Job Action Guidelines Staff Training, HR Staff Training, Etc

Procedure 1.Verbal Warning 2.Letter of Warning 3.Probation 4.Termination

Verbal Warning: 1 st Time Offense  What is it?  A documented conversation between the AD and the HR/RA or the HR and the RA  What does it focus on?  Making the RA or HR aware of what they did wrong  Rectifying the behavior in question  Discovering the reasons why responsibilities are not being fulfilled, expectations aren’t being met, etc  What exactly happens?  A conversation will take place  This conversation will be summarized and documented  A change in behavior is expected

Letter of Warning: 2 nd Time Offense  What is it?  A formal letter sent to the staff member that includes a detailed description of the behavior warranting the warning, a detailed remedy for the behavior, and the consequences for not meeting the expectations presented in the verbal warning.  What does if focus on?  Explicit statement of wrong doings  Explicit statement of expectations  Consequence for behavior  What exactly happens?  Supervisor drafts a letter to the staff member  Staff member receives letter in staff mail box  A copy of the letter is placed within the staff member’s personnel file

Probation: 3 rd (or 4th) Time Offense  What is it?  A formal letter sent to the staff member that is similar to that of a letter of warning, however the letter is closed with a statement of probation. During the time of probation, the staff member’s behavior will be carefully watched and analyzed.  What does it focus on?  Giving the staff member a ‘last chance’ before termination  Forcing the staff member to seriously consider their commitment to the department  What exactly happens?  Supervisor drafts a letter to the staff member ( with a statement of probation)  Staff member receives letter in mail box  A copy of the letter is placed in within the staff members personnel file  The staff member is evaluated for the indicated probation time

Termination: 4 th Time Offense  What is it?  The formal termination of a staff member’s employment.  What exactly happens?  The staff member is informed of the decision to terminate in person if possible  The staff member will be relocated outside of the residence hall  The Staff member is required to re-locate in 48 hours upon room reassignment  The staff member must relinquish their sequence key  All staff member’s duties are suspended at the time of termination and during the appeal process  More information:  A staff member can attempt to appeal their case  Termination can take place at ANY time (staff members do not need to be subject to a verbal warning, letter of warning, or probation first)

Procedure for Appeal  A staff member may appeal any forms of job action to the director of Residential Education and Housing.  How?  Give verbal notice of their intent to appeal 24 hours before (the staff member has 3 days after initial notification to submit a written appeal)  The appeal letter should address the rationale for appeal in relation to the following grounds:  1. New information regarding the issue that has presented itself since the job action notification  2. The job action was extreme or arbitrary for the context  3. These was bias in the job action process

Behaviors Warranting Job Action Late:  To a staff meeting  With paperwork  To A Res. Life event  Training  Opening  Closing Absent:  For a staff meeting  For a Res. Life event  For training  For opening  For closing  Failed to submit paperwork

Behaviors Warranting Job Action On Call-Late  Late to Duty (On Call log book must be signed for by 8pm)  < 30 minutes late will usually result in a letter of warning On Call-Missed  Missed duty (i.e. forgot to switch or find a replacement or be present for the first round)  Will result immediately in probation

Behaviors Warranting Job Action Policy Violation- Low Level  Eg. ???????  Will result possibly in a letter of warning or probation depending on the offense Policy Violation- Higher Levels  Health, safety, local, state, or federal laws violated  Eg. Caught with an illicit drug  Will result in probation or termination depending on the offense

Behaviors Warranting Job Action Evaluations  Failure to meet performance expectation  Results in probation GPA Drop  If below 2.5: GRP probation & academic support sanctions, then a review of the academic support plan. If unable to raise, termination is likely  If below 2.0 same as above except termination can be considered  If below 1.0—results in termination

Behaviors Warranting Job Action Community Development  Individual Relationships (not being visible or available, not knowing names, not being responsive to requests, etc)  Active Programs (not providing opportunities for residents to interact, not meeting program expectations)  Environmental (not reporting physical plant issues, not maintaining bulletin boards) Keys  Misplace or loss of master/sequence key—results in probation or termination, restitution for cost, los of use for period of time. If happens again—results in termination and restitution for costs  Deliberate misuse of keys (results in probation or termination and loss of use for a period of time or immediate termination