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Disciplinary Processes

For information on disciplinary procedures for EPA Non-Faculty employees, contact EPA Non-Faculty Human Resources.

SPA Disciplinary Action Policy

Disciplinary processes for SPA employees are meant to be corrective. Supervisors are strongly encouraged to contact Employee & Management Relations at the onset of any employee performance or conduct issues.

  • There are three categories of cause for disciplinary action: Unsatisfactory Job Performance, Grossly Inefficient Job Performance, and Unacceptable Personal Conduct. 
  • There are four types of disciplinary action: Written Warning, Suspension without Pay (for one work week), Demotion (of rank and/or pay), and Dismissal.
  • For conduct incidents or for grossly inefficient job performance, an employee could be dismissed on a first offence depending upon the severity of the event.
  • Discipline for unsatisfactory job performance is successive and requires at least three disciplinary incidents: the first incident must result in a written warning, the second incident may result in a written warning, suspension or demotion, and the third incident may result in dismissal from employment. 
  • Before any SPA permanent employee can be suspended, demoted or dismissed, the supervisor must hold a "Pre-Disciplinary Conference" with the employee to provide the employee an opportunity to address management's concerns before it makes the disciplinary decision. A staff member of Employee & Management Relations must be present at the Pre-Disciplinary Conference.
  • Go to Policy.

Temporary and probationary employees are not covered by this policy and its procedures and can be released from employment as deemed appropriate by management.

SPA Probationary Period

New SPA permanent employees and those returning to State service are required to complete a minimum 90 calendar day probationary period. During the probationary period, the supervisor evaluates if the employee is performing at the level required for the position.  Probationary periods can be extended in 30-day increments for up to a total of 270 calendar days. 

If the supervisor determines that an employee is not able to perform as required for the position, the supervisor can terminate the employee's appointment and must do so prior to the end of the employee's probationary period. The employee must receive written notification of the termination. Go to Policy.

Once employees have completed their probationary periods, they are protected under the disciplinary procedures found in the Disciplinary Action Policy (SPA).

Disciplinary Consultations

Management is expected to consult with Employee & Management Relations in the Office of Human Resources at the onset of any employee performance or conduct deficiencies to discuss both formal and informal methods for revolving such workplace issues. Employees also are encouraged to contact Employee & Management Relations to discuss ways of resolving workplace issues. E&MR is required to review most disciplinary letters before they are issued to employees.

Disciplinary Action Letter Templates

The following templates are for use only with permanent SPA staff employees. Employee & Management Relations must review all letters other than written warnings before they can be issued to an employee. For additional assistance, contact the Employee & Management Relations Consultant in the Office of Human Resources assigned to work with your department.