.            Abusive treatment by an intentional or grossly negligent act, or failure to act, which causes harm or potential harm to a guest, visitor or an employee; including, but not limited to, assault or battery.

 

20.       Sexual harassment in the form of unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature, as defined in Georgia Perimeter College Policy 800.05.

 

21.            Discrimination as defined in Title VII, which prohibits an employer from denying equal opportunity based on race, ethnicity, gender, physical ability, or age.

 

22.            Acceptance of gratuities, courtesies or gifts from any persons or organizations that, directly or indirectly, may seek to use that connection for securing favorable comment or consideration on any commercial activity. (Meals in the course of normal business are excluded.)

 

23.             Acceptance of additional payment in any form from any source for work performed in the employ of the Georgia Perimeter College for which payment has been or will be made by the payroll.

 

24.             Commission of a criminal act on or off property owned or operated by Georgia Perimeter College.

 

25.             College as evidenced by conviction of any felony or conviction of a misdemeanor charge if the misdemeanor is materially related to the employee's job.

 

EMPLOYEE ARRESTS

 

When an employee is arrested for an act committed on or off property owned or operated by Georgia Perimeter College, the details of the incident will be investigated by the Protective Services Department and reported to the Human Resources Department and to the employee's supervisor. The supervisor, after consultation with the Human Resources Department, will determine what disciplinary action may be appropriate based on available information. The Human Resources Department will inform the Area Vice President, the Executive Vice President for Financial and Administrative Affairs, and the College Legal Advisor, as appropriate.

 

A.        If the employee is arrested for a felony, the employee may be terminated, or suspended with pay until the matter is settled through legal proceedings, or suspended without pay until the matter is settled through legal proceedings.

 

B.        If the employee is arrested for a misdemeanor, the supervisor will consult with the Human Resources Department to determine if the continued presence of the employee in his or her position constitutes a threat to the safety and morale of others or to the security of state property. If such a threat is judged to exist, the employee may be suspended with pay or suspended without pay until the matter is settled through legal proceedings.

 

JOB-RELATED COUNSELING 

 

When the performance or behavior of an employee is considered below established standards, the supervisor should begin immediate counseling of the employee. Job-related counseling is not formal disciplinary action but a sincere effort on the part of the supervisor to understand the reason(s) for the problem, to re-emphasize to the employee the standards and expectation to be achieved and to motivate the employee to make the required improvements. During counseling, a supervisor should emphasize how correcting the problem is to the advantage of both the employee and the College.

 

Counseling should always be conducted in a private setting and should be positive, constructive and result in a better understanding between the employee and the College. The essential facts about each counseling conference should be documented by the supervisor utilizing the Conference Memorandum found in Appendix A. 

 

In most cases, counseling should be sufficient to correct the problem. In those instances where an employee fails to respond to counseling, formal disciplinary steps as described below should be initiated.

 

PROGRESSIVE DISCIPLINE

 

Discretion is permitted supervisory personnel in administering discipline. Generally, the least severe disciplinary penalty should be imposed which, in the judgment of the supervisor, will correct the problem.

 

For the majority of cases where formal discipline is justified, a sequence of progressive discipline should be initiated as described below. Progressive discipline provides sufficient opportunity for an employee to understand and correct a performance or behavioral problem and assures consistency in administering disciplinary action.

 

The employee will be requested to sign each notice of disciplinary action to indicate receipt of the notice and understanding of its contents. (Required format of disciplinary notices are contained in Appendixes B through F.) An employee's refusal to sign a disciplinary notice shall be noted on the form by the supervisor.

 

The general guidelines with respect to progressive discipline follow:

 

A.        For unsatisfactory work performance or conduct as described in items 1 through 10 under Work Expectation and Rules, discipline would ordinarily include Oral Warning, Written Warning, Disciplinary Suspension or Final Written Warning in lieu of Disciplinary Suspension, and Termination.

 

B.        For unsatisfactory work performance or conduct as described in items 11 through 24 under Work Expectations and Rules, discipline would ordinarily include Disciplinary Suspension, or Final Written Warning in lieu of Disciplinary Suspension, and/or Termination.

