CHAPTER 16 Conduct and Discipline Flashcards
Informal Warnings
Oral Warnings - such actions are excluded under the grievance procedure
Formal Warnings
Written Reprimands
**can be grieved
Formal Disciplinary Actions
- Suspensions
- Dismissals
- Disciplinary Demotions
___ will make the final decision on issuance of formal disciplinary actions of suspension, dismissal, or disciplinary demotions.
Department heads
When a supervisor deems that an informal ___ or ___ is warranted, he/she will:
- Advise the employee, in private, of the specific infraction of the rule or breach of conduct and the date it occurred;
- Allow the employee an opportunity to explain and weigh the explanation;
- If warranted, administer the reprimand or warning informally; and
- Maintain an informal record of the discussion with the employee’s knowledge of such a record.
Oral Reprimand or Warning
When a supervisor determines that an offense is of such a nature that a record should be placed in an employee’s personnel file maintained within the Department of Human Resources, a “letter of reprimand” aka ____ will be prepared. The letter will contain:
- Statement of charges in sufficient written detail to enable the employee to understand fully the violation, infraction, conduct, or offense for which he/she is being disciplined;
- Statement that it is an official letter of reprimand and that it will be placed in the employee’s official personnel folder;
- Previous offenses in those cases where the letter is considered a continuation of progressive discipline; and
- Statement that similar occurrences could result in a proposal that more severe disciplinary action be initiated, up to and including dismissal.
Written Reprimand
When a supervisor determines that an offense requires a more severe disciplinary action than a written reprimand, he/she will:
- Investigate alleged employee offenses promptly; obtain all pertinent facts in the case (time, place, events and circumstances) including, but not limited to, making contact with persons involved or having knowledge of the incident;
- Discuss the case including the length of suspension with higher levels of supervision, where appropriate;
- Consult with the Human Resources Director or his/her designee if necessary when suspensions are contemplated;
- Prepare and submit advance notice letter to appropriate levels for review and approval; and
- Consider employee’s reply to the advance notice letter and make final recommendation to department head. The department head will make the final decision.
Suspension
The ___ of an employee shall constitute the most severe type of disciplinary action authorized under this Chapter.
- This action should only be taken when a department head has determined that an employee is unsuited for employment in Fairfax County.
- When this determination has been made, the procedures outlined in the preceding paragraphs under Suspensions will be followed.
Dismissal.
Separate and apart from disciplinary actions described in the preceding paragraphs, a department head may initiate a ___ when an employee willfully violates or fails to comply with the requirements imposed by the Standards of Conduct or when an employee willfully participates in prohibited conduct as described by this Chapter. When such action is contemplated, the procedure outlined in the preceding paragraphs under Suspensions will be followed.
non-job performance demotion (Disciplinary Demotion)
When disciplinary action is necessary, the department head may enter into an ____ under conditions set forth in procedures established by the Human Resources Director.
Employee Assistance Program Disciplinary Diversion Agreement
(E.A.P.D.D.A.)
The ___ letter must include:
- Statement of charges in sufficient detail to enable the employee to understand fully the violation, infraction, conduct, or offense for which he/she is being disciplined;
- Type of disciplinary action
- A list of previous offenses
- Effective date of disciplinary action no sooner than 10 business days from the date of advance notice letter and employee’s right to reply 5 business days from receipt of the letter
- Employee’s right to grieve should the final decision result in a suspension, dismissal or disciplinary demotion
- Statement that the action proposed
advance notice
Circumstances When ___ Is Appropriate Prior to Compliance with Advance Notice Letter Provisions
When there is reasonable cause to believe an employee is guilty of a crime for which a sentence of imprisonment can be imposed or when circumstances are such that the retention of the employee in an active duty status may result in damage to County property or may be detrimental to the interests of the County or injurious to the employee, his/her fellow workers, or the general public, the department head or designee may temporarily assign him/her to duties in which these conditions will not exist or place the employee on administrative leave until appropriate disciplinary action, if any, is determined and the provisions of Section 16.6 have been followed.
Administrative Leave
Employees are not covered by the rules of progressive discipline until they have completed a probationary period of ___ and any extensions authorized in accordance with the provisions of Chapter 7 after original appointment and may be terminated without benefit of this procedure.
12 months
Employees are expected to:
Operate all __ in accordance with federal, state and local driving laws;
Remain aware of status of operator’s license and report any suspension or revocation of driving privileges to their supervisor immediately if job duties require the operation of a vehicle for county business.
county vehicles
Employees are prohibited from:
Engaging in ___, as defined in state law and County ordinance, while on duty, in uniform, or on the premises of their employment with the County
political activities
