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54 Cards in this Set
- Front
- Back
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Purpose of Disciplinary Manual
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To assist all officers and supervisors in recommending and implementing discipline.
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Objectives of Disciplinary Manual
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- Inform supervisors about the philosophy and procedures of disciplinary action
- Documentation - Supervisor's responsibility - Impose fair and consistent disciplinary action |
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When is discipline undertaken?
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for infraction of rules as well as for poor performance.
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What is done when a disciplinary situation arises?
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Next level of supervision should always be informal
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What about cases where possible criminal action or violence is involved?
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Recommend next level of supervision that an IA investigation be conducted
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What must happen before disciplinary action is served or given to an employee?
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Must be approved by Fire Chief or his designee
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Disciplining an employee for "cause" means?
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that corrective action is taken in response to misconduct or poor performance
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What is the most areas of disagreement following a proposed disciplinary action?
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The facts of the case.
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When initiating DOC, Written Reprimand, or Formal Discipline, what must be done?
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send copies of supporting documents and routed through appropriate chain of command.
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Are records necessary for discipline?
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Yes! complete accurate records are essential. Written information necessary to support the corrective action for the particular problem.
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Standards for Written Materials, (submitted for disciplinary action):
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Must be clear, coherent and cohesive, and the format, spelling, and grammar must be correct.
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Where should FORMAL DISCIPLINE written report be sent?
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to the Internal Investigation Unit in BAS along with a Mac formatted computer disc.
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What is required when performance falls below acceptable standards?
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Remedial action is required. Discipline is intended to be corrective rather than punitive.
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Our system is based on the concept of PROGRESSIVE DISCIPLINE, explain:
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The supervisor takes progressively more severe action if the employee does not respond to warnings
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What are the steps involved with PROGRESSIVE DISCIPLINE?
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1) Counseling
2) Documented Oral Counseling 3) Written Reprimand 4) Formal Discipline |
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Can some of the steps be skipped in progressive discipline?
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Yes, if an offense is serious enough it can go to immediate formal discipline or skipping some steps.
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Is progressive discipline effective?
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Yes, proven to be effective. Steps should be considered as an appropriate tool to effect change in behavior.
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What is primary concern or Progressive Behavior?
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Employee is given every chance to correct his behavior, and failing that, is liable for harsher discipline measures.
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Can progressive discipline be on a departmental level?
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Yes, when incidents continue to occur on a department level even after warnings.
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What is progressive discipline appropriate for?
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- Attendance problems
- Performance problems |
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What is progressive discipline not appropriate for?
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- Theft
- Fraud - Violence - Other serious Misconduct |
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When deciding on level of discipline, what must be considered?
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- Review employees personal file through (BAS).
- seriousness of offense - Prior discipline - comparable level of discipline given to others. |
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Who must be consulted before deciding on the level of discipline?
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Supervisors are required to consult with next level of supervision.
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What can be done when you receive a contrary opinion for discipline from higher in the chain of command?
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1) Consult with his supervisors and revise written recommendation to reflect others opinions
2) Take the position that the original decision should remain the same, and forward through chain of command. - FIRE CHIEF WILL MAKE FINAL DECISION. |
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All levels of discipline, including Formal Discipline may be initiated by who?
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Any supervisor regardless of rank held.
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(7) Levels of Discipline:
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- Oral Counseling
- Documented Oral Counseling - Written Reprimand - Step Reduction - Suspension - Demotion - Termination |
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When is discipline packet required?
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At any level of proposed discipline.
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Prior to employee being served formal discipline, who must approve it?
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Fire Chief or his designee must approve all written proposals for formal discipline.
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How should the Discipline Packet be prepared?
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1) Transmittal Form
2) Documentation of Employee Misconduct 3) Discipline Memo 4) Supporting Memo 5) Other Documentation 6) Copies of Rules and Regulations which have been violated 7) Copies of prior discipline cited in the NOID |
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Purpose of Transmittal Form?
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To allow each level of supervision to agree or disagree with discipline being recommended.
