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104.1 PURPOSE AND SCOPE Dist 43
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Grant County's discipline/corrective action policy Zd' ui-,U,Urtjg"211e"ut:::zoiyiit:;u--tv--plvvluv 0 ------ -
structured corrective action process to improve and prevent a recurrence of undesirable employee
behavior and performance issues.
104.2 RESPONSIBILITIES OF DEPARTMENT HEADS, ELECTED OFFICIALS, MANAGER,
AND SUPERVISORS
It is the responsibility of every Grant County immediate Supervisor, Manager, Director, Department
Head, or Elected Official to hold employees accountable for performance and workplace behavior.
Expectations should be clearly and consistently communicated to employees. If necessary,
corrective measures should be approached in an objective manner.
104.3 RESPONSIBILITIES OF HUMAN RESOURCE DEPARTMENT
It is the responsibility of the Human Resources Department to oversee all aspects of the discipline/
corrective action process and to work with Department Heads and Elected Officials to ensure
compliance with policy, employment law, and collective bargaining agreements.
104.4 THE STEPS OF PROGRESSIVE DISCIPLINE
(a) Outlined below are the steps of Grant County's progressive discipline policy and
procedure:
1. Verbal Reprimand/Warning (Level 1)
2. Written Reprimand/Warning (Level 2)
3. Suspension without Pay
4. Discharge from Employment
(b) Grant County reserves the right to apply the steps of progressive discipline in the order
and manner which best addresses the situation.
1. Steps may be combined or skipped based on the facts of each situation and the
nature of the offense.
2. An employee may be terminated for a single occurrence of behavior or violation
of policy without having been previously warned or reprimanded, depending
upon the severity of the offense.
3. Some of the factors that will be considered are whether the offense is repeated
despite coaching, counseling or training, the employee's work record, and the
impact the conduct and performance issues have on the organization.
{c) This process should not restrict the opportunity for less formal communication
with Supervisors, Managers, Department Head and Elected Officials. Grant County
encourages open dialogue regarding all issues and concerns between employees and
their immediate supervisor.
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(d) In certain cases where it is necessary and appropriate to remove an employee from
the workplace pending discipline and/or to conduct an Investigation, the employee
may be placed on Administrative Leave with or without pay. This shall be reviewed by
the Human Resources Department prior to implementation.
104.4.1 COACHING AND COUNSELING
Coaching and counseling is non -disciplinary, ciplinary, informal interactions intended to communicate
expectations, performance levels, and/or behavioral concerns. Such counseling is documented in
writing and is maintained by the immediate supervisor.
Coaching actions are not disciplinary actions and are not viewed as being punitive. The intent is
to guide the employee toward improved performance. Coaching actions may be referenced within
a performance evaluation, but the reference does not constitute a coaching action.
Another form of corrective communication, which is not part of the formal discipline process,
is a coaching, counseling, and/or performance improvement plan (PIP). Such corrective
communication, whetherverbal and/or written, is not discipline. A Performance Improvement Plan
(PIP) is considered coaching and counseling.
These may include:
(a) Coaching and Counseling
4b) Performance Improvement Plans
(c) Remedial Training
104.4.2 VERBAL REPRIMAND/(LEVEL 1)
A verbal reprimand (Level 1) is a forma[ notice provided to the employee. Warnings are
documented in writing and placed in the employee's personnel file. Employees shall sign warnings
as evidence only of having received the warning. Warnings shall include an explanation of the
violation or problem and request for corrective action required of the employee. Written reprimands
should include the following:
a Statement of the facts
a Statement of discipline administered
9 Corrective action required of the employee
a Definite period during which the employee must clearly demonstrate improvement
a Statement of further potential corrective action to be taken if corrective action is not
achieved; and
0 Employee's comments and acknowledgement of receipt of discipline.
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Discipline
104.4.3 WRITTEN REPRIMAND/(LEVEL 2)
A written reprimand(Level 2) indicates that a subsequent incident of the issue(s) identified and
discussed in the verbal reprimand/Level I has occurred and has progress to a higher level of
discipline without further warning. The content and structure of this level of reprimand is identical
to a "Level 1 " reprimand.
104.4.4 SUSPENSION WITHOUT PAY
Suspension without pay is an involuntary period of unpaid leave imposed for disciplinary reasons.
Documentation of suspensions are to be signed by the employee and placed in the employee's
personnel file. The number of days of suspension Is dependent on the nature of the violation and
the employee ' 's record. In the case of Fair Labor Standards Act (FLSA) exempt employees, the
suspension without pay shall not be less than one (1) week. Employpes serving a suspension shall
not be employable with any other County office, department or funded organization during the
suspension. Written documentation of suspensions should generally follow the outline provided for
written warnings with the addition of a statement that it is a "final warning" and that the employee
Mill be discharged upon the occurrence of any other violation/infraction.
104.4.5 DISCHARGE FROM EMPLOYMENT
Discharge is involuntary termination of employment. Employment at Grant County is at -will. Grant
County retains the right to terminate an employee's employment at any time, for any reason or no
reason and with or without notice. Written documentation of discharge may include the reason(s)
for the discharge, but not necessarily because employment is at -will. Prior to discharge being
implemented, the Human Resources Department shall review the matter.
104.6 ADDITIONAL INFORMATION
(a) Paid Administrative Leave. In certain cases where it is necessary and appropriate
to remove an employee from the workplace pending discipline and/or to conduct
an Investigation, the employee may be placed on Administrative Leave with or
without pay. This shall be reviewed by the Human Resources Department prior to
implementation.
(b) Performance Improvement Plans. The Department Head or Elected Official may
choose, iri conjunction with any step of the progressive discipline process, to
implement a performance Improvement plan in instances in which it is viewed
that the employee would benefit from a clearly outlined plan of action in order to
improve performance. The plan will include a clear description of: the performance
improvements needed, the steps required for improvement, the expected outcome,
the process for interim review, and a final determination date.
(c) Name -Clearing Hearings. If Grant County has publicly announced the grounds for the
employee's discipline or discharge, it will provide the employee with the opportunity
for a "name -clearing hearing". A name-ciearing hearing allows the employee to refute
statements or documentation that he or she may view as false or stigmatizing.
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il
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The employee must request a name -clearing hearing in writing to the Human
Resources department within ten (10) working days following the date of the
public announcement.
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