 

C.            Unsatisfactory work performance or improper conduct will be considered cumulative in nature: that is, a pattern of unsatisfactory work performance or improper conduct across more than one area will be considered similar to continued failure to correct any one problem.

 

STEP ONE: ORAL WARNING

 

When it is clear to the supervisor that counseling efforts have failed to produce the required improvements in an employee's conduct or performance, or when the seriousness of the offense justifies immediate disciplinary action, an Oral Warning should be issued. To administer an Oral Warning, the supervisor should do the following:

 

  1. Meet with the employee privately;

 

  1. Review, in detail, the incident(s) which led to the decision to discipline the employee;

 

  1. Explain to the employee the standards of performance or conduct which must be achieved and the time limit for improvement;

 

  1. Answer questions relating to the problem;

 

  1. Warn the employee that failure to achieve the standards, within the time limit provided, will subject the employee to further disciplinary action;

 

  1. Prepare a memorandum to the employee confirming the Oral Warning (see Appendix B) and ask the employee to sign it.  

 

STEP TWO: WRITTEN WARNING

 

If the employee fails to correct unacceptable conduct or performance after an Oral Warning, or if the initial offense is serious enough to warrant a more severe disciplinary action, the supervisor should prepare and administer a Written Warning. Again, the supervisor should do the following:

 

  1. Hold a private conference with the employee;

 

  1. Review the details of the incident(s) which led to the decision to take disciplinary action;

 

  1. Explain the standards of performance or behavior that are expected and the time period by which they must be attained;

 

  1. Answer questions relating to the problem; then,

 

  1. Provide the employee with a copy of the Written Warning (see Appendix C), emphasize that failure to correct the problem will result in further disciplinary action, and ask the employee to sign it;

 

  1. Forward a copy of the Written Warning, together with a copy of the Oral Warning or notes concerning counseling sessions pertaining to the problem, to the Human Resources Department for placement in the employee's file. The Human Resources Department will forward a notice to the College Grievance Officer.

 

STEP THREE: DISCIPLINARY SUSPENSION OR

FINAL WRITTEN WARNING IN LIEU OF DISCIPLINARY SUSPENSION

 

A Disciplinary Suspension, without pay, for up to five working days, may be administered to an employee in the event of continued or cumulative unsatisfactory performance or conduct, or for a first offense of a more serious nature (as described in Work Expectations items 11 through 24). A Final Written Warning, in lieu of Disciplinary Suspension, may be administered when, in the supervisor's judgment, allowing the employee to continue to work would improve the chances of correcting the problem.

 

As with a Written Warning, the supervisor should meet privately with the employee and cover the points listed. However, since Disciplinary Suspension or Final Written Warning is generally the last action prior to termination, it should be made clear to the employee that one final opportunity remains to correct the problem and that a further incident will result in termination.

 

In case of Disciplinary Suspension, the supervisor must allow five working days prior to the effective date of the suspension to give the employee an opportunity to appeal to the next highest authority (See Appendix D). An employee is not required to appeal. If the employee does appeal, the next highest authority must respond in writing. The employee may also file a grievance with the College Grievance Officer.

 

Under emergency circumstances when immediate action is necessary, an employee may be suspended by the immediate supervisor pending review by the next highest authority.

 

Review by the next highest administrative authority and by the Human Resources Department are required for a Step Three disciplinary action. Documentation supporting the Disciplinary Suspension or Final Written Warning should be given to the employee and a copy forwarded to the Human Resources Department for placement in the employee's personnel file (see Appendix D or E). The Human Resources Department will forward a notice to the College Grievance Officer.

 

There is a second type of Disciplinary Suspension. A Suspension Pending Investigation may be administered in those instances where an employee is implicated in a work rule violation of a more serious nature and when further investigation and review of the facts are required before a final decision can be made. If the investigation clears the employee of the offense, the suspension will be rescinded and the employee will be paid for the pay lost while on suspension. If the evidence is conclusive that the employee committed the offense, one of the following outcomes will normally result:

 

  1. Termination.

 

  1. The Suspension Pending Investigation may be changed to Disciplinary suspension for up to five days (see Appendix F).

 

STEP FOUR: TERMINATION

 

In most cases, discharge will result from the failure of an employee to heed prior warnings about substandard performance or conduct. With respect to acts of a more serious nature (as described in Work Expectations 11 through 24), though, an employee may be terminated without prior warnings.

