Written Warning

Department:

Circulation

Purpose:

Written Warnings are the second step in the student disciplinary process. This procedure is to allow the managers to understand what the student did to merit a written warning. It allows the student a supported means by which their performance can improve.

Overview:

This procedure outlines the processes that impact the student assistant, the Supervising Circulation Manager, and the Student Employment Manager. It provides supportive information for all parties of expectations and consequences.

Required Knowledge/Skills:

Access to CCLS2 and Student personnel files.

Safety Issues/Precautions:

None

Equipment/Supplies:

None

Procedure

1. The Written Warning, the Performance Improvement Plan, and the Student response to Performance Improvement Plan Written Warning meeting (3 documents) templates can be found in S:\CCLS2\Circ Media Stuaid Quiz & Evals\Student Evaluating & Disciplining.

2. Fill out top portion of the Written Warning form.

3. Working with the Student Employment Manager, the Supervising Manager will create a Performance Improvement Plan for the student assistant. This should be done as quickly as possible following the incident.

4. The student is notified via email or phone that they will need to schedule a meeting with the Supervising Manager to discuss the infraction. This meeting can take place during their regular schedule provided that their next shift is in a reasonable time. It is important to talk to the student as soon after the infraction as possible. The Student Employment Manager may choose to be present as well.

5. During the meeting, the Supervising Manager should provide a copy of the Performance Improvement Plan (first two pages) for the student. The Supervising Manager should allow the student time to read the front page of the PIP, asking if the student has questions about why there is need for this.

6. The student and Supervising Manager should review the PIP together, the manager emphasizing that this is intended to not only improve the working situation but to provide the student with support in doing so.

7. Once the Supervising Manager has spoken to the student and has signed and dated the warning and the PIP, the written warning will be placed in the student personnel folder and the rest of the managers will be notified via email that a written warning has been issued.

8. The Supervising Manager will then work the PIP with the student during the timeline. Other Managers may also be involved as the student may have working hours during their shifts. All supervisory insights and comments should be made on the appropriate page of the PIP.

9. At the end of the PIP timeline, the Supervising Manager will meet with the Student Employment Manager to discuss the conclusion of the PIP and any resulting changes or training that needs to be addressed.

10. The Supervising Manager will then meet with the student assistant to review the PIP conclusions. The Student Employment Manager may choose to be at the meeting.

11. If either the Supervising Manager or the Student Employment Manager believes that the student would benefit from a probationary period, the student should be asked to fill out the Student response to Performance Improvement Plan Written Warning meeting document and email it to the Student Employment Manager. If this is to happen, this should be offered during the meeting.

12. Following the meeting, the paperwork will be completed and filed within the student's personnel file.