Managing the Risks
of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
HOGGE LAW
Attorneys and Counselors at Law
500 E. Plume Street, Suite 800
Norfolk, Virginia 23510
(757) 961-5400
www.VirginiaLaborLaw.com
This presentation is intended solely for informational purposes and does not
constitute legal advice. It may be distributed freely for educational uses.
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Am Employer Can Substantially Reduce The
Risks of Wrongful Discharge Claims By Careful
Attention To:
– Personnel Policies and Employee Handbooks
– Job Descriptions
– Performance Evaluations
– Grievance Procedures and Open Door Policies
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Employment At Will Policy
• One of Most Important Protections Against Wrongful
Discharge Claims
• Do Not Promise Employment for Specific Period of
Time
• Do Not Promise Termination Only for Cause
• Include in Employee Handbook Acknowledgment
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Contract Disclaimer
• Need to prevent employee handbook being treated as
a contract which can be breached by employer
• Include in front of employee handbook
• Include in employee handbook acknowledgment
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Equal Employment Opportunity (EEO) Policy
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Discrimination
Harassment
Retaliation
Reporting
Investigations
Remedies
Consequences of Violation
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Sexual Harassment Policy
• Prohibition Against Sexual Harassment
• What Sexual Harassment Is
• How to Report Sexual Harassment
– Supervisor Bypass
• Investigation
• Non-Retaliation
• Consequences of Violation
• Other Forms of Harassment
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Disability Accommodation Policy
• Americans with Disability Act
• Rehabilitation Act
• Federal Contractors
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Workplace Investigation Policy
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Commitment to Investigate
Procedures
Confidentiality
Commitment to Remedy
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Non-Retaliation Policy
• Prohibition Against Retaliation
• What is Retaliation
– Understand Burlington Northern v. White
• Reporting Procedures
• Consequences of Violation
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Wage / Hour Policies
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Overtime Compensation
Exempt / Nonexempt
Salary / Hourly
Recording Work Hours
Compensable Hours
Reporting Errors
Retaliation Prohibited
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Payroll Policies
• Withholding
• Deductions (Va. Payment of Wage Law)
• Payment on Termination of Employment
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Standards of Conduct Policy
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General Standards of Conduct
Examples of Prohibited Conduct
Specific Standards of Conduct
Conduct On / Off Job
Consequences of Violation
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Disciplinary / Corrective Actions Policy
• Progressive Discipline v. Employer Discretion
• Disciplinary Actions
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Counseling
Oral Warning
Written Warning
Written Reprimand
Suspension
Demotion
Discharge
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Job Performance Policy
• Satisfactory Performance Required
• Job Descriptions
– Consider Size of Employer
– Must Be Accurate
– Have Employee Sign
• Coordination with Disciplinary / Corrective Action
Policy
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Drug and Alcohol Policy
• Prohibitions
• Testing Required for Some Jobs; Optional for Most
• ADA - No Testing Before Conditional Offer of
Employment
• Testing Methods and Procedures
– Initial Screen; Post-Accident; Random; Reasonable Suspicion
• Recordkeeping
• Consequences of Violation
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Workplace Safety Policy
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Requirements and Prohibitions
Specific Prohibition Against Workplace Violence
Consult Applicable OSHA Standards
Consequences of Violation
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– E-Mail Policy
• Standards of Conduct Policy Apply to E-mail
• E-mails Shall Not Be Used for Harassment or Other
Prohibited Conduct
• All E-mails My Be Monitored and Examined by
Employer
• Employer E-mail is For Business Use Only?
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Personnel Policies and Employee Handbooks
– Employee Handbook Acknowledgment
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Acknowledgment of Receipt Signed by Employee
Contract Disclaimer
Employer Reserves Right to Change Policies
Employment At Will
Employee Will Ask if Has Questions
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Job Descriptions
– Purposes of Job Descriptions
• Inform Employees of Employer Expectations
• Consistency in Performance Evaluations
• Establish Standards for Use in Defense of Employee
Claims Against Employer
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Job Descriptions
– Contents
• Job Title
– Standard Industrial Classification (SIC) Code (if applicable)
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Job Overview
Job Duties
General Prerequisites for Job
Physical and Mental Requirements Demands
Identification of Supervisors
Compensation and Benefits
Hourly / Salary; FLSA Exempt / Nonexempt
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Job Descriptions
– Important Considerations
• Must Accurately Reflect Employer Expectations
• Must Be Used as Baseline for Performance Evaluations
• Employee Should be Given a Copy and Should Sign
Acknowledgment
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Job Descriptions
– Pitfalls
• Contains Unlawful Job Prerequisites
– Example: Title VII – No Facial Hair
– Example: ADA – Drug Test Before Job Offer
• Misclassification of Job as FLSA Exempt
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Performance Evaluations
– Purpose
• Improve Employee Job Performance
• Identify Nonperforming Employees
• Establish Record of Job Performance as Defense to
Title VII, ADEA, etc. Discrimination Claims (Disparate
Treatment)
• Establish Record of Job Performance as Defense to
ADA Claims (Performance of Essential Job Functions)
• Establish Defense to Retaliation Claims
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Performance Evaluations
– Performance Evaluation Policy
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Evaluation Procedures
Evaluation Schedule
Evaluation Criteria
Coordination with Job Descriptions
Challenging Evaluations
Coordination with Grievance Procedure / Open Door
Policy
• Forms
• Documentation
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Performance Evaluations
– Pitfalls
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Poorly Defined Standards
Inconsistent Application of Standards
Evaluations Delayed or Not Conducted
Poor Recordkeeping
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Grievance Procedures
– Private Employers v. Public Employers
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State Grievance Procedure
Local Government Grievance Procedures
Federal Government Grievance Procedures
Private Employers
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Grievance Procedures
– Union v. Non-Union Employers
• Union: Collective Bargaining Agreement
• Non-Union: Employer Discretion
• Non-Union But Union Target: Consider What
Employees Could Get From Union
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Grievance Procedures
– Detailed Procedures v. General Procedures
• Consider Size and Needs of Employer
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Grievance Procedures
– Important Components
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Grievable v. Nongrievable Issues
Supervisor Bypass
Deadline for Presenting Grievance
Steps in Grievance Process
Schedule for Grievance Process
Coordination with Open Door Policy
Documentation
Managing the Risks of Wrongful Discharge Claims
Raymond L. Hogge, Jr.
• Open Door Policy
– Purpose of Open Door Policy
– Compared to Grievance Procedure
– Coordination with Grievance Procedure
– Who’s Door is Open
– Using Open Door Policy
– What Employer Will Do
– No Retaliation
– Documentation