Human Resources

Supervisor Policies and Procedures Manual

VII. Corrective action

F. Deciding what kind of corrective action is necessary

Supervisors should set reasonable performance expectations, inform the employee of the expectations, discuss problems as they arise, suggest ways to correct the problem, and follow-up to ensure the problem is corrected.  When an employee is unable or unwilling to correct the problem, the supervisor needs to consider the appropriate next steps to take. 

If an employee is unable to perform, the options a supervisor might want to consider could include additional on-the-job training, workshops or classes in the area of deficiency, assigning a mentor or job expert to assist the employee, transfer to another position, or demotion.  If those options do not correct the problem, or are not feasible, the employee and supervisor may need to begin discussions leading to a mutually agreed upon termination of employment. 

If an employee continues to be unable to perform or is unwilling to perform, the supervisor may also consider the following (this list is not all-inclusive nor are these mandatory steps).

1.  Oral warning

The employee is told in clear terms that an oral warning is being given, why it is being given, what performance standards must be met, and what the employee needs to do to meet them.  At the conclusion of the conversation, the employee should know what is expected and how and when it is to be accomplished. The supervisor must immediately document the conversation.

2.  Written warning

The employee is told in writing and orally that a written warning is being given.  Written warnings become part of the employee's personnel file.  The written warning should include a signature line to indicate that the employee has a copy of the written warning and has discussed the warning with the supervisor.  During the discussion, the supervisor needs to ensure that the employee understands the action taken and what he/she needs to do to improve. 

3.  Final written warning

The employee is told in writing and orally that this is the final warning he/she will receive if the performance problem continues.  The employee is put on notice that he/she will be discharged as the next step in the corrective action process. 

4.  Suspension

In some cases, paid or unpaid suspension may also be appropriate. Suspension may also be appropriate when investigating an incident.

5.  Discharge

In most cases, an employee would receive one or more warnings or corrective actions prior to discharge.  However, for some serious infractions, the supervisor will need to consider immediate discharge with no prior warnings.  In addition to notifying Human Resources, the supervisor must inform the appropriate Vice President of a pending discharge.  Generally, an employee is released immediately upon being notified in writing of the discharge, and the employee's final pay must be included with the letter.

last revised: 7/1/2007

last reviewed: 2/20/2012

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