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Human Resources (Policy and Procedure) > !TEST**No. 513, Discipline (7/1/2017) > Flashcards

!TEST**No. 513, Discipline (7/1/2017) Flashcards

1
Q

What is the purpose for the policy on discipline?

A

To fairly prevent, correct, and discipline an employees performance deficiencies.

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2
Q

Who is responsible to be knowledgeable of City policies and to correct deficiencies in performance?

A

Each employee is responsible.

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3
Q

Who is responsible for maintaining and applying knowledge of City policies?

A

Supervisors

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4
Q

When correcting performance deficiencies, what prevention strategies must supervisors use?

A
  • expected performance
  • feedback
  • reviews
  • communicate City’s disciplinary system
  • consult with HR and Risk Mgt regarding consistent organizational practices
  • apply appropriate discipline
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5
Q

What will discipline be based on?

A

discipline will be based on “just cause”.

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6
Q

What is “just cause”, for disciplinary actions, defined as?

A

Performance deficiencies (neglect of duties, violation of fed/state/local laws, violation of City policies).

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7
Q

Who determines the severity of the deficiency, in order to administer the appropriate disciplinary action?

A

Supervisor

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8
Q

What factors will supervisors consider, when determining the appropriate disciplinary action?

A
  • seriousness of the deficiency
  • consistent organizational practices
  • past performance
  • past disciplinary action
  • disciplinary action most effective in correcting the deficiency
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9
Q

What is administrative leave?

A

An employees work status, when they are temporarily relieved of normal duties, continue to receive regular pay/benefits, and required to remain at home during specified duty hours.

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10
Q

Who can place an employee on administrative leave?

A

A department director, in consult with HR/Risk Mgt.

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11
Q

What 5 things will be communicated to the employee being placed on administrative leave?

A
  • that they are being placed on admin leave
  • reason why
  • be available for contact with City Mgt
  • return all City property (keys, badges)
  • access to City network disabled while on admin leave
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12
Q

What 2 categories do performance deficiencies fall in?

A

Minor and major.

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13
Q

What is a minor deficiency?

A

Acts that don’t involve any question of trust or honesty, don’t endanger health, welfare, or safety to others.

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14
Q

How are minor deficiencies handled?

A

Through corrective disciplinary actions.

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15
Q

What is a major deficiency?

A

Acts that involve questions of trust, poses a threat to the health/safety to others, and repeated minor deficiencies.

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16
Q

How are major deficiencies handled?

A

Through punitive disciplinary actions.

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17
Q

What determines the type of disciplinary action taken?

A

The seriousness and consequences of the performance deficiency.

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18
Q

What 5 corrective actions are used to correct serious deficiencies?

A
  • (VC) verbal counseling
  • (ME) memo of expectation
  • (MC) memo of correction
  • (WR) written reprimand
  • employee decision-making, leave with pay
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19
Q

What is a “verbal counseling”?

A

A discussion about a performance deficiency, as well as expected performance standards.

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20
Q

What is a “memo of action”?

A

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

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21
Q

What is a “memo of correction”?

A

A written notice requiring the need for immediate improvement.

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22
Q

What is a “written reprimand”?

A

A written notice to an employee stating a performance deficiency exists (after a number of deficiencies have occurred, or previous corrective actions have not been effective).

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23
Q

What is “employee decision-making leave with pay”?

A

Paid leave in which an employee will decide whether or not he/she will correct deficiencies and meet expected standards (leave will not exceed 1 day).

24
Q

What 4 things will a “memo of correction”, “written reprimand”, and “decision making-leave with pay” include?

A
  • reason for corrective action
  • any prior corrective actions
  • expected performance standard/time frame to meet it
  • consequences for no timely and sustained improvement
25
Q

Who may implement counseling, memo of expectation, or memo of correction?

A

Immediate supervisor or department director

26
Q

Who may approve the written reprimand and decision-making leave with pay?

A

Department director or designee.

27
Q

Where are copies of written documentation for verbal counseling and memo of expectations kept?

A
  • kept in employees department file

- copy given to employee

28
Q

Where are copies of memo of correction, written reprimand, and decision making kept?

A
  • kept in employees department file
  • copy given to employee
  • copy given to HR/RM
29
Q

When are performance deficiency records purged from the employees personnel record?

