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HR Policies and Procedures > HRP 513 Discipline > Flashcards

HRP 513 Discipline Flashcards

1
Q

The City will establish a disciplinary process to assure a fair and consistent procedure for the prevention, correction, and discipline of? (HRP 513)

A
  • Employee performance deficiencies
  • Behavorial deficiencies
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2
Q

Who is responsible to be knowledgeable of City policies and to correct any deficiencies in performance? (HRP 513)

A

Every employee

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3
Q

Supervisors are expected to utilize the following prevention strategies: (HRP 513)

A
  • Communicate and explain the City’s expected performance and behavioral standards
  • Provide employees training, recognition, and feedback on performance standards
  • Conduct periodic performance reviews and appraisals
  • Communicate and explain the City’s Disciplinary System
  • Consult with Human Resources and Risk Management regarding consistent organizational practices
  • Apply appropriate disciplinary measures
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4
Q

Discipline shall be based on what? (HRP 513)

A

Just cause

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5
Q

When determining the appropriate disciplinary action, the supervisor should consider the individual circumstances of the situation including, but not limited to, the following factors: (HRP 513)

A
  • Seriousness and consequences of the performance deficiency
  • Consistent organizational practices
  • Employee’s previous work performance
  • Employee’s previous disciplinary action for performance deficiencies
  • The disciplinary action that would be most effective in correcting the employee’s performance deficiency
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6
Q

Administrative leave is defined as? (HRP 513)

A

Temporary relief of an employee’s job responsibilities, continue to recieve regular pay and benefits, and be required to remain available and considered to be on duty during specified work hours

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7
Q

Who may place an employee on administrative leave? (HRP 513)

A

Department Director in consultation with Human Resources and Risk Management

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8
Q

What 5 things shall be communicated to an employee when placed on administrative leave? (HRP 513)

A
  • They are being placed on administrative leave
  • Reason for being placed on leave
  • Requirement for the employee to be available for contact with City management
  • Need for employee to return all City property while on leave
  • That their access to the City network will be disabled during leave
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9
Q

Performance deficiencies fall into what two categories? (HRP 513)

A
  • Minor deficiencies
  • Major deficiencies
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10
Q

Minor deficiencies are defined as? (HRP 513)

A

Violations of City policy, procedures, regulations, and directives are acts which do not involve any question of trust or honesty. They do not pose a threat to the orderly City operations and they do not endanger the health, welfare, or safety of employees or other individuals.

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11
Q

Minor performance deficiencies should normally be handled how? (HRP 513)

A

Corrective disciplinary actions

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12
Q

Some examples of minor performance deficiencies include? (HRP 513)

A
  • Minor insubordination
  • Instances of tardiness or unexcused absenteeism or failure to report to work
  • Abuse of meal or rest periods
  • Failure to wear a required uniform or display proper ID
  • Improper dress or untidiness in person, clothing or work habits
  • Minor job performance deficiencies
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13
Q

Major deficiencies are defined as? (HRP 513)

A

Violations of City policy, procedures, regulations, and directives are acts that involve questions of trust or honesty, constitute a threat to the orderly City operations or pose a threat to the health, welfare or safety of employees or other individuals

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14
Q

Major deficiencies should normally be handled how? (HRP 513)

A

Punitive disciplinary actions

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15
Q

Examples of major deficiencies include? (HRP 513)

A
  • Continued performance deficiencies after previous disciplinary action
  • Major insubordination
  • Conduct unbecoming of a City employee
  • Violation of safety laws/regulations
  • Negligence or careless job performance
  • Etc, etc, etc.
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16
Q

What determines the type of disciplinary action to be taken? (HRP 513)

A

The seriousness and consequences of the performance deficiency

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17
Q

What are the two classifications of disciplinary actions? (HRP 513)

A
  • Corrective Actions
  • Punitive Actions
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18
Q

The purpose of corrective actions is? (HRP 513)

A

To correct, prevent, and document serious deficiencies

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19
Q

What are the five types of corrective disciplinary actions? (HRP 513)

