Discipline and Grievance Procedures
When a student employee’s conduct violates an SOU or department policy or constitutes misconduct, or when a student employee’s performance does not meet the expectations or requirements of a position, the supervisor determines if corrective action is needed. If corrective action is the appropriate response, the supervisor begins the process within a reasonable time of the supervisor’s knowledge of the situation. Corrective action must be appropriate to the issue and may be non-disciplinary such as training, coaching, a performance plan, or a letter of instruction; or it may be disciplinary such as a written reprimand, suspension, demotion, reassignment, or dismissal.
Causes for Discipline
The following are reasons for which a student employee may be disciplined:
a. Failure to complete assigned work
b. Excessive tardiness or unexcused absences
c. Falsifying payroll or time card information
e. Breach of security or safety
g. Sleeping or other inattention to duty
h. Reporting to work impaired due to the use of alcohol or other substances
How to Discipline
1. Always document. Supervisors should document all incidents regardless or the severity of the incident. When documenting, include people involved, date, time, and a specific description detailing the incident and the infraction. Include any corrective steps taken to prevent further incidents.
2. Create a plan. In correcting an incident it is important to include a plan to keep future incidents from occurring. During the discussion with the employee it is important to give specific details to why the incident was and why it was inappropriate. The plan may include the steps taken if further incidents do occur.
3. Follow Through. It is important to check back in with your student worker to see how they are doing. Make sure they understand the incident and why it is inappropriate. Make sure to do what you say you are going to do regarding discipline. Your credibility could be lost if you state future discipline and do not follow through. This is with the student you are disciplining and with the rest of your staff. This includes writing a letter to the employee summarizing the conversation, stating any discipline being taken, and including the plan to prevent further incidents.
4. Remain confidential. The discipline is only the business of the student being disciplined and her/his supervisor.
5. Discipline with a witness. Make sure when the conversation happens to have another employee in the room. This person should be a supervisor or manager level. It should not be a peer of the person being disciplined.
Supervisors should try to solve most employment concerns. Maintaining an open line of communication with your student employee is a good foundation for now and in the future.
If for any reason, the student is uncomfortable going to you, they are encouraged to go to your supervisor or the dean of students. Supervisors are expected to support students who choose this procedure.
Please go to http://www.sou.edu/studentaffairs/Grievance%20Policy%20Procedure.pdf
for more information.