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OM 3.3.3 Disciplinary Procedure

About This Policy

Effective Date: July 1987
Last Updated: April 2008
Responsible University Office: Human Resources
Responsible University Administrator: Chief Inclusion and Human Resources Officer

Policy Contact:

Human Resources

Supervisors in exercising their responsibility for the effective performance of the employees in their departments may have need to apply certain disciplinary measures from time to time. This policy does not apply to serious offenses that may require immediate suspension or discharge.

The formal procedure to follow to ensure fair and uniform treatment to each employee is:

  1. Pre-disciplinary Corrective Procedures. Supervisors should always take the time to help employees improve their performance by: providing the employee with feedback, providing on-the-job training, permitting employees to attend relevant workshops, or simply providing closer supervision than normal. 
    1. Informal Counseling Session. When a supervisor identifies an apparent performance problem with respect to an employee's behavior, the supervisor must conduct an informal counseling session. Although the supervisor may note on his or her calendar that such a meeting took place, no record is to be made in the employee's personnel file. 
    2. Counseling Memorandum. If the problem persists, the supervisor shall conduct an additional counseling session following which the supervisor will write a counseling memorandum to the employee. The memorandum will be placed in the individual's personnel file. 
  2. Disciplinary Penalties. When steps IA and IB do not correct the problem, supervisors will impose the following penalties. 
    1. Written Reprimand. If the problem persists, the supervisor will give the employee a formal warning, informing the employee that the problem is serious and that written notation of the warning will be entered in the employee's personnel file. The written notation will be forwarded to the Human Resources Office, with a copy to the employee.
    2. Probation. If the problem still persists, the supervisor will have a second formal meeting at which the employee is placed on probation, and the supervisor will give the employee a written summary of the actual facts to let the employee know that the situation is serious and that the employee's actions will determine whether employment at the University will continue. A copy of the statement given to the employee, together with a written summary of the meeting will be provided for inclusion in the employee's personnel file. 
    3. Discharge. If, after an employee has been placed on probation and performance continues to be unsatisfactory, the employee's discharge will be recommended. Both the Human Resources Office and the dean or director concerned are to be consulted before an employee is advised of discharge.


      July 1987

      Revised July 1989

      Revised April 2008