Procedures for Applying the Code of Conduct
&
Written Samples
Supervisory Supplement
K. Glodek – 8/11, Policy & Procedure
Introduction to Practices, Process and Procedures for Applying the Code of Conduct
The following information is for your use when handling matters related to leading and managing members and
applying the Code of Conduct. The packet is a tool to use when holding meetings, coaching members,
providing guidance and encouragement, and documenting incidents or concerns related to member
performance. There are samples of written documentation and meeting formats to use as a guide as they
relate to the Code of Conduct and include information that must be shared with members as they progress
through the disciplinary process, including dismissal. Addressing performance throughout a member’s term is
essential toward individual and team success. These examples may be used in addition to the Disciplinary
Action Form that can be found on the intranet.
Managing members and teams in a proactive manner requires holding regular meetings throughout the year to
assess performance. Meetings and coaching opportunities are not always focused on the negative or are of a
critical nature. Ideally they are developmental in nature when possible and make use of the information and
tools gained in supervisory sessions. Performance plan formats can be used to create performance action
plans for individuals to help identify clear steps for performance improvement and set clear expectations and
timelines. However, when meetings, training, coaching sessions, performance plans, constructive feedback
and other attempts at development do not work or do not result in positive change, and poor performance
continues at the site, applying the Code of Conduct is essential. Documentation about performance and
steps taken to support improvement is necessary.
All documentation related to members must be turned in to your supervisor; they will turn information into the
EW office Administrative Assistant for filing in the central office files. Copies of documentation should also be
included in the member file at the site. Site supervisors should work with the Operations Manager (OM) and/or
Program Director to make decisions and seek guidance when handling issues related to member performance.
Site supervisors may meet with members alone unless support from their immediate supervisor or Program
Director is needed. AmeriCorps supervisors should have their supervisor (OM) present during disciplinary
meetings unless extenuating circumstances prevent that from happening (e.g., supervisor unavailable and
immediate action taken for level 3 offense must be taken). If necessary, the site supervisor should take quick
action and the Operations Manager or Program Director and PA Director should be notified as soon as
possible and follow-up action will be taken. Meetings/conferences normally occur on site.
If at any time there are questions related to the process, please consult with your immediate supervisor or PA
Director.
Tips for positive and productive communication:
1. Hold individual meetings in the beginning of the year to discuss plans and expectations
members have of their year of service. Hold subsequent meetings throughout the year.
2. Initiate verbal communication with members whenever possible; formal and informal.
3. Maintain an open dialogue with members and get to know them; build relationships.
4. Address concerns early on before they become problems (be firm up front, you can always ease
up).
5. Be clear communicating roles, responsibilities, expectations. Be honest (not mean), clear and
direct with feedback.
6. Model behavior you would want to see from individuals and the team.
7. Supervisors, Operations Managers, and Directors communicate early and handle situations
together.
8. Be proactive and responsive.
9. Inform principal of concerns and provide documentation if and when appropriate.
10. Be accurate and objective with your information.
11. Use an appropriate tone and do not mirror the tone taken by the member.
K. Glodek – 8/11, Policy & Procedure
Supervisor Conferences with Corpsmembers
The following steps should generally be followed when meeting with a member, regardless of the level. These
are good practices, but you should discuss other practices with your supervisor that allows you to have the
best and most productive meeting with a member.
STEPS TO FOLLOW FOR HOLDING A CONFERENCE SESSION/VERBAL WARNING WITH A MEMBER
Indirect supervisors (i.e. Operations Manager, Director) do not always need to be present for meetings with
members, unless the site supervisor is an AmeriCorps member or the issues are disciplinary or problematic in
nature. Supervisors, however, should be informed about situations by the site supervisor. It is suggested that
indirect supervisors initially be present during meetings involving new supervisors in order to support the
process and help establish a good system of communication with the site supervisor and provide guidance as
necessary.
Site Supervisors
 Initiate conversation with the member regarding concerns early on, do not wait.
 Schedule the meeting with the member ahead of time; do not surprise them with it if possible; obviously on
the spot meetings need to occur when necessary.
 Early verbal communication is key.
 Use private space for the meeting, but always let other supervisory or school staff know where you are and
what you are doing.
 Stick to the facts; do not get caught up with back and forth, hearsay or gossip.
 Have an idea of the outcome you want to occur as a result of the meeting; what is the member’s goal? –
what is the goal of meeting?
 Set up the meeting soon after the incident/infraction occurs.
 Be calm; avoid verbal confrontation or argument with the member. Confront without demeaning.
Conflict well and with respect.
 Maintain open dialogue with members throughout the year in order to alleviate confrontation if an incident
occurs.
 Document and file the record of the conversation. May give the member a recap of the conversation with
some immediate steps to take for improvement in a memo format or use the disciplinary action form.
 Be specific with information you are discussing.
 Be objective.
 Model behavior in the meeting that you would expect from members.
 Hold regularly-scheduled “one-on-ones.” A conference regarding discipline or the evaluation period
should not be the only time when site supervisors meet with members.
