Policy

The Discipline Policy provides a process to address undesirable behavior and/or performance issues with employees of the Metropolitan Library System (“Library”).

Background

All employees are expected to meet performance expectations and behave appropriately in the workplace. When that does not happen, the Discipline Policy is designed to provide a structured corrective action process to improve and prevent a recurrence of undesirable behavior and/or performance issues. It models progressive discipline, which is defined as a series of disciplinary actions or steps that are progressively more severe leading to improvement of performance or termination of employment. The primary purpose of progressive discipline is to help employees understand that a severe performance problem may exist and that there is an opportunity for improvement.

Progressive discipline is not a RIGHT, but an opportunity offered by the Library to correct performance on the job.

Regulations

1. A progressive discipline system may consist of the following stages:
   
   1. Stage 1: A verbal warning
   2. Stage 2: A written warning
   3. Stage 3: Suspension
   4. Stage 4: Recommendation for termination
2. Normally, the employee's immediate supervisor will administer any appropriate corrective or disciplinary action. Appropriate action will be determined based on factors such as severity, frequency, and degree of deviation from expectations and length of time involved.
3. The progressive discipline process may take place independently of the regular performance appraisal process and schedule.
4. The Library reserves the right to combine or skip steps depending on the facts of each situation and the nature of the offense. The level of disciplinary intervention may also vary. Some of the factors that will be considered depend upon whether the offense is repeated despite coaching, counseling, and/or training, the employee's work record, and the impact the conduct and performance issues have on the organization. For serious offenses, employees may be subject to immediate termination of employment.
5. When suspension is involved, it may be without pay in full-day increments consistent with federal, state, and local wage-and-hour employment laws as well as SH 530 Due Process Hearing in Certain Employment Actions. The Library will only suspend exempt employees for serious infractions of workplace conduct rules. Exempt employees will not be suspended for performance or attendance issues.
   
   1. Employees may not substitute or use any paid leave in lieu of any unpaid suspension.
   2. Pay may be restored to the employees if an investigation of the incident or infraction absolves the employee.
6. Illegal behavior as well as serious policy violations are not subject to progressive discipline. Illegal behavior may be reported to local law enforcement. Theft, intoxication at work, fighting, and other acts of violence are examples of behavior that is not subject to progressive discipline and may be grounds for immediate termination of employment (see SH 512 Firearms/Weapons & Workplace Violence Policy & SH 630 Alcohol and Drug Use Policy).
7. Managers/Supervisors will document all stages of discipline in writing. This includes verbal warnings. Employees will be asked to sign copies of the written documentation attesting to their understanding of the corrective action outlined. Managers/Supervisors will provide the employee with copies of all progressive discipline documentation, including any Performance Improvement Plans issued as part of the disciplinary action.
8. Within five business days of a disciplinary action, managers/supervisors will submit all documentation to the Human Resources Department for inclusion in the employee’s personnel file.
9. Employees receiving disciplinary action will not be eligible to apply for open positions for 12 months following the date of the action.
10. Employees demonstrating sustained performance improvement may submit a written request to apply for open positions six months after the disciplinary action. The employee will submit the written request and a justification statement to their manager and Advisory Council representative for consideration. The Advisory Council representative will make a recommendation to the Chief People Officer for a final decision. The Chief People Officer will notify all parties of the final decision in writing.