a. Before taking corrective action or considering discipline, the employee’s immediate supervisor or manager should attempt to ensure the employee is made aware of the expectations of the job. This can be accomplished in a variety of ways, including, but not limited to: reviewing the employee’s job description with them; reviewing city, department or division policies, procedures or expectations with the employee; communicating expectations to the employee during the hiring process; communicating expectations to the employee during an orientation; engaging in performance discussions with the employee; or reviewing previous corrective action or discipline against the employee.
i. Performance discussions (which may include, but are not limited to, coaching and counseling sessions or verbal warnings) and written warnings are corrective action designed to promote improvement in performance, conduct or behavior.
ii. Performance discussions should be documented in some form, which may include, but are not limited to, a memo to the employee, an e-mail to the employee or the performance discussion form. These documents will not be placed in the employee’s official personnel file but may be reviewed and considered in determining whether disciplinary action should be taken.
b. In some instances, corrective action may be issued to an employee without prior warning, depending on the nature and severity of the issue or concern. However, in the case of discipline (i.e. Tier 2 or Tier 3), a pre-determination hearing notice will be provided to give the employee notice and an opportunity to respond to the issues raised.
c. Before taking corrective action or considering discipline, the supervisor or manager in question should consult with their human resources consultant. After consulting with HR and others as appropriate, the issuing supervisor or manager will determine whether corrective action or discipline is appropriate and, if so, which tier.
d. Before taking corrective action or considering discipline, a review of the relevant information (which may, but is not required to, include an investigation) will be conducted. An investigative interview may be held if a supervisor or investigator determines that such an interview is necessary to obtain additional relevant information. If an investigative interview is held, the supervisor or investigator conducting the interview will comply with all applicable provisions of a MOU.
e. For appeals to a department director or their designee, an individual who was not involved in the decision to issue the disciplinary action should be assigned to hear the appeal. If the disciplinary action was issued by a department director, the appeal will be heard by the Chief of Staff.
f. Where broader institutional issues are implicated (which may include, but are not limited to, EEO issues (such as discrimination or harassment), workplace violence, fraud, etc.), the appropriate department director or city official may issue disciplinary action.
Current References:
Policy 3.01.06 Employment Separation and Exit Interviews
Discipline and Appeal Guidelines Procedure
Initial Effective Date: October 1, 1995
Approved and passed this 31st date of August, 2018