Tips & info

Keys to good personnel practices

June 2002

Clear communication can lead to clear expectations and reduced conflict. The best practices listed below are intended to support clarity and protect your organization. If you have a personnel situation you would like to discuss, please call Maureen Marfell at the Personnel Services Program toll-free hotline (800) 358-2163. Access to the toll-free hotline is just one of many benefits available to you as a member of the Joint Agencies' Trust.

Leave of absence

  • Define the beginning and ending dates
  • If the current job will no longer be available upon return, provide, if possible, a similar job on the date of return to work
  • Know that "no job" may be viewed as a lack of work
  • Understand it is useful to require a doctor's statement for medical leave

Absenteeism or tardiness

  • Document reasons for absences or tardiness (Unavoidable absences or lateness are usually not viewed as misconduct)
  • Permit some discretion in evaluating unavoidable problems
  • Maintain a clear call-in policy for absences/tardiness

Insubordination

  • Explain the consequences for refusal to comply with a reasonable order/instruction
  • Repeat instruction and explanation of consequences if insubordination continues
  • Document insubordination or lack of compliance with instruction
  • Take immediate and appropriate action when confronted by threatening responses(Consult Personnel)

Theft

  • Document and retain all evidence of theft, e.g., admissions, eyewitness accounts and other evidence
  • Refer suspected theft cases to your Personnel and/or Security departments for action.

Alcohol and drugs

  • Contact Personnel/Health Services for advice on suspected drug or alcohol abuse
  • Detail specific incidents; avoid inappropriate opinions in characterizing conduct
  • Have other supervisors witness employee behavior/performance

Discharges

  • Address a series of minor infractions with appropriate progressive disciplinary steps
  • Determine if final incident was within the employee's control
  • Document incident(s), warnings and discussions
  • Take appropriate action on a timely basis
  • Quits because of "mutual agreement" should be reported as discharges for unemployment purposes

Quits

  • Request letters of resignation; use exit interview to define reason(s) for quit
  • Record, if known, reason for quitting
  • Report extended "no call, no show" as quit/job abandonment, not discharge