 

An involuntary termination for substandard performance or conduct requires review by the next highest administrative authority and review by the Human Resources Office before implementation. The Human Resources Department will inform the Area Vice President, the Executive Vice President for Financial and Administrative Affairs, and the College Legal Advisor of termination prior to implementation, as appropriate. (This applies regardless of the length of time employed.)

 

The supervisor must allow five working days prior to the effective date of discharge to give the employee an opportunity to appeal to the next highest authority. An employee is not required to appeal. If the employee does appeal prior to the effective date, the next highest authority must respond in writing. The employee may file a grievance with the College Grievance Officer. Documentation supporting the discharge including any responses filed should be forwarded to the Human Resources Department for placement in the employee's personnel file. The Human Resources Department will forward a notice of discharge to the College Grievance Officer.

 

Under emergency circumstances when immediate action is necessary, an employee may be suspended by the immediate supervisor pending review of the discharge by the next highest authority. Reasons for discharge shall be put in writing and delivered or mailed to the employee. (See sample format in Appendix G).

 

ADDITIONAL MEASURES REGARDING UNSATISFACTORY JOB PERFORMANCE

 

If the problem to be corrected involves only the employee's job performance, it should first be determined if the employee has the requisite skills and abilities to perform at an acceptable level. If the employee has the ability, but elects not to exert the effort required to perform acceptably, the disciplinary steps, as outlined above, should be initiated following job-related counseling of the employee.

 

When an employee is judged not to have the requisite skills and abilities, the problem is usually one of placement, not discipline. With the employee's concurrence, these situations can be resolved by voluntary demotion or voluntary transfer to a more suitable position. Voluntary demotion or voluntary transfer must be reviewed by the Human Resources Department prior to implementation. Documentation supporting the voluntary demotion or voluntary transfer should be forwarded to the Human Resources Department for placement in the employee's personnel file. The Human Resources Department will forward a notice to the College Grievance Officer.

 

If an employee is unwilling to accept the demotion or transfer and remains unconvinced that the job requirements exceed his or her abilities, disciplinary steps may be initiated as a way of providing systematic notice to the employee that his or her performance is deficient. At the final step of the disciplinary procedure, the employee may be discharged, or demoted if practicable, or transferred to another more appropriate position.

 

In the case of involuntary demotion, the supervisor must allow five working days prior to the effective date of demotion to give the employee an opportunity to appeal to the next highest authority. Involuntary demotion or involuntary transfer must be reviewed by the Human Resources Department prior to implementation. An employee is not required to appeal. If the employee does appeal, the next highest administrative authority must respond in writing. The employee may also file a grievance with the College Grievance Officer.

 

Revised 10/24/94

Revised 5/99 

 

Approved by College Advisory Board 9-23-99

 

 

 

APPENDIX A

Sample Format

 

CONFERENCE/JOB COUNSELING MEMORANDUM

TO:                  (Name and Title of Employee)

FROM:            (Name and Title of Supervisor)

DATE:           

SUBJECT:            Conference of (Date)

 

This is to summarize and make a matter of record our conference of above date.

 

A. During the conference, the following items were discussed:

 

            1.             (Use a brief description but be specific and complete.)

2.

 

B. During the conference, you stated the following:

1.         (This paragraph is optional. Use it only if the employee makes statements significant to the issues.)

2.

 

C. During the conference, I offered you the following assistance and guidance:

1.         (This paragraph is optional but use it if specific suggestions were provided or if other resources were offered to help the employee.)

 

D. During the conference you were instructed:

1.         (Use this paragraph to document the expectations and standards to be achieved or followed by the employee.)

2.

 

If this is not an accurate summary of our conference, please notify me in writing by (date)*. If I do not hear from you, I shall assume the above to be a accurate summary of our conference. *Be sure to give at least three working days for response.

