Our disciplinary process consisting of the following 6 steps:
- Verbal warning
When a manager or HR issues a verbal warning, they should do so privately. When appropriate, they should provide a copy of the company policy you violated, and explain our progressive discipline steps. Supervisors should provide you with any coaching or advice they need.You will have [2 weeks] to correct your behavior before step 2 takes effect.
- Informal meeting with your supervisor
A manager (or HR if appropriate) discusses corrective actions with you. You should receive actionable feedback on how to deal with an unintentional violation. They can review coaching or mentoring methods.You will have [1 month] to correct your behavior before step 3 takes effect.
- Formal written reprimand
[HR] should inform you that if you do not correct your behavior within [1 week], step 4 will take effect.
- Formal disciplinary meeting
This meeting will be attended by [HR, Department Head, and/or your supervisor]. You will have the chance to explain your side and [HR] is obliged to investigate. [HR] must clarify that this is the final step before you are penalized.You must correct the behavior immediately, or step 5 takes effect.
This step encompasses any penalties you will receive. This usually includes the removal of certain perks and benefits (as long as they are not mandatory by law.) It may also include suspension without pay or demotion for serious offenses. We will still provide counseling in this stage if appropriate (e.g. minor cases of substance abuse.) We will apply this step uniformly and fairly. It will not result in an adverse impact on protected groups.You must correct your behavior within [1 month] before step 6 takes effect.
Employees who continue to violate our policies, either voluntarily or involuntarily, by this stage will be terminated. This step will follow an official investigation by [HR] (or legal authorities when appropriate) to ensure that terminating an employee is fair. Termination for cause will refer to employees who were guilty of severe violations or felonies.All these phases are official and managers should document them. HR must also keep records of the process from step 3 onwards.Managers should let you know when they launch a progressive discipline procedure. For example, pointing out a performance issue is not necessarily a verbal warning and may be part of the regular feedback an employee receives. If managers judge that a progressive disciplinary process is appropriate, they must clarify this to their team members and document the step.Each step may be repeated instead of moving forward to the next step at HR or a manager’s discretion. For example, a supervisor may choose to have more than one informal meeting with their employees (step 2) before they ask HR to issue a formal reprimand (step 3.)Managers can make the decision to repeat a step if they:
- Feel that the step was not properly executed the first time
- See signs of improvement in their employee and want to help them further
- Believe conditions or parameters change enough to make repeating the step necessary