General University Reference Utility
(NOTE: This procedure does not apply to a new employee during the probationary period.)
POLICY'S INITIAL DATE: March 1, 1974
THIS VERSION EFFECTIVE: October 1, 1992
To outline the steps to be taken by a supervisor when a staff employee is failing to meet acceptable standards of performance as determined by the University and, in the judgment of the supervisor, formal action is warranted. A policy such as this is written for the very few cases in which a staff employee does not meet normal standards of performance. Reason and good judgment will be used in the application of this policy. This procedure does not grant substantive contractual rights to an employee.
A performance improvement meeting between the employee and the supervisor shall be held in which the supervisor shall discuss wherein the employee is failing to meet acceptable standards of performance, what is expected to meet the standards, and, if the facts warrant, indicate that dismissal will result if such standards are not met. A future date shall be established by which the employee shall meet the acceptable standards. The supervisor shall give the employee a signed written summary indicating the date of the meeting and the points covered in the discussion.
In addition, if the supervisor deems the circumstances serious enough that dismissal will result if acceptable standards are not met, the documentation shall so indicate. In such instance, copies also shall be given to the dean or administrative officer, the designated Human Resources Representative, and the University's Manager of Employee Relations. Additional meetings between the supervisor and employee may be held to review the employee's progress and, at the discretion of the supervisor, to extend the period within which the employee is to meet acceptable standards of performance.
If the employee fails to meet acceptable standards of performance within the period designated by the supervisor or any extensions thereof, and the supervisor desires to proceed toward dismissal, a final meeting shall be held with the employee. However, prior to this final meeting, appropriate approval must be obtained as outlined in the following section entitled "Responsibility for Dismissal." At the final meeting, the supervisor shall review the manner in which the employee has failed to meet acceptable standards of performance, and inform the employee that approval for termination has been received and specify a future date of termination (normally not less than thirty  days from the date of the final meeting, except as provided below).
A written summary of the final meeting shall be given to the employee by the supervisor, with copies to the dean or administrative officer, the designated Human Resources Representative, and the Manager of Employee Relations. The written summary constitutes the employee's formal confirmation of termination.
If an employee is guilty of theft or other major act of misconduct, the supervisor shall recommend immediate dismissal.
Dismissal shall be only on recommendation to and approval by the dean or administrative officer. However, the dean or administrative officer shall review the dismissal with the University's Manager of Employee Relations before approving action.