 

Original to be retained in departmental files

Copy to employee

Copy to next highest administrative authority

 

 

APPENDIX B

Sample Format

 

CONFIRMATION OF ORAL WARNING

TO:                  (Name and Title of Employee)

FROM:            (Name and Title of Supervisor)

DATE:

SUBJECT:            Oral Warning

 

This will confirm our conversation of (date) during which you were warned about your (cite the work rule violations or the problem area.)

 

As you recall, the following incident was discussed:

 

(Summarize the details of the incident which led to the warning)

 

You were advised that failure to correct unsatisfactory work performance or conduct (by specific date or immediately) will result in further disciplinary action.

 

____________________                                                  _____________________

Date given to Employee                                                       Supervisor

 

===========================================

I acknowledge receipt of this notice, but in doing so do not necessarily agree with the action indicated. I understand that I have the right to present a written statement which will be attached to this record of disciplinary action.

 

__________                                                                          ____________________

Date                                                                                        Employee

 

Original to employee

Copy to next highest administrative authority

Copy for departmental files

 

 

APPENDIX C

Sample Format

 

WRITTEN WARNING

TO:                  (Name and Title of Employee)

FROM:             (Name and Title of Supervisor)

DATE:

SUBJECT:             WRITTEN WARNING

 

You have committed the following violations of Georgia Perimeter College work rules: (Provide the details of the incident which led to the written warning and refer to the work rules which were violated. Use as much space as required.)

 

You are expected to:(Explain the standards of performance or behavior that are expected and the time period by which they must be attained.)

 

You are warned that failure to correct unsatisfactory work performance or conduct will result in more serious disciplinary action.

 

_________________                                            ________________________

Date given to employee                                           Supervisor

 

=================================================

I acknowledge receipt of this notice, but in doing so do not necessarily agree with the action indicated. I understand that I have the right to present a written statement which will be attached to this record of disciplinary action.

 

  

__________________                                          ________________________

Date                                                                            Employee

 

Original to employee

Copy to Human Resources Department ( attach copies of prior Oral Warnings and Conference Memoranda pertaining to this problem.)

Copy for departmental files

 

 

APPENDIX D

Sample Format

 

FINAL WRITTEN WARNING

TO:                  (Name and Title of Employee)

FROM:            (Name and Title of Supervisor)

DATE:

SUBJECT:            FINAL WRITTEN WARNING

 

You have committed the following violations of Georgia Perimeter College work rules:

 

(Provide the details of the incident which led to the written warning and refer to the work rules which were violated. Use as much space as required.)

 

You are expected to:

 

(Explain the standards of performance or behavior that are expected and the time period by which they must be attained.)

 

This is your FINAL WARNING! Failure to correct unsatisfactory work performance or conduct will result in your discharge.

 

______________________                                ______________________

Date given to employee                                           Supervisor

 

================================================

I acknowledge receipt of this notice, but in doing so do not necessarily agree with the action indicated. I understand that I have the right to present a written statement which will be attached to this record of disciplinary action. I further understand that I may appeal this disciplinary action within five days (indicate date) to (name of the next highest administrative authority). I further understand that I may file a grievance with the College Grievance Officer within five days (indicate date).

 

 

_______________________                             ____________________________

Date                                                                            Employee

 

Original to employee

Copy to Human Resources Department

Copy for Departmental files

Copy to next highest administrative authority

 

 

 

APPENDIX E

Sample Format

 

DISCIPLINARY SUSPENSION

TO:                  (Name and Title of Employee)

FROM:            (Name and Title of Supervisor)

DATE:

SUBJECT:            DISCIPLINARY SUSPENSION

 

You are hereby notified that you are suspended from your position without pay for (1-5) days beginning at (time) on (date) and ending at (time) on (date). You are to report to work on (day), (date), at (time). (EXCEPT IN EMERGENCY CIRCUMSTANCES THE BEGINNING DATE MUST NOT BE SOONER THAN 5 WORKING DAYS AFTER NOTICE IS GIVEN TO THE EMPLOYEE.)

 

You have committed the following violations of Georgia Perimeter College work rules:

 

(Provide the details of the incident which led to the written warning and refer to the work rules which were violated.)

 

When you return to work you will be expected to:

 

(Explain the standards of performance or behavior that are expected and the time period by which they must be attained.)