A
  • Verbal Counseling
  • Memo of Expectations
  • Memo of Correction
  • Written Reprimand
  • Employee Decision Making Leave with Pay
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20
Q

What is a verbal counseling? (HRP 513)

A

A discussion to explain a performance deficiency and emphasize expected performance standards

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21
Q

What is a memo of expectation? (HRP 513)

A

A written notice to document a performance deficiency and define expected performance standards

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22
Q

What is a memo of correction? (HRP 513)

A

A written notice requiring the need for immediate and sustained improvement in performance to expected standards

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23
Q

What is a written reprimand? (HRP 513)

A

A written notice to an employee stating that a performance deficiency exists or that a violation of work rules has taken place

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24
Q

The contents of a written reprimand must be explained to the employee how? (HRP 513)

A

Verbally in person

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25
Q

When is a written reprimand appropriate? (HRP 513)

A

When a number of related or unrelated performance deficiencies have occurred or when previous corrective actions have not been effective or when a violation of rules, policies, and/or directives has occurred

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26
Q

What is employee decision making leave with pay? (HRP 513)

A

Paid leave during which an employee shall be instructed to make a decision regarding whether or not they will correct communicated performance deficiencies and meet the City’s expected standards of performance

27
Q

Employee decision making leave with pay will not exceed how long? (HRP 513)

A

One working day

28
Q

All memoranda issued pursuant to the Corrective Action Process (Memo of Correction, Written Reprimand, and Decision Making Leave with Pay) shall include what 4 things? (HRP 513)

A
  • Reason for the corrective action reflecting each performance deficiency and its impact upon the City, its employees or the public
  • Reference to any prior corrective or disciplinary actions
  • The expected performance standard and a time frame for achieving the standard
  • A general indication of the consequences if there is not timely and sustained improvement
29
Q

Who may issue a verbal counseling, memo of expectations, or a memo of correction? (HRP 513)

A
  • Immediate Supervisor
  • Department Director
30
Q

A written reprimand and decision making leave with pay must be approved by whom? (HRP 513)

A

Department Director or designee

31
Q

The written documentation of the verbal counseling and memo of expectations shall be filed where? (HRP 513)

A

Employee’s department file and a copy given to the employee

32
Q

The memo or correction, written reprimand, and the decision making leave with pay shall be filed where? (HRP 513)

A
  • Employee’s Department File
  • Additional copies for the employee’s Official Personnel File in Human Resources and Risk Management
33
Q

Records of corrective actions may be removed from the employee’s official personnel file if sustained performance/behavior improvement has been observed for how long? (HRP 513)

A

1 year

34
Q

The purging of a corrective action is not automatic and requires who’s approval? (HRP 513)

A

Department Director

35
Q

Corrective actions do not require a notice of intent, and are not allowed to be what? (HRP 513)

A

Appealed to the Personnel Board or grievable

36
Q

Upon receipt of a corrective action, employees have how long to respond in writing? (HRP 513)

A

10 calendar days

37
Q

What is the purpose of a punitive disciplinary action? (HRP 513)

A

Actions are intended to record, discipline and/or correct major performance deficiencies

38
Q

What are the 4 punitive disciplinary actions? (HRP 513)

A
  • Suspension Without Pay
  • Involuntary Demotion
  • Disciplinary Probation
  • Termination
39
Q

What is a suspension without pay? (HRP 513)

A

Action taken for major deficiencies to permit the employee and the City to evaluate the future course of the employment relationship

40
Q

What is the minimum amount of time an employee may be suspended without pay? (HRP 513)

A

8 hours

41
Q

No suspension without pay shall exceed how long? (HRP 513)

A

40 working days or 320 working hours

42
Q

What is an involuntary demotion? (HRP 513)

A

The placement of an employee, as a result of a disciplinary action or performance deificiency, in a classification assigned a lower pay range

43
Q

An employee who is involuntarily demoted, shall be placed in the new classification range and their salary reduced by how much? (HRP 513)

A

5% unless that reduction is still above the maximum range of the new pay grade. If this happens the pay will be reduced to the maximum of the new pay grade.