A

If sustained performance /behavior is observed for 1 year (purge request must be sent to department director, in writing).

30
Q

Upon receipt of corrective action for deficient performance, how many days will the employee have to respond?

A

Employee will have 10 days (response will be in writing).

31
Q

What is the purpose of “punitive disciplinary actions”?

A

These actions are intended to record, discipline, and/or correct major performance deficiencies.

32
Q

What are the 4 types of punitive disciplinary actions?

A
  • suspension without pay
  • involuntary demotion
  • disciplinary probation
  • termination
33
Q

What is “suspension w/o pay”?

A

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

34
Q

What is the minimum and maximum amount of time that an employee may be suspended w/o pay?

A 
Minimum = 8 hours
Maximum = 40 working days or 320 working hours
35
Q

What is “involuntary demotion”?

A

The placement of an employee in a classification assigned a lower pay range.

36
Q

When an employee is placed in a lower classification range, how much will the pay be decreased?

A

The salary will decrease 5% (the salary will not be lower than the minimum rate, nor will it be higher than the maximum rate, of new pay range).

37
Q

What happens, when an employee is re-classified into a lower range, and the pay reduction of 5% is above the max pay for the new position?

A

pay is lowered to the max pay for the re-classified lower pay range.

38
Q

What is “disciplinary probation”?

A

This returns the employee from regular status, back to probationary status (due to a serious or major performance deficiencies).

39
Q

How long is the disciplinary probation time period?

A

Time period is for 6 months (employees department director, in consult with HR/Risk Mgt, may adjust this period).

40
Q

What is an at-will employee?

A

An employee, who has been placed on disciplinary probation, and can be terminated for any reason (regardless of the cause, cannot be appealed).

41
Q

What is “termination”?

A

The permanent, involuntary separation, as a disciplinary measure.

42
Q

Who has the authority to administer punitive disciplinary actions?

A

A department director, designee, or higher authority can take these steps (HR/Risk Mgt will review all punitive disciplinary actions).

43
Q

What 3 things make up the “employee due process rights”?

A
  • notice of intent
  • notice of disciplinary action
  • right to representation
44
Q

How long, after a notice of intent is given to an employee, does the employee have to challenge the notice?

A

7 calendar days (to department director, verbally or in writing).

45
Q

What is the “notice of disciplinary action”?

A

A notice given to an employee that describes the punishment, after consideration of employees response to notice of intent (has the right to appeal within 14 calendar days of receipt of notice).

46
Q

What is “right to representation”?

A

Employees who choose to respond to a disciplinary action, may have a representative present during their meeting with the department director (rep shall be from the City and not an attorney).

47
Q

What must recordkeeping for punitive disciplinary actions comply with?

A

All employee due process rights.

48
Q

What is the presentation process of all notices of punitive disciplinary action?

A

The department director/designee gives a copy to employee, then forwards the signed original to HR/Risk Mgt for the employees personnel file.

49
Q

What are the appeal rights for suspensions w/o pay, involuntary demotions, disciplinary probation, and termination?

A

They are all appealable to the Personnel Board, in compliance with employees due process rights.

50
Q

How is an appeal submitted for suspensions w/o pay and terminations?

A

Written appeal with HR and Risk Mgt within 14 calendar days of receipt of disciplinary action.

51
Q

**What is the Appeal Hearing Procedure?

A

HR and Risk Mgt will set date within 30 CALENDAR DAYS of receipt of notice of appeal.

52
Q

Is the appeal hearing formal or informal?

A

informal, intended to be non-adversarial.

53
Q

What is the Disposition of Appeal?

A

Following the hearing, the Personnel Board’s recommendation shall be reported to the City Manager.

54
Q

What 4 steps does the discipline system emphasize, concerning employee performance deficiencies?

A
  • prevent
  • identify
  • correct
  • resolve
55
Q

What is the purpose of Corrective Actions?

A

Correct, prevent, document serious deficiencies.

56
Q

**What must be given to an employee PRIOR to punitive disciplinary action being imposed?

A

A Notice of Intent must be served providing the employee the chance to respond.

57
Q

How long are Punitive Disciplinary Actions kept in an employee file?

A

5 yrs (removed upon written request).

Human Resources (Policy and Procedure) (26 decks)

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