Employee Relations Processes: Staff Disciplinary Actions

Last Updated on 01/07/2008

Please direct questions to:

Penny Phillips at pphillip@admin.usf.edu

 

Exhibits / Forms

The Exhibits / Forms listed below are available in Word 6.0/95.

Sample Format for Oral Reprimand

Sample Format for Written Reprimand  

I.   INTRODUCTION

Occasionally, it becomes necessary to discipline employees in order to 
correct unacceptable behavior.  The time to act is as soon as a problem 
develops. Disciplinary actions range from oral reprimands to dismissal 
from the University.

USF Standards for Disciplinary Action lists types of behavioral infractions 
and levels of discipline for Staff employees.  However, a Human Resources 
Employee Relations representative can provide advice and guidance on the 
discipline of Staff and Administration employees.  Contact the Provost's Office 
or USF Faculty Affairs, as applicable, for advice and guidance on the discipline 
of Faculty.

II.     GENERAL

     A.     POLICY

          1.     Discipline is defined by the University as a form of training that 
          corrects and molds the employee's behavior.  The main objective of
          the discipline program is to get the employee back on track meeting 
          behavioral expectations and/or behaving safely and sensibly on 
          the job.

          2.     The University's discipline program is based on the concepts of 
          progressive and cumulative discipline.  Progressive discipline is based 
          on the idea that once employees have been informed of the behavior  
          expected of them, when an infraction occurs,  appropriate discipline 
          will be administered progressively from minor to major penalties 
          (e.g., reprimands to suspension to dismissal).  Violations need not 
          be identical in nature to be cumulative, and, depending on the
          violation and its severity, it is not required that each step in the 
          discipline process be taken.

          3.     University employees are to receive fair and uniform treatment 
          in the administration of progressive discipline.  This will be 
          accomplished through the establishment of reasonable standards  
          necessary for orderly, safe, and efficient operations and optimum 
          working conditions.  

          4.     Discipline may only be imposed for "just cause", which includes,
          but is not limited to, negligence, inefficiency or inability to perform 
          assigned duties, repeated and/or gross substandard performance 
          of assigned duties, insubordination, violation of the provisions of
          law or University regulations , conduct unbecoming a public 
          employee, misconduct, habitual drug abuse, or conviction of any 
          crime involving moral turpitude.  Disciplinary actions shall be 
          administered in a judicious manner that ensures fair and 
          equitable treatment for all employees.

          5.     Disciplinary actions include oral reprimand, written reprimand, 
          reduction in pay, disciplinary demotion, suspension, and dismissal
          (reduction in pay and disciplinary demotion are not "steps" in
          progressive discipline, but are generally equivalent to a suspension).
          The following procedures address the more commonly used types 
          of discipline.

     B.     DELEGATED AUTHORITY
       
          Refer to Exhibit HRRP.6 for a table of delegated authority for 
Employee Relations.


III.   DISCIPLINE FOR STAFF EMPLOYEES WITH PERMANENT STATUS

     At the first indication of a problem, the supervisor should counsel the 
employee on appropriate and inappropriate behavior and take the appropriate 
steps in progressive discipline.

     A.   ORAL REPRIMAND

          An oral reprimand (click here for a sample format)
 is a conversation between a supervisor and an employee, 
held in private, about a disciplinary problem.  This is issued to get 
the attention of the employee and to identify the problem and what 
corrective action is expected.  Employees should be specifically 
told that they are receiving an oral reprimand and the reasons for 
such reprimand.

          1.   The oral reprimand should be confirmed in writing, with a
          copy provided to the employee and the original maintained
          by the department.  A copy of the document is forwarded to 
          Human Resources for the employee's official personnel file at
          the discretion of the supervisor.

          2.   It should point out that future behavior of a similar nature may 
          result in more serious disciplinary action.

      B.   WRITTEN REPRIMAND

          A written reprimand (click here for a sample format)
is used after an oral reprimand has been given and no change 
in behavior/performance has resulted, or as the first step in
progressive discipline if the severity of the infraction warrants.

          1.   The reprimand must be based upon facts and information of record 
          and must be approved by the dean/director/designee.  

          2.   It formally places the employee on notice that corrective action must 
          be taken.

          3.   The employee should acknowledge receipt of the written reprimand 
          by signing and dating it.  If the employee refuses to sign, a notation of 
          the refusal must be noted on the reprimand.

          4.   The original document is forwarded to Human Resources to be
          placed in the employee's official personnel file, a copy given to the 
          employee, and a copy maintained by the department.

          5.   If the employee provides a written response, it is attached to 
          the reprimand and forwarded to the personnel file.

     C.  SUSPENSION

          Suspension is the action taken to temporarily relieve an employee of 
duties for one or more days and place him/her on leave without pay.  This is 
usually administered following one or more written reprimands.  However, a 
suspension may be the first step of discipline if it is a major offense.  It is 
recommended that a Human Resources Employee Relations representative
be consulted when suspension is being considered.

          1.   The dean/director submits a written request and supporting 
          documents to the Director of Human Resources/designee 
          for suspension of the employee.

          2.   If the facts appear conclusive, the Director of Human 
          Resources/designee provides a written response to the dean/director 
          which authorizes him/her to proceed with a Notice of Adverse Action 
          letter to the employee.

          3.   The employee has a right to attend a predetermination conference scheduled with  
          the Director of Human Resources/designee. (The employee may  
          bring a representative and witnesses and/or submit written statements.)
         
          4.   The Director of Human Resources/designee, either:

          5.   The dean/director issues the Notice of Final Action letter to the 
         employee (by personal delivery or certified mail/return receipt requested)
         specifying the date(s) of the action.

          6.   From the date of receipt of the Notice of Final Action letter, the employee may file 
          a grievance through the University grievance procedure or, if applicable to his/her class, 
          file a grievance through the appropriate collective bargaining agreement grievance 
          procedure, with such grievance to be filed within the time limits expressed in the procedure.

          7.   During the period between the first notice and the effective date
          of the action, the employee is expected to perform his/her duties
          without disruption.

     D.  DISMISSAL

          Dismissal is the action taken against an employee to separate him/her 
from the University.  This is the most severe form of discipline.  It is 
either the initial step in the case of a major offense or the final step in the 
progressive discipline process.  The steps in the dismissal process are 
the same as those for suspension except that, during the period between
the first notice and the effective date of the action, the employee may be 
placed on administrative leave, with appropriate justification.  It is recommended 
that a Human Resources Employee Relations representative be consulted when 
dismissal is being considered.


IV.   DISCIPLINE FOR PROBATIONARY STAFF EMPLOYEES WITHOUT PERMANENT STATUS IN ANY CLASS

During the probationary period, the supervisor must work 
closely with the employee to ensure the employee is aware of work 
standards and behavioral expectations.  Any violation of standards or 
expectations should be documented in writing.  The supervisor may 
use a form of progressive discipline or terminate the employee.  If   
termination of the employee is appropriate, the supervisor must 
coordinate the termination with the administrative head of the unit.  
The employee is notified in writing of the termination and is provided two 
weeks' notice, when practical. 

 V.   USF Standards for Disciplinary Action
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Please direct questions to:

Penny Phillips at pphillip@admin.usf.edu