 

You have until (time) on (effective date) to appeal this action to (name of next highest authority). You are warned that failure to correct unsatisfactory work performance or conduct will result in your discharge.

 

___________________________                                _____________________

Date given or mailed to employee                                           Supervisor

 

===========================================

I acknowledge receipt of this notice but in doing so do not necessarily agree with the action indicated. I understand that I have the right to present a written statement which will be attached to this record of disciplinary action. I further understand that I may appeal this action to (name of the next highest administrative authority) by the date indicated above. I further understand that I may file a grievance with the College Grievance Officer within five days (name date).

 

___________________________                                _____________________

Date                                                                                        Employee     

 

Original to Employee

Copy to Human Resources Department

Copy to Departmental Files

Copy to next highest administrative authority

 

 

 

APPENDIX F

Sample Format

 

DISCIPLINARY SUSPENSION PENDING INVESTIGATION

 

TO:                  (Name and title of Employee)

FROM:             (Name and Title of Supervisor)

DATE:

SUBJECT:             SUSPENSION PENDING INVESTIGATION

 

You are hereby notified that you are suspended from your position with/without pay for effective (date) pending an investigation of an incident occurring on (date) in which you are suspected of (state suspected charge or work rule violation). The investigation will be conducted by (state individuals or departments involved in investigation). You will be given a complete opportunity to present your statement before a final decision is made.

 

You will be contacted in the near future regarding this matter.

 

 

_____________________________                _______________________

Date given or mailed to employee                               Supervisor

 

=================================================

I acknowledge receipt of this notice but in doing so do not necessarily agree with the action indicated. I understand that I have the right to present a written statement which will be attached to this record of disciplinary action. I further understand that I may appeal to (name of next highest administrative authority) within five days (name date). I further I further understand that I may file a grievance with the College Grievance Officer within five days (name date).

 

 

_____________________________                ________________________

Date                                                                            Employee

 

Original to employee

Copy to Human Resources Department

Copy for departmental files

Copy to next highest administrative authority

 

 

 

APPENDIX G-1

Sample Format

 

NOTICE OF TERMINATION

 

TO:                  (Name and Title of Employee)

FROM:            (Name and Title of Supervisor)

DATE:

SUBJECT:             NOTICE OF DISCHARGE

 

Your employment is terminated from Georgia Perimeter College effective at (time), (date). (EXCEPT IN EMERGENCY CIRCUMSTANCES THIS DATE MUST NOT BE SOONER THAN FIVE (5) WORKING DAYS AFTER NOTICE IS GIVEN TO THE EMPLOYEE.)

 

(Cite the work rule violations, specifying dates and actions as much as possible and briefly summarize the incidents which led to the decision to discharge.)

 

The following efforts were made to correct the problems requiring discharge: (specify; if none were made because of the seriousness of the circumstances, state the seriousness of the problem).

 

You have 5 working days (name date) in which to appeal this action to (name of next highest authority) prior to the effective date. You may also file a grievance with the College Grievance Officer within 5 working days (name date).

 

 

_____________________________                __________________________

Date given or mailed to Employee                   Supervisor

 

____________________________                  __________________________

Date                                                                            Employee

 

 

Original to employee

Copy to Human Resources Department

Copy for departmental files

Copy to next highest administrative authority

 

 

 

APPENDIX G-2

Sample Format

 

NOTICE OF TERMINATION

 

TO:                  (Name and Title of Employee)

FROM:             (Name and Title of Supervisor)

DATE: 

SUBJECT:             NOTICE OF DISCHARGE 

 

Your employment is terminated from Georgia Perimeter College effective at (time), (date).

 

(Cite the work rule violations, specifying dates and actions as much as possible and briefly summarize the incidents which led to the decision to discharge the employee.)

 

You have the right to file an appeal to (name of next highest administrative authority) within 5 working days from the receipt of this letter. You may also file a grievance with the College Grievance Officer within 5 working days of the receipt of this letter.

 

 

_____________________________                __________________________

Date given or mailed to employee                               Supervisor

 

Original to employee

Copy to Human Resources Department

Copy for departmental files

Copy to next highest administrative authority