Body
Purpose and Scope
To formalize Departmental guidelines regarding the issuance of corrective discipline. Such discipline shall be administered in a fair, consistent and timely manner. All classified employees of the Physical Facilities Department are covered by these guidelines.
Policy
The sole purpose of discipline is to achieve correction rather than the punishment of individual employees. The purpose of this procedure is to establish the authority for administering corrective discipline and to provide instruction and guidance to management personnel in administering discipline.
Procedure
Discipline shall be administered in progressively greater degrees of severity for repeated offenses or violations of work rules, safety rules, work standards, work schedules, codes of conduct, etc., until correction is achieved.
The types of disciplinary action that may be imposed are listed below in progressive degrees of severity:
A. Verbal reprimand
B. Written reprimand
C. Short suspension without pay (not to exceed three days)
D. Long suspension without pay (more than three days)
E. Employment termination
Note: Probationary employment termination for overall unsatisfactory service is governed by another procedure.
In the absence of unusual or extenuating circumstances, disciplinary action should follow the progressive disciplinary steps as listed above for minor offenses or violations that include, but are not limited to, the following:
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- Violation of safety or sanitation rules
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- Unreported absence from work
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- Failure to perform required duties
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- Leaving work area without permission
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- Misuse and/or mistreatment of equipment
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- Violation of work rule(s)
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- Failure to follow instructions
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- Threatening or harassing another person
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In the case of a major job-related offense or violation, management shall not be required to follow the progressive disciplinary steps listed above, but shall take the necessary and appropriate disciplinary action. Major offenses or violations include, but are not limited to, the following:
• Immoral conduct
• Insubordination
• Striking or physically attacking another person
• Substance abuse
• Sleeping on the job
• Sexual Harassment
• Dishonesty (stealing, lying, etc.)
• Deliberate falsification of University records
• Walking off the job (leaving work without permission)
When disciplinary action is warranted, the immediate supervisor, or higher level management shall take or recommend disciplinary action in accordance with the following guidelines:
Verbal or Written Reprimand: The immediate supervisor or higher level management may discipline an employee by issuing a verbal or written reprimand. A template is available on the Miami University Human Resources webpage. A link is provided below in Related Documents, Forms, and Tools.
To administer a verbal or written reprimand, specifically state and describe the offense or violation for which disciplinary action is being taken, and the corrective action required. Verbal and written reprimands should be personally delivered, on the job, by management, in a private meeting with the employee.
All verbal and written disciplinary actions shall be made part of the employee's personnel file for the purpose of providing a historical record.
When verbal and written reprimands have failed to achieve correction, or the employee is charged with a major offense or violation, the division director, department head, or a designated representative shall recommend in writing, to the Senior Director of Human Resources, that progressive disciplinary action be taken. Such recommendations should include pertinent information as follows:
• Employee's name and department
• Date, time, and place the offense or violation occurred
• A detailed description of the offense or violation
• Supportive documents, witness statements, etc.
• Any previous disciplinary action
• Recommended disciplinary action
The Corrective Discipline Notice shall be sent to the Human Resources Office at the time the original is given to the employee.
All documentation of disciplinary actions and correspondence in reference to such actions are confidential and should be secured accordingly.
An employee who is disciplined for an offense or violation has the right to defend themselves against the charge(s). Consequently, management must be prepared to support any disciplinary action imposed.
Discipline is most effective when it is administered in a timely manner. Therefore, disciplinary action should be administered at the earliest possible and convenient date following the offense or violation.
Related Documents, Forms, and Tools
Link to Human Resources webpage for verbal and written discipline template: https://www.miamioh.edu/human-resources/managers/developing-and-managing-my-team/performance-management/verbal-written-reprimand-template/index.html
Revision History