HOW TO DOCUMENT A CONFERENCE WITH A MEMBER
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Record the date of the conversation
Record the date that the actual incident/reason for meeting took place
Record any information that was provided to you relating to the incident from member or others involved
Record what was brought to the attention of the member by you and all relevant details
Record their response or any items that they bring to your attention
Record any action items that you agree to do to avoid future infractions
Place record of conversation in member file for future reference
Documentation of the first meeting or conversation with the member may be placed in the member’s
file as notes to the file. They also may be given to the member as written notes including action steps
that the member has agreed to follow. Providing the notes to the member can be a good personal and
professional development tool.
2.
K. Glodek – 8/11, Policy & Procedure
Memorandum
To:
Member name, Site
From:
Supervisor name
Program Director name
Date:
Today’s Date
Subject:
Documentation of Conversation
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Reason for write-up and the infraction according to EW policy
Consequence of the action listed specifically from the Code of Conduct
Time/Date/Location of incident or infraction
Relation to other incidents previously documented or discussed
Effect on school, students, team, etc. if necessary
Expectations for future behavior and consequences of future infractions
Ways to improve, timeline, and action plan (if necessary)
Value of corpsmember (end in a motivating way)
Any questions, discuss with you. Include a contact number.
CC: PA Director
File
3.
K. Glodek – 8/11, Policy & Procedure
STEPS TO FOLLOW WHEN GIVING WRITTEN WARNINGS TO MEMBERS
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Discuss the write up and what will be addressed (with the CM) with your supervisor prior to giving the
memo – make sure you are agreement with steps to be followed, have the proper documentation and your
supervisor is knowledgeable of the situation
Complete a disciplinary action form (located on the intranet) and/or a written memo
Set time to meet with the CM prior to giving them the warning; communicate time to member
Deliver document and meet with member regarding write-up, especially in the beginning of the year, to
establish knowledge of process for discipline, styles, expectations, etc.
New site supervisors may need to have more discussions with their supervisor about style up front and
should discuss that prior to meeting with the member
Know that the memo or discipline action form may be delivered by the site supervisor without supervisor
being present if an immediate situation occurs and you cannot wait – but call at least to inform supervisor
Listen to any concerns that members raise and be firm and fair in your response to them. The discussion
may help you identify a plan for you or the CM to address the issue or raise points supervisors need to
address.
If discussion occurs, follow policy, and follow-up with an attachment to memo if necessary
Provide a copy to the member and your supervisor for their file and office file
Tips to Remember:
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Maintain solid documentation
Be specific
Do not personalize
Be objective
Keep in mind that people will not always agree, however, there should not be an argument
Follow the steps for holding a conference session
Give advanced warning to the CM about the upcoming meeting
Select an appropriate location to hold meeting, letting principal or school security know where you are and
what you are doing
CMs/Supervisors sign, date all written warnings – if a member refuses to sign, make a note of the refusal
and have them initial the refusal – if that is refused, make a note of it
Pick a time to check back in with the member on their progress; acknowledge progress or ongoing needs
for improvement
If a fine is given or a conversation results in a dismissal or resignation a CIMS
must be sent. See CIMS instructions on intranet.
Supervisors must use the disciplinary action form and attach a letter if necessary.
4.
K. Glodek – 8/11, Policy & Procedure
Memorandum
To:
Member Name, Site
From:
Supervisor name
Program Director name
Date:
Today’s date
Subject:
Written Warning
This memo serves as a written warning for your failure to report for service on time. This is a Level 2 infraction
of the EducationWorks’ Code of Conduct and was previously discussed with you during a meeting on July 9,
2010.
Your failure to report for service on time occurred again on July 22. This write up follows our previous meeting
on July 9th regarding your failure to call to report your lateness again. In the first meeting on the 9th we
discussed the need for you to call at least 1 hour in advance of your scheduled arrival time or request a
vacation day at least one week in advance. In that meeting, you explained to me that you had experienced
problems with public transportation. We discussed the need for you to check the SEPTA schedule and allow
yourself enough travel time in the morning and to call me from a pay phone, cell phone, or in advance if you
were experiencing any problems. You were late again to the site yesterday without calling and did not arrive
until 10:30 a.m. (2 hours after your scheduled arrival time).
It is expected that you will report to the site each day, on time. Any future infractions of this policy or other
EducationWorks’ policies will result in a fine that will be deducted from your living allowance.
I hope that you recognize the need to arrive to the site on time and inform me ahead of time if you cannot.
Lateness has an effect on the students who receive our service and the teams’ ability to adjust schedules,
make accommodations, and run successful programs. You are a valued member of the team and an individual
who has contributed and continues to contribute to the group. I would like to see this continue.
If there are any questions or concerns, please contact me. I can be reached at 215-555-5555.
CC: PA Director
File
Corpsmember Signature/Date: _____________________________________________
Supervisor Signature /Date: _______________________________________________
5.
