Tips & info

Personnel practices: List of do's and don'ts

August 2004

Leave of absence

  • Define the beginning and ending dates
  • 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 leaves

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/lateness

Insubordination

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

Theft

  • Document and retain all evidence of theft, e.g., admissions, eyewitness accounts and other hard evidence
  • Refer suspected theft cases to your personnel or security department 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

Discharges

  • Address a series of minor infractions with appropriate progressive disciplinary steps
  • Determine if final incident was within employee's control
  • Document incident(s), warnings and discussions Take appropriate action on a timely basis

Note: Quits because of "mutual agreement" should be reported as discharges for unemployment purposes

Voluntary Quit

  • Request letters of resignation; use exit interview to define reason(s) for quit
  • Record , if known, reason(s) for quitting
  • Report extended "no call, no shows" as job abandonment