Revised 06/25/07
UIC Human Resources
Published by:
UIC Office of Human Resources
Author Name
Author Contact
Human Resources
Disciplinary and Non-Reappointment
Considerations
UIC Office of Human Resources
Information and Employment Center
Room 109 HRB, 715 South Wood Street
(312) 413-4848 — www.uic.edu/depts/hr
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FOSA (Civil Service)
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F
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- Facts
- Objectives
- Solutions
- Actions
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FACTS
When documenting for discipline always include:
o What - Happened
o When- Did the event/situation take place
o Where – Exactly
o Who was involved – Names and titles
Remember to document observable and specific incidents.
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PERFORMANCE OBJECTIVES (Civil Service)
o Performance objectives should be specific and positive
o Use objectives to communicate specific expectations
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SOLUTIONS (Civil Service)
To help the employee reach his/her objectives:
- Suggest training
- Offer help
- Schedule frequent meetings
- Coaching
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ACTIONS (Civil Service)
Explain the action you will take if the employee fails to
meet expectations.
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What Must also be present
Interprets Disciplinary process and provisions in:
o Policy and Rules Stated
o Civil Service Statue and Rules
o Union Contracts – Specific issues/regulations
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Role of Employee Relations
o Provide advice regarding good business practices
o Suggest alternatives to certain actions
o Assist with resolution of disagreements
o Coordinate and monitor the disciplinary process
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Role of Employee Relations
o Conducts
o Pre-disciplinary action meetings
o Intent to discharge meetings, a.k.a. “Reconciliation Meetings”
Employee Relations also offers suggestions related to
investigations.
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Disciplinary Process
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Verbal counseling
Letter of Warning
Disciplinary Suspension(s)
Recommendation for Discharge
The disciplinary process may start or move to any step
within the established process depending on the severity of
the infraction(s).
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Verbal Counseling (Civil Service)
o Considered the initial/informal step of progressive
discipline
o Schedule meeting in a private setting
o Follow-up Memo outlining what was discussed
A copy of the memo is NOT placed in HR file.
Counseling is informal.
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Letter of Warning (Civil Service)
Initial formal step of progressive discipline:
o Pre-disciplinary action meeting held at department
level
o Issue follow-up Letter of Warning if warranted
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DOCUMENTATION OF ANY INCIDENT
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Documenting Performance
o ABC’S of Documentation
o Accurate
o Behavioral
o Consistent
o Shares the Impact
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What’s wrong with this documentation?
o Jane sat there with a scowl on her face. I could tell she
was angry. She didn’t say anything to anyone for almost
an hour. When she got up, she went over to the deli and
picked up a knife. She began to threaten the other
employees with it saying that she was going to kill
someone. The other employees moved away from her. I
went into the back room and called 911 then stepped out
into the area where she was. I told her to put the knife
down and she refused. She was insane at this point
because I could tell she wasn’t listening to me. She had a
crazy look in her eye. The police arrived and she was
arrested, Thank God!
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More specific:
o I saw Jane Forse go over to the deli and pick up a
knife from the counter. Ms. Forse told the other
employees, “I’m going to kill someone!” The other
employees moved away from her. I went into the back
room and called 911 then stepped out into the area
where she was. I told her to put the knife down and
she said, “What are you going to do? Call the
police?” The police arrived at that point and she was
arrested.
What should be attached to this documentation?
_____________
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Rewrite this documentation
o …At 5:00, Mark Jones was supposed to return from his
dinner break. Mark was 20 minutes late and he didn’t
even have a good excuse! When I asked him for his
reports for that mornings delivery, he said he left it in the
car. I told him to go and get the reports. He left my office
and never returned with them. I think he’s doing drugs.”
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Possible rewrite:
o Mark Jones was scheduled to be back at 5:00 pm.
According to his timesheet, He clocked in at 5:20 pm. I
asked him for the delivery reports for that morning. He
told me that he left them in his car. I asked him to go and
get them and he never returned to my office.
o What should be the attachment?
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Rewrite this documentation
o Jeff Moore came into my office and sat down. He was
angry about what had just occurred. He told me that Bill
Coats, the other bus driver had decided to make an
unscheduled stop and took off leaving Jeff without
transportation. Two hours later, Coats shows up. He had
gone to his girlfriends house. When Jeff confronted Coats
just now, he got defensive and tried to hit Jeff with his fist.
I’ll have to look into this myself.
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Possible Rewrite:
o On _________, at _______, Jeff Moore reported that Bill
Coats had left his shift for two hours, leaving Mr. Moore
without transportation. Mr. Moore also reported that Mr.
Coats had tried to hit Mr. Moore with his fist when he
confronted Mr. Coats about the incident. I conducted an
investigation into the matter on ________ .
o What should be attached to this documentation? ____
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Rewrite this documentation
o On April 23, 2009, I called Janice Paine and asked her to
report for work. When I got her answering machine,
according to the message, she was on vacation and
would not return until April 28th. I left a message and
asked that she call me back. She never returned my
phone call so I terminated her when she reported back to
work on April 29th. She had known about the schedule
for three weeks. I showed her what I had written down. I
was within my rights to fire her. According to the calendar,
Janice Paine was scheduled to work from 4:00 pm until
10:00 pm on April 23, 2009.
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Possible Rewrite:
o Schedules are made three weeks out so that employees know when
they are to report to work. According to the calendar, Janice Paine
was scheduled to work from 4:00 pm until 10:00 pm. On April 23,
2009 at _______, I gave Ms. Paine a call because she had not
reported to work for that day. According to her voice message, she
was on vacation and would not return until April 28th. I left a
message and requested that she call me back. She never returned
my phone call. On April 29, when she reported back to work, I
showed her my documentation and terminated her for cause.
o What should be attached to this documentation? ____
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Assignment #3:
o You are to write up a documentation using the techniques
discussed in class. Your documentation must revolve
around a real incident, (changing the names and
necessary dates for privacy.) It must be work related only!
The documentation must include times, dates, quotes and
specific occurrences. Note; You will share your
documentation with someone in class and it will be
critiqued.
Documentation: FORM ON BLACKBOARD
o
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o DOCUMENTATION FORM ON BLACKBOARD
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