- Transmittal Form should be attached to top of the disciplinary packet. |
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Counseling is:
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an informal discussion with an employee designed to fully develop his skills and abilities and responsibilities of their job.
COUNSELING TIPS -respond quickly -document in journal -focus on specific problems -FOLLOW UP |
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what is a Documented Oral Counseling (DOC)?
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Verbal notification that performance or behavior must be improved.
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Is a DOC placed in FD personnel or City's Central Personnel file?
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No, but a copy should be kept in BAS for tracking purposes.
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Elements to include in a DOC?
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- Name of employee and supervisor
- Clearly state "CONFIRMATION OF DOC" - Restate pertinent facts - cite performance targets - Employee signs document. |
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Procedure for DOC?
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FIRST LEVEL SUPERVISOR - prepare discipline packet
SECOND LEVEL SUPERVISOR - Review document, approve or disapprove DOC FIRST LEVEL SUPERVISOR - have employee sign, distribute signed copies. (BAS, self and employee) |
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Examples of disciplines warrant of a DOC:
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- Minor crashes
- Lost equipment - Tardies - Minor infraction of rules |
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What a DOC should not be used for?
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dishonesty, substance abuse, multiple charges, etc.
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DOC Appeals process:
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DOC may be appealed through chain of command to second level Supervisor within 10 days.
- May appeal in person as well - May have union representation |
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Who has final decision to rescind a DOC?
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Bureau Deputy Chief or by the Assistant Fire Chief.
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Can a DOC be removed from BAS Unit FIle?
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Yes, only after 6 months and by making a request to the Bureau Deputy Chief through chain of command.
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What is a written reprimand?
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Official warning that further disciplinary action will occur unless behavior improves.
-More serious than a DOC. -WILL BE PLACED IN FD PERSONNEL FILE AND CITY CENTRAL PERSONNEL FILE. |
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Will written reprimands be placed in personnel file?
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Yes, employee can also include a written response to the reprimand and have this response placed in personnel file as well.
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Arson Investigators covered in our Written Reprimand Policy?
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No, they are covered by the Public Safety Officers' Procedural Bill of rights. They are entitled to a Notice of Intended Discipline and a (Skelly) administrative appeal prior to a Written Reprimand
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Procedure for Written Reprimand?
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CA(Initiating Sup) - BC (Second level Sup) -FC or AC -BAS - back to CA(initiating Sup) then distribute copies to all
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Can Written Reprimands be appealed?
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Yes, through the grievance process outlined in the MOA
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Written Reprimand - Removal Process
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Written Reprimands are placed in both FD Personnel File as well as City's Central Personnel File.
-Request removal after 3 years by sending memo to FC and Director of Human Resources and must be approved by each individual parties for their own files. |
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Formal Discipline is defined as one or more of the following actions:
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Temporary Salary Reduction, Suspension, Demotion or Dismissal
(In all cases of FD results in financial loss to the employee) |
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What is the document informing the employee of the pending disciplinary action?
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Notice of Intended Discipline
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Is Formal Discipline placed in employee's file?
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Yes, and cannot be removed unless modified by Civil Service Commission or through arbitration.
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The process of preparing a Formal Discipline is similar to a DOC or Written Reprimand, with the following exceptions:
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1) Supervisor writes a memo direct to the FC recommending discipline
2) Notice of Intended Discipline and Notice of Discipline are prepared by BAS then returned to first level Sup. |
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Levels of Formal Discipline:
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1) Temporary Salary Reduction
2) Suspension 3) Demotion 4) Dismissal |
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Describe a Fact Finding Session:
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A Bureau Chief, Assistant Chief, or FC may call a fact finding session, which is conducted at the discretion of management.
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Skelly Hearing
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is an employees right through an administrative appeal, to show cause why discipline should not take place.
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Formal Discipline Appeal Process
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Prior to Formal Discipline, employee receives a Notice of Intended Discipline (NOID).
1) Can request a Skelly Hearing within 5 days with or without union rep. 2) can appeal to the Civil Service Commission within 20 days /or 3) Selects an Outside arbitrator set forth in the MOA. |
