Guide to Progressive Discipline (Revised May 22, 2003) Purpose of this document This guide is intended to serve as a tool to help supervisors evaluate and respond to employee performance problems and workplace issues in a fair and effective manner. It is not intended to stand alone, nor does it constitute legal advice regarding specific incidents. The chart below is provided as a general guideline for examining and responding to employee conduct and work performance issues. It is not intended to be all inclusive. This guide was developed for use in determining appropriate action for cases involving regular, non-contract personnel. Faculty and other contract personnel are governed by conditions of their contracts, and other University disciplinary provisions may apply. Contact the Office of the Senior Vice President for Academic Affairs and Provost at (706) 542-5806 for guidance. Probationary and temporary employees can be terminated without the right to appeal. When using this guide, consideration should always be given to the nature of the incident, the frequency of the violation, and the employee’s overall work record before disciplinary action is taken. Progressive disciplinary actions may be taken based on continuous violations of the same or related work standards. Where employees are subject to professional and/or state regulations or licensure, additional sanctions may apply. We recommend contacting the Employee Relations Coordinator at (706) 542-2222 prior to suspending or terminating any employee or for additional guidance regarding appropriate verbal and written warnings. Before you act, ask yourself: Is the employee aware of the policy or expected behavior? Have I objectively gathered all the facts? Has the employee had the opportunity to respond? Am I responding quickly, consistently, and reasonably? Has the employee been previously counseled? Do prior performance evaluations substantiate the employee’s ongoing performance deficiencies? Has progressive discipline been applied? If not, why not? Is the case well documented? Is the discipline reasonably related to the seriousness of the offense? If your decision will result in suspension without pay or termination, we encourage you to contact the UGA Employee Relations Coordinator at (706) 542-2222. If the affected employee is on contract, contact the Office of the Senior Vice President for Academic Affairs and Provost at (706) 542-5806 for guidance before proceeding. When disciplinary action is taken When an employee is given an oral or written warning, s/he should be informed of the specific work performance deficiency and provided constructive feedback, expectations for improvement, and additional training when warranted. An employee receiving an oral or written warning is expected to correct the deficiency, ask for feedback when needed, and sustain improvement over time. When a non-probationary, non-contract employee is suspended without pay, demoted, or terminated, the employee should be informed in writing of the specific reasons for the action taken. In the letter, advise the employee of his/her right to answer the charges by appealing to the next higher administrative level in the employing unit. The employee should also be advised of his/her grievance appeal rights as outlined in the UGA Administrative Policies and Procedures Manual . Sample warning, suspension, and termination letter templates are available from the Employee Relations Coordinator (706) 542-9756. Other resources UGA Human Resources, Employee Relations Coordinator, (706) 542-2222 UGA Office of Legal Affairs, 706-542-0006 UGA Equal Opportunity Office, (706) 542-7912 Visit the Human Resources section of the Administrative Policies and Procedures Manual Dispute Resolution Policy   Key: Disciplinary Actions O: Oral warning (written documentation of such is necessary) W: Written warning S: Disciplinary suspension, or where appropriate, final written warning in lieu of suspension D: Discharge Work violations and suggested responses Description Violation Remember: Consideration should always be given to the nature of the incident, the frequency of the violation, and the employee’s overall work record before disciplinary action is taken. 1st 2nd 3rd 4th 1.  Poor performance of duties, including failure to follow instructions or to maintain established standards of workmanship or productivity, because of an unwillingness to perform or carelessness. (See also # 9) O W S D 2.  Violation of an attendance policy involving unscheduled absence or tardiness for whatever reason, including failure to report to the work station at the beginning of the scheduled shift or leaving the work station prior to the scheduled conclusion of the work period, and absences which exhibit a pattern or trend. (See also # 3, 7, & 16) O W S D 3.   Failure to inform the supervisor when leaving the work station or failure to report back to the work station at the scheduled conclusion of a work break or meal period. (See also # 2, 7, & 16). O W S D 4.  Failure to conform to a departmental uniform or dress code policy, including the wearing of identification badges or name tags. O W S D 5.  Use of profane, abusive, or loud/boisterous language on University premises, or actions which may be discourteous or harmful to others, including smoking in designated non-smoking areas. (See also # 9 & 11) O W S D 6.  Use of another's computer sign-on or computer access code or providing another the use of an individual's sign-on code without proper authorization to gain unauthorized access to confidential or privileged information. (See also # 17) W S D   7.  Failure of an absent employee to notify the supervisor on each day of absence, unless such notice requirement is waived or notification not provided in accordance with departmental procedures. (See also # 2 & 16) W S D   8.  Failure to adhere to University or departmental safety policies or procedures, including failure to immediately report an accident on University premises involving an on-the-job injury or property damage. W S D   9.  Insubordination, including refusal to accept instructions from supervisors, security officers, civil defense personnel, or other proper authorities. (See also # 1) S D     10.  Unauthorized or improper use of University property. (See also # 15) S D     11.  Failure to appropriately interact with anyone on University premises (including students, their families, visitors, customers, patients, or other employees), when such behavior violates another's privacy or dignity, including sexual harassment. (See also # 5) S D     12.  Being in an unfit condition to perform the duties of the job, including sleeping on the job or working under, or suspected of working under, the influence of drugs or alcohol. S D     13.  Falsifying any University record, including but not limited to intentional failure to accurately record time records or registering the time card of another employee without proper authorization. D       14.  Threats, fighting, or other physical action against another person while on University premises. D       15.  Commission of any crime on University premises such as theft, unauthorized removal of or willful damage to property, unauthorized possession of alcohol/weapons/explosives, gambling, being found in possession of illegal drugs, and charging personal long distance phone calls to the University without authorization. Or, commission of a work-related crime while off campus. (See also # 10) D       16.  Absences without notifying the supervisor or if notification is not provided in accordance with departmental procedures. D       17.  Behavior which compromises another's safety or privacy or discloses confidential University information, including medically-related records. (See also # 6) D       18.  Any activity which violates federal or state standards regulating the provision of professional services or violation of regulations affecting continued licensure, commissioning, or certification in a profession. D