Human Resources Policy and Procedure
Number 62.0: Corrective Action
The University recognizes that situations may occur which require appropriate corrective action leading to improvement of an employee’s job performance and/or conduct or, if appropriate, termination.
Corrective action shall occur, as appropriate, under the provisions of the following Human Resources Policies and Procedures (HRP&P):
The University’s commonly accepted procedures for corrective action are outlined below.
1) If corrective action fails to result in satisfactory progress, the employee shall be considered for separation from employment. The Human Resources Office of Employee Relations (Employee Relations) shall review and approve the termination.
2) The normal progression of corrective action incorporates a(n)
3) If an employee’s misconduct or job-related misconduct is severe and/or repetitive, a step or steps in the process may be skipped or combined. It is recommended that skipping or combining a step or steps be reviewed with Employee Relations.
During the new hire orientation period stronger corrective action may be appropriate.
The department head/supervisor is responsible for applying corrective action as necessary for an employee. Employee Relations should be contacted for advice and review appropriate of corrective action.
Note: The department head/supervisor shall notify the employee of the failure to meet performance requirements, or a violation of University or departmental policies or rules and is responsible for consulting with the appropriate department officials or administrators to ensure that they are in agreement regarding corrective action.
1) The first notification of a specific problem may be oral.
2) The corrective action shall be delivered as soon as possible after the occurrence which initiated the action.
3) Documentation of the warning should include
It is advisable to make a written record of the oral warning for documentation purposes.
Note: As a general rule, if an employee does not give reason for further corrective action for a period of six months from the date of the corrective action, future corrective action would again be made orally.
1) In a case where acceptable progress toward correcting a problem has not been made, or in a case where the misconduct or job-related conduct is severe, a written warning is generally the next step in the corrective action process.
2) Documentation of the warning shall include
1) Probation is generally the next step in the corrective action process if an offense is not serious enough to warrant suspension or termination, or if progressive corrective action has not been successful.
2) Probation shall not normally be greater than 90 calendar days.
3) Documentation of the probation shall include
4) At any point during probation, if the employee is not improving or commits another offense(s), additional corrective action may be taken.
5) At the end of probation, a written statement should be completed advising the employee of satisfactory performance and removal from probation.
6) If a leave is authorized for more than one week during probation, the probation will be adjusted by that length of time.
7) Transfer of an employee on probation shall receive prior approval from Employee Relations.
Note: Supervisors are encouraged to meet regularly with an employee during the corrective action period and to discuss and document the employee's progress or lack of progress toward improvement or correction of the stated problem(s).
1) Suspension is generally the next step in the corrective action process if an offense is not serious enough to warrant termination from employment, or if progressive corrective action has not been successful.
2) Suspension is without pay, is generally for a period of one to five working days.
3) In any case of suspension, Employee Relations shall be notified as soon as possible.
Note: The length of suspension is typically dependent upon the nature and severity of the infraction or violation.
4) In cases of suspension pending further investigation, the suspension may be of undetermined length depending upon the complexity of the case and the involvement of other departments or agencies. Once the final decision is made on the appropriate level of corrective action, if any, appropriate documentation will be completed.
5) Documentation of the suspension shall include
Note: All corrective action memos shall be reviewed with the employee and signed by the supervisor and employee. If the employee refuses to sign, this shall be noted in place of the employee’s signature. Documentation of corrective action, above an oral warning, shall be forwarded to the Human Resources Office of Records (21 Scovell Hall, 0064) for retention in the employee’s personnel record. A copy shall also be given to the employee and Employee Relations (213 Scovell Hall, 0064).
Previous Version (Revision Date - 05/18/07)