Accountability Presented by Mollie Schaffer August 13 th, 2014

Goals - To help every staff member to be successful in their position - To make every effort to provide staff members with clear and consistent expectations - To promote impartiality and fairness - To hold Staff accountable for their actions - To make fair, consistent decisions appropriate to the violation - To achieve consistency in the assignments of sanctions across residence halls

Introduction Each staff member performs his/her duties under the direction of a primary supervisor (Complex Director/Resident Director) who is responsible for evaluating the job performance of the staff member. While written evaluations are conducted at least once a year, the supervisor will provide on-going feedback throughout the year. Thus, the procedures outlined in this presentation may be initiated at any point by the supervisor when a concern exists about a staff member’s performance. It is important to note that this model serves as a guideline. There may be instances where an action is not covered in the model yet an CD/RD believes that the behavior needs to be addressed.

TYPICAL REASONS WHY STAFF ARE DISCIPLINED Failure to meet academic requirements as they relate to the Paraprofessional position Failure to perform staff duties or to meet expectations Serious violations of policy and/or responsibilities * Please note that these lists are not all inclusive. All situations will be considered within their specific context.

FAILURE TO MEET ACADEMIC REQUIREMENTS The Paraprofessional Employment Agreement states that: “Paraprofessionals must hold and maintain a cumulative GPA of a 2.50” 1) If a current RA falls below the GPA requirement he/she will face a minimum of academic job probation. The RA must bring their cumulative GPA back up to at least a 2.5 by the following semester, or they will be terminated. 2) If a current paraprofessional that is on academic probation fails to raise their cumulative GPA to a 2.5 by the conclusion of the probationary period (1 semester), they will be immediately terminated. *Grades are checked at the end of the Fall and Spring semesters

FAILURE TO PERFORM STAFF DUTIES EFFECTIVELY OR TO MEET EXPECTATIONS Improper behavior/incidents will be addressed and may result in a warning, letter of reprimand and/or probation.

Examples Examples of these behaviors (including but not limited to) are: ◦Failure to meet an expectation set by the Department or your supervisor ◦ Failure to communicate with your supervisor ◦Absence and/or lateness from duty, meeting, training, or other event ◦Inappropriate behavior ◦ Failure to address issues or policy violations ◦Late or missing paperwork; failures to complete administrative duties ◦ Failure to meet stated job expectations provided by your supervisor ◦Unexcused absence from “all hand on deck” events, such as but not limited to Opening, RA Selection, Closing, contract dates, Department programs, etc.

SERIOUS VIOLATIONS OF POLICY AND/OR RESPONSIBILTIES Improper behavior/incidents that are considered a serious violation of policy and/or responsibilities will not be tolerated under any circumstances and may result in immediate termination.

Examples Examples of these behaviors (including but not limited to) are: ◦Failure to maintain minimum GPA requirements ◦Failure to abide by and enforce Buffalo State policies and Residence Life policies ◦Insubordination ◦ Multiple failures to perform staff duties effectively ◦Violation of confidentiality ◦Unexcused absence from periods of housing opening or closing during both the Fall and Spring semesters ◦Demonstrating behavior that impairs staffs ability to be a role model or that could be considered damaging to the Office of Housing and Residence Life mission ◦Misuse of keys ◦Disrespected or noncompliance behavior ◦Violations of probation ◦Possession/use of illegal drugs and/or illegal consumption of alcohol

OVERVIEW OF PROGRESSIVE DESCIPLINE PROCESS If the supervisor determines that a staff member is unsuccessful or negligent in fulfilling expectations, duties and responsibilities as outlined in the paraprofessional employment agreement and individual complex expectations, the supervisor will meet with the staff member to discuss these concerns. The purpose of the meeting will be to determine why the issue exist and the appropriate action to be taken. Following the meeting and additional investigation, if warranted, staff disciplinary action will be determined based on the severity of the situation. This action may include but is not limited to, any combination of the following: 1. Verbal warning – restatement of expectations 2. Documentation of the meeting and its outcome 3. Written warning (official job warning) 4. Job probation – accompanied by specific conditions that must be met for continued employment and from which any further failure to perform any element of the job description or expectations will lead to immediate termination from the position 5. Termination – immediate termination from the position

FYI Note: The supervisor will provide the staff member with a written copy of any formal action that is taken and also place a copy in the staff member’s employment file. A copy of this documentation will be forwarded to the Director responsible for Residence Life. Documentations of other meetings between the staff member and supervisor for which no formal sanctions occur may also be placed in the staff member’s file. Note: The nature of the action taken depends on the severity of the performance issue or policy violation. It should be understood that certain policy violations typically result in automatic termination from the position, even if the staff member may not have received a written warning or been placed on a period of probation prior to the incident. In addition, other infractions may accumulate and necessitate the need to initially issue a written warning, and then progress to a period of probation, and then end with termination.

PROGRESSIVE DISCIPLINE OUTLINE Verbal Warning, Written Warning, Job Probation, Termination 1) Offense is committed 2) CD/RD meets with Staff Member 3) Letter is given to Staff Member documenting the incident and outlining a performance plan. A copy is placed in the Staff Member’s employment file.  In the case where no formal action is taken, the Staff Member will be informed that a note about the situation is being placed in their file 4) Follow-up is conducted during one-on-one’s and other performance meetings between the CD/RD and Staff Member If Termination is being considered 1) The CD/RD will consult with the Director and determine whether termination is necessary

Forms of Discipline Verbal Warning: Used to focus attention on a specific problem, the CD/RD will have a conversation with the staff member. If at this time no formal action is deemed necessary, the incident and meeting will simply be noted but if the action is not corrected, formal job action will be taken immediately. Written Warning / Letter of Reprimand / Formal Job Warning: Used to formally document and take action against inappropriate behavior or failure to meet expectations, the CD/RD will have a meeting with the staff member and also provide them with a written letter that outlines the infraction and if necessary, a performance plan. A copy is placed in the Staff Member’s Employment file.

Forms of Discipline Job Probation: is written communication initiated by the supervisor to the employee identifying the reason for the probationary status, the required improvement, and the consequence if the problem of behavior continues or if another problem occurs. A performance plan detailing the required behavior or performance change and time frame in which such change must occur may be developed. The supervisor will provide the letter of job probation to the individual and will meet with the individual, informing them of the next disciplinary action to be taken if the identified problem(s) is/are not corrected, or if another problem occurs. The supervisor will forward a copy to the Director for inclusion in the employee’s personnel file. Termination: falls into two (2) categories where the supervisor determines that the employee’s: ◦1) performance is unsatisfactory, or ◦2) conduct is unacceptable. Termination for unsatisfactory performance is due to the failure to improve performance problems or due to a severe performance problem. The supervisor will consult with the Director to determine if termination is necessary.

Appeals Process Appeal Process A Staff Member may appeal a decision to place them on job probation or to terminate them. The appeal must be submitted in writing to the Director responsible for Residence Life within 48 hours of receipt of their probation / termination letter.