44
Q

What is disciplinary probation? (HRP 513)

A

This measure will return the employee from regular to probationary status. It may be assessed against an employee for serious or major performance deficiencies that have not been corrected after other disciplinary measures have been implemented. It may also be assessed against an employee for major performance deficiencies regardless of prior discipline.

45
Q

The disciplinary probation period shall be for how long? (HRP 513)

A

6 months

46
Q

What is termination? (HRP 513)

A

The permanent involuntary separation of an employee from employment as a disciplinary measure

47
Q

Who has the authority to assess punitive disciplinary measure? (HRP 513)

A

Department Director or deginee or higher

48
Q

Who shall review all punitive disciplinary actions, before they are served on the employee? (HRP 513)

A

Human Resources and Risk Management

49
Q

Punitive disciplinary actions require what prior to taking the intended disciplinary action? (HRP 513)

A

Notice of Intent

50
Q

All intended punitive disciplinary action shall be written and presented to the employee. The notice shall include what 4 things? (HRP 513)

A
  • Notice of inteded disciplinary action
  • Reasons for the action, including a statement of the facts, which evidence each performance deficiency, and identification of eace performance deficiency
  • List of exhibits supporting the statement of facts
  • Notice that the employee has option to respond to the department director, verbally or in writing, challenging the intended action, within 7 calendar days of the notice of intent
51
Q

After consideration of any employee response to a Notice of Intent and decision to effect the action, what shall be written and presented to the employee? (HRP 513)

A

Notice of Disciplinary Action

52
Q

Notice of disciplinary action shall include what 4 things? (HRP 513)

A
  • Notice of the effective date of the action
  • Reasons for the action
  • List of exhibits supporting the statement of facts not previously provided in the notice of intent
  • Notice to the employee of their rights to appeal the action to the City’s Personnel Board, by submitting request in writing to Human Resources and Risk Management within 14 calendar days
53
Q

How many days does an employee have to appeal a notice of disciplinary action to the City’s Personnel Board? (HRP 513)

A

14 days

54
Q

Represented employees who choose to respond to a disciplinary action may have a representative present during their meeting with the department director. This observer may act as what and may not be what unless agreed upon by Human Resources and Risk Management? (HRP 513)

A
  • Act as an observer only
  • May not be an attorney
55
Q

Records of punitive disciplinary action may be removed from the employee’s file if sustained performance/behavior improvement has been observed for how long? (HRP 513)

A

5 years

56
Q

Suspensions without pay, involuntary demotions, disciplinary probation, and terminations are appealable to whom? (HRP 513)

A

Personnel Board

57
Q

Human Resources and Risk Management shall set the date of the Personnel Board Hearing within how long of receiving a notice of appeal? (HRP 513)

A

30 calendar days

58
Q

Personnel Board hearing date shall be within a reasonable time from receipt of the notice of appeal and will not exceed how many calendar days unless an extension is granted? (HRP 513)

A

120 calendar days

59
Q

Legal counsel may represent the employee at the Personnel Board hearing, provided the employee or legal counsel notifies Human Resources and Risk Management not less than how long prior to the hearing? (HRP 513)

A

14 calendar days

60
Q

Who presents the City’s case for disciplinary action if legal counsel is representing an employee? If legal counsel is not representing an employee? (HRP 513)

A
  • City Attorney’s Office if employee has legal counsel
  • Department Director if employee does not have legal counsel
61
Q

An employee can request the Personnel Board require other employees to attend and testify at the hearing if a request is made to Human Resources and Risk Management no later than how long prior to the hearing? (HRP 513)

A

14 calendar days

62
Q

The employee may request the City to produce documents other than those provided to the employee in the notice of intent or notice of disciplinary action if a request is made no later than how long? (HRP 513)

A

21 calendar days

63
Q

Following the Personnel Board hearing, the recommendation shall be reported to whom? (HRP 513)

A

City Manager

64
Q

The Personnel Boards recommendation is what in nature? (HRP 513)

A

Advisory in nature

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