Progressive Discipline & Preventing...
Transcript of Progressive Discipline & Preventing...
![Page 1: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/1.jpg)
Progressive Discipline &
Preventing Grievances
Tuesday, August 25, 2013 2:00 p.m. – 3:30 p.m. EST
![Page 2: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/2.jpg)
Presenters:
Nekeisia Booyer, Program Officer Joshua Wadsworth, Program Officer
![Page 3: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/3.jpg)
Objectives:
Terminations for Cause Review SCSEP Policy
Progressive Discipline Review SCSEP Policy
What does good Progressive Discipline look like?
Complaint Resolution/ Grievance Policy Review SCSEP Policy
How to Reduce Grievances
![Page 4: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/4.jpg)
Exit and Complaint Resolution Policies are guided by:
SSAI Policy & Procedures Manual
Your Approved SCSEP Participant Handbook
![Page 5: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/5.jpg)
TERMINATIONS FOR CAUSE
![Page 6: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/6.jpg)
Terminations for Cause Terminations for Cause may include: Refusal to cooperate in establishing
eligibility; Refusal to perform assigned duties without
good cause; Three or more unauthorized absences or a
pattern of unexcused tardiness; Falsification of timesheets, eligibility or
other official records Insubordination
![Page 7: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/7.jpg)
Terminations for Cause
Terminations for Cause may include: Obscene, abusive, harassing, or threatening
language or behavior; Causing an imminent threat to health or safety; Theft; Intentional loss, damage, destruction or disclosure
of unauthorized use of property, records or information;
Workplace harassment or discrimination on the basis of sex, race, color, religion, national origin, age, marital status, or disability;
![Page 8: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/8.jpg)
Terminations for Cause Terminations for Cause may include:
Conviction of a felony or any criminal drug statue for a violation occurring in the workplace while on or off duty, or while on duty away from the workplace;
Consuming, selling, purchasing, manufacturing, distributing, possessing or using any illegal or non-prescribed drug or from being under the influence of alcohol and/or other drugs while performing his/her host agency assignment or while carrying out objectives required by the IEP.
![Page 9: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/9.jpg)
Terminations for Cause
Terminations for Cause may include: Being found to have unsubsidized
employment while on SCSEP; Exceeding the leave without pay policy by
failing to return from leave by the required date
A pattern of consistent and conscious failure to follow the steps mutually agreed upon and outlined in the IEP without good cause, including:
![Page 10: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/10.jpg)
IEP Issues
Refusing to job search if required in IEP
Sabotaging a job interview
Refusing a reasonable number (3) of job offers
Refusing to accept or transfer to a different CSA
![Page 11: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/11.jpg)
IEP Issues (continued)
Refusing to accept IEP-related training opportunities
Refusing to register with the American Job Center/One-Stop
Refusing to accept or follow-through on obtaining a supportive service that will enhance participant’s success at CSA and UE without good cause
![Page 12: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/12.jpg)
IEP Issues (continued)
Refusing to cooperate with the Assessment, Re-Assessment or IEP processes, including IEP Updates
Refusing to cooperate with other IEP-related referrals
Behaviors that may lead to any termination of cause (and corresponding progressive discipline)
MUST BE DOCUMENTED thoroughly
![Page 13: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/13.jpg)
Progressive Discipline is Essential!
Step One: Documented Verbal Warning - Sponsor staff will verbally warn the participant, complete a detailed documentation of the warning for the file, and include this documentation in the participant’s file.
Step Two: Written Warning - Sponsor staff will draft a written warning letter to the participant and discuss the written warning with the participant in person or via the telephone. The written warning letter will be sent to the participant and a copy will be put in the participant’s file.
During both Steps One and Two, project staff must inform the participant of the corrective action and time period in which the corrective action must be taken.
![Page 14: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/14.jpg)
Progressive Discipline Step Three: Termination - Written notices of termination must be given to participants who project sponsors are terminating. Participants have the right to appeal any termination decision.
In no case may a participant be terminated before 30 calendar days after project staff provide him/her with their written notice.
SSAI sponsors can skip Steps One and Two and move directly to “Step Three – Termination” for serious violations such as fraud, theft, destruction of property, violence, or threats to health or safety.
Serious violations should be confirmed as much as possible versus merely “alleged” before terminating the participant
![Page 15: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/15.jpg)
Terminations for Cause Project sponsors must give participants
terminated for cause written notice.
The termination letter must explain the reasons for termination
State the participant is on leave without pay for 30 calendar days before the exit date
and attach your complaint resolution procedures
![Page 16: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/16.jpg)
Terminations for Cause Participants may not be terminated until
30 calendar days after project staff have provided the participant with the written notice.
Date of termination letter must be entered in SPARQ – Field 6b
![Page 17: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/17.jpg)
Good Performance Management Use of Progressive Discipline can help
avoid Terminations for Cause and Grievances. Review SCSEP policies and Host Agency policies.
Project Sponsor/Supervisor reviews expectations for completion of agreed upon tasks.
If it is a matter of Participant will vs. skill, documentation of what is occurring must be captured.
With discussion and direction, Participant should be given a chance to correct performance.
![Page 18: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/18.jpg)
What Does Good Progressive Discipline Look Like?
Participant Centered: It should be an Authentic Approach– See this as a means to help the Participant stay in the program!
Scheduled formal check-ins should occur with both the Participant and the Supervisor throughout the agreed timeframe for performance correction.