K. Glodek – 8/11, Policy & Procedure
STEPS TO FOLLOW WHEN FINING A MEMBER
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Follow the same steps for giving a written warning
- Other items to include in the memo are:
1. Date of the fine
2. Date of fine deduction from living allowance (fine will be deducted from the living allowance
during the pay period following the infraction)
3. Consequence of next infraction MAY result in dismissal from EW
Set a time to meet, your supervisor, if AC coordinator should be present
Complete disciplinary action form
Write fine letter with supporting information or documentation, provide copy to supervisor and member
Provide copy of the fine letter to the office A.A. and principal/contact person if necessary
Have all previous documentation available for the meeting in case needed as a reference
Discuss ways to prevent future infractions
CM and Supervisor must sign-off on and date all written warnings, fines and dismissal letters
Directors inform Change in Member Status (CIMS) Group via e-mail. Include the following
information:
 Name, site/program, fine listed in the e-mail subject area
 Reason for fine/infraction
 Date of fine
 Amount of fine
Supervisor must use the disciplinary action form and attach a letter if necessary.
6.
K. Glodek – 8/11, Policy & Procedure
Memorandum
To:
Member name, site
From:
Supervisor name
Program Director name
Date:
Today’s Date
Subject:
Fine
This memo serves as notice of a fine for your failure to report to service on time or inform me of your lateness.
This is a Level 2 infraction of the EducationWorks’ Code of Conduct and is your third offense. The date of your
infraction is August 23, 2010 and the fine of $50 will be deducted from your following living allowance check on
September Sept 6, 2010. Any further infractions of the disciplinary code may result in your dismissal from the
EW.
Your failure to report to the site on time and call me to inform me of your lateness has occurred on three
occasions; May 19, July 23 and August 19. We have met prior to this meeting to discuss the issue, to which
you responded that you had challenges with public transportation and had trouble leaving your house on time
and therefore missed the bus several times. During our previous meetings, we discussed the need for you to
be on time and your responsibilities at the site and ways for you to help yourself such as setting the alarm
earlier, reviewing the SEPTA schedule and carrying change with you to make calls if you are without your cell
phone. Again, it is your responsibility to be at the site on time and ready to serve and inform me in the
appropriate timeframe when that will not happen.
In the future, you must make every effort to arrive at the site on time and make the necessary call if you
anticipate being late, although continued lateness with a call is not acceptable. Otherwise, it is your
responsibility to report to the site, on time, each day. If your lateness continues or there are other infractions of
EW Code of Conduct, you may be dismissed from the program.
You have done well at the site conducting programs and I would like to see you continue to contribute your
skills to the site and grow in the program by being present and a model within the team.
If you have any questions, please contact me as soon as possible. I can be reached at 215-555-5555.
CC: EW Director
Principal
Corpsmember Signature/Date: ________________________________________________________
Supervisor Signature/Date: _______________________________________________________________
7.
K. Glodek – 8/11, Policy & Procedure
STEPS TO FOLLOW WHEN DISMISSING A MEMBER
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Follow the process for a written warning
- Other items to include in the letter are:
1. Dismissal date (this should be the actual last day the member will be serving or has served)
2. Last day for child care if necessary (this should be the last date they serve)
3. Date they’ll receive last paycheck and how many days it will cover
4. Set date for exit interview where they should return their uniform, complete end of term
paperwork and end of childcare forms (if necessary) which may be completed online
5. Inform them that they will not receive their educational award
Set a time to meet with member, supervisor present if AC coordinator
Provide a copy of the dismissal letter your supervisor for filing and principal or point person for your
program (at the very least inform them of the termination)
Have previous documentation available for referencing
Corpsmember and Supervisor signs and dates dismissal letter during meeting
Note: If a member does not return, the dismissal letter should be sent to them within 3 days of their
dismissal via certified mail
Director informs Change in Member Status Group via e-mail. CIMS group is located in global
address list. Include the following information:
 Member name, site and dismissal in the subject area of the e-mail
 Last day of service at the site/dismissal date
 Final infraction
 Total reason for dismissal (bullet point previous infractions)
Supervisor must use the disciplinary action form and write the letter of dismissal.
8.
K. Glodek – 8/11, Policy & Procedure
Memorandum
To:
Member name, Site
From:
Supervisor Name
Program Director name
Date:
Today’s Date
Subject:
Dismissal
This memo is to inform you of your dismissal from EducationWorks for continued failure to report to service on
time and inform me of your lateness. This is Level 2 infraction of the Code of Conduct and is the fourth
offense. Your dismissal is effective today, September 10, 2010.
Your dismissal follows three prior infractions on May 19, July 23 and August 19 and the last infraction from
today, September 10. You have already received a written warning and a fine for these prior infractions.
We need to schedule a time for your exit interview. At that meeting, you are expected to return your uniforms
and you will complete your end of term paperwork. Your childcare is terminated effective September 10, 2010.
You should inform your provider immediately of this change. You will receive your last living allowance on
September 24, 2010. It will cover your service for the days September 6-10. Due to your dismissal, you are
not eligible to receive a prorated educational award.
I wish you well in your next endeavor.
Please contact me to schedule a time to meet for your exit interview and completion of forms. I can be
reached at 215-555-5555.
CC: EW Director
Principal (if necessary)
Corpsmember Signature/Date: ___________________________________________________________
Supervisor Signature/Date: _____________________________________________________________
9.
K. Glodek – 8/11, Policy & Procedure