Personnel - Performance
C.E.S.P. 1-8: Disciplinary Actions
Date Revised: 8-6-2013
Summary: Procedures for disciplinary actions where employees have demonstrated on-the-job conduct or performance which does not meet acceptable standards. These procedures are designed to help the employee correct or improve work-related problems, performance, or attitudes.
Disciplinary actions should specifically address deficiencies including, but not limited to: substandard job performance, unacceptable or uncooperative behavior, lack of dependability, misconduct, misuse of Extension time or equipment, or infraction of Extension rules, regulations, or policies.
In certain situations, disciplinary notice may be the appropriate action.
The initial disciplinary notice is usually issued verbally (unless the nature of the violation is cause for immediate dismissal). It should be issued as soon as possible to the incident or substandard job performance issue giving rise to the notice. The supervisor should document the date of the verbal notice, indicate the problem, and summarize the discussion and outcome of the meeting. Documentation of the verbal notice should be retained in the supervisor's files.
Subsequent disciplinary notices for the same or related infractions are presented in writing to the employee using the Employee Disciplinary Notice (E.E.V.A.L. - 140) After reviewing the disciplinary notice with the employee, the supervisor should make three copies of the signed form: one is retained by the supervisor, one is given to the employee, and one is forwarded to the appropriate District Director or Associate Director. The original is sent to the Human Resources Office for review and placement in the employee's personnel file.
Employees who receive a written performance-based or disciplinary reprimand during the twelve-month rating period covered by their evaluation are not eligible for a merit increase.
In certain situations, leave without pay may be the appropriate disciplinary action, as when it is in the best interest of the organization not to have the employee present while an investigation is being conducted.
- In certain situations, probation may be the appropriate disciplinary action. If an employee's overall job performance falls below the established standards for satisfactory work, the employee must be placed on probation and counseled. The employee must be notified in writing using the Employee Disciplinary Notice (E.E.V.A.L. - 140) that he/she is being placed on disciplinary probation. The notification should include the following: description of the offense or substandard job performance, description of the corrective action required or the job performance improvement plan, the length of the probationary period, and possible results of additional occurrences. The purpose of probation is improvement in the employee's job-related behavior or performance; however, if unacceptable behavior or performance problems persist, the employee may be subject to immediate termination at any time during the probationary period. Upon release from probation, the employee will be notified that employment may be terminated if the same or a related offense occurs within 12 months after the end of the probationary period.
In certain situations, immediate dismissal for cause may be the appropriate action. An employee may be dismissed for cause without prior verbal or written notice. Dismissal for cause may occur within the probationary period or at any time for gross misconduct, including but not limited to: insubordination, harassment, dishonesty, use of controlled substances on Extension property or at Extension events, or for misrepresenting a medical condition to gain employment benefits. When an employee is dismissed for cause, written documentation of the reason for dismissal, with explanation of the appeals process, must be given to the employee and to the Human Resources Office.