Feedback should be explicitly clear at all times. Review where improvements have been observed and where they have not. Provide this in writing after each check-in.
![Page 19: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/19.jpg)
What Does Good Progressive Discipline Look Like?
Feedback is about the behavior or the performance, not the individual.
Participant should be given a chance to respond and feel heard.
Document all related discussions.
![Page 20: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/20.jpg)
Scenarios
Use of Progressive Discipline can help avoid Terminations for Cause and Grievances.
Does anyone have an example of a time that they have used Progressive Discipline effectively, and prevented a Termination for Cause?
![Page 21: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/21.jpg)
Scenarios
The host agency supervisor called and wants the participant removed immediately? What do I do?
I have a Participant who is persistently tardy. How should I handle the situation?
![Page 22: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/22.jpg)
COMPLAINT RESOLUTION Grievance Policy Procedure
![Page 23: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/23.jpg)
“An ounce of prevention is worth a pound of cure”
![Page 24: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/24.jpg)
Complaint Resolution/ Grievance Policy Procedure
Grantees must establish a complaint resolution procedure for participants.
Must be included in your Policies and your Participant Handbooks
![Page 25: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/25.jpg)
Complaint Resolution Procedure
Adverse Action Against Participant
When a project sponsor takes an adverse action against a participant, the sponsor must notify the participant in writing of the reason or reasons for the action, and advise him or her of the complaint resolution procedures and of his or her right to appeal
![Page 26: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/26.jpg)
Procedures can vary among
grantees but generally three steps Step 1: A prompt informal
conference with the parties to resolve the differences.
A written summary of the meeting should be provided to all.
![Page 27: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/27.jpg)
Step 2
If participant is not satisfied with the outcome of Step 1, they can take complaint to a secondary level
For most subgrantees, it is the leadership of the organization(CEO or Board who are above project director)
![Page 28: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/28.jpg)
Step 3: Right to Appeal
Persons who are dissatisfied with a decision resulting from the project sponsor’s complaint resolution procedure have the right to appeal to the SSAI.
The SSAI makes the final decision.
![Page 29: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/29.jpg)
Appeals to the U.S. Department of Labor
Complaints alleging violations of the law
The department shall limit its review to determining whether the appeals procedures of a project sponsor and SSAI were followed. The National or State Grantee’s decision is final unless DOL determines we did not follow our stated procedures.
Complaints alleging a violation SCSEP’s nondiscrimination requirements
Must be sent directly to the U.S. DOL Civil Rights Center
![Page 30: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/30.jpg)
Good Practices
Make sure all appeals are heard
promptly
Allow participant the right to use the assistance of others at the hearing, to call witnesses and to question those involved in the complaint
![Page 31: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/31.jpg)
How to Reduce Grievances What are some key reasons that Grievances occur?
Poor or Inconsistent Communication
Perception of being treated unfairly
Expectations are not clearly stated or understood
Participant not receiving critical feedback because giving “bad news” is put off.
Feedback not given when poor performance or results first observed
Performance issues not documented when they occur
SCSEP Project Sponsor not brought in until too late
![Page 32: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/32.jpg)
How to Reduce Grievances
For the Participant Make sure Participants know what is expected….
Proper behavior while working in the program.
Are Participants provided with a copy of the progressive discipline steps in advance?
Are they asked to sign an acknowledgement?
Inform them that this policy is similar to what many employers have in place.
Tell Participants that CSAs allow them to practice good workplace behavior in addition to skills building.
![Page 33: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/33.jpg)
How to Reduce Grievances
For the Participant During IEP/Assessment discussions, indicate that
if the agreed actions are not or cannot be followed, to discuss with Project Director
Remind them of the process that if agreed actions are not followed intentionally, they may have to go through a disciplinary process that gives them an opportunity to correct performance
Failure to make the appropriate actions could result in termination from the program…the last resort!
![Page 34: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/34.jpg)
How to Reduce Grievances
For the Supervisor Discuss and give a copy of the Progressive Discipline
steps before placing any participant – even if the supervisor has managed participants before.
Let Supervisors know that Participants have the option of filing a grievance if they believe they are not treated fairly.
Indicate that performance feedback is critical throughout the Community Service Assignment (CSA).
![Page 35: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/35.jpg)
How to Reduce Grievances
For the Supervisor If a Participant is not performing well in their CSA,
Supervisor should first ask self how they’ve contributed to the poor results.
It is important to course correct poor performance as soon as it is observed.
Let Participant know as soon as it is clear that performance is not meeting expectations and discuss what needs to change.
![Page 36: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/36.jpg)
How to Reduce Grievances For the Supervisor
Notify the SCSEP Project Sponsor if marginal performance continues after providing feedback
Refer Supervisor to their Human Resources Dept for advice…especially if management experience is minimal.
Consider requiring that Host Agency Supervisors must have previous management experience.
Invest more time in performance management when working with a new Supervisor and during your annual Supervisor meetings.
![Page 37: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/37.jpg)
Final Questions?
![Page 38: Progressive Discipline & Preventing Grievancesssai.is.production.wordpress.s3.amazonaws.com/2016/06/...Progressive Discipline Step Three: Termination - Written notices of termination](https://reader034.fdocuments.in/reader034/viewer/2022050115/5f4c21a09a744017cc03d8a3/html5/thumbnails/38.jpg)
THANK YOU!