GBK-P1 - Progressive Discipline

Prairie Spirit School Division believes the practice of Progressive Discipline will ensure that employees have the opportunity to correct any performance or behavioral problems that may arise.

In the event that an employee of Prairie Spirit School Division violates PSSD policy, procedure, or practice, or exhibits problematic behavior, a system of progressive discipline shall be utilized where possible.

Progressive Discipline considers the safety and overall protection of PSSD employees.

Supervisors will take appropriate corrective action for any employee behavior that contradicts PSSD policy, procedure, or practice. Employees unwilling to respect and abide by policies, procedures, and practices established by PSSD will be offered reasonable assistance to correct their performance or behavior.

Degrees of discipline shall be used in relation to the identified problem. The type of corrective action used will be based on:

1.    The nature and seriousness of the offense;

2.    Frequency of the event, whether it is a first time offense, or a repeat violation;

3.    Previous actions taken for similar offenses;

4.    Extenuating circumstances;

5.    The appropriate level of discipline is the minimum necessary to deter and correct.

If there is not satisfactory improvement in the desired behavior, conduct, or performance by the employee, further disciplinary measures will be taken which could ultimately lead up to and including termination for just cause.

Prairie Spirit School Division will be guided by a desire to improve employee performance but the ultimate responsibility to correct and improve performance or work habits resides with the employee.

Employees shall be informed of the opportunity to have a representative/advocate present during progressive discipline as outlined in #1 of GBK-P1.

As the situation dictates, based on the past performances of the employee, and the seriousness of the violation, Prairie Spirit School Division reserves the right to bypass the four-step disciplinary process and move straight to termination where necessary.

In the event that an employee of Prairie Spirit School Division violates PSSD policy, procedure, or practice, or exhibits problematic behaviour, the following procedures will apply:

1.  Pre-disciplinary – For minor infractions, informal coaching that provides guidelines and expectations should be employed as an initial response. During this process, the following should be discussed:

i.  Communication of Prairie Spirit School Division expectations, and standards of conduct;

ii.  An overview of the employee’s actions, and how they are in conflict with the stated expectations and/or standards of conduct, and how that affects the organization and the employee’s co-workers;

iii.  Direction and actions required for correcting the situation within a reasonable timeframe.

2.  Progressive Discipline: In the event that the informal coaching fails to correct the situation, or where informal coaching is not applicable (in the event of a serious offense), formal disciplinary action will be taken.

i.  Verbal Warning

The first stage of formal Progressive Discipline is the verbal warning. A meeting with the employee will:

• • • • describe the offense

      • describe how it contravenes Prairie Spirit School Division standard of behaviour

      • provide direction for correction of the situation

      • inform them that should continued behaviour occur, the disciplinary action will escalate to a written warning, and a review of their employment with the Prairie Spirit School Division.

a.  The employee will be provided with a written report of the meeting, describing the discussion that took place, objectives for the employee, and requirements set forth.

b.  The employee will sign the document indicating it has been reviewed with them and a signed copy will be placed in their personnel file.

c.  The employee will be provided with a copy of the document for their records.

ii.  First Written Warning

In the event that employee behavior fails to improve following the verbal warning, another disciplinary meeting will be held, and a written warning given.

The written warning will:

• • • • outline a description of the offense

      • describe how it contravenes Prairie Spirit School Division policy or standards of behaviour

      • provide direction for correction of the situation, notification that the seriousness of the situation has increased, and

      • provide notification that any further incidents will result in a review of their employment with Prairie Spirit School Division

a.  The employee will be provided with a written report of the meeting, describing the discussion that took place, objectives for the employee, and any requirements set forth.

b.  The employee will sign the document indicating it has been reviewed with them and a signed copy will be placed in their personnel file.

c.  The employee will be provided a copy of the document for their records.

d.  The employee will participate in a Performance Improvement Plan (PIP) and be required to meet stated performance goals, expectations, and deadlines for compliance with PSSD standards and objectives. The Performance Improvement Plan will focus on the creation of goals and objectives with the intention of improving performance within a reasonable timeframe. The PIP should specify the consequences for failure to meet the objectives stated therein.

iii.  Probation

It must be impressed on the employee that they must improve and show a commitment to the expectations and recommendations identified or further discipline up to and including termination could result.

The employee will participate in a Performance Improvement Plan (PIP) and be required to meet stated performance goals, expectations, and deadlines for compliance with PSSD standards and objectives. The Performance Improvement Plan will focus on the creation of goals and objectives with the intention of improving performance within a reasonable timeframe. Failure to meet the objectives stated in the PIP will result in further discipline up to and including termination.

iv.  Suspension

When an employee is suspended, the employee will be provided with a description of the offense(s), and how it violated Prairie Spirit School Division policy, procedure, or practice.

At this stage, the employee will be suspended with or without pay. The timeframe is dependent on the seriousness of the incident.

Access to PSSD facilities, systems, and resources will be immediately denied or restricted for the duration of the suspension.

The employee will be provided with a written report of the meeting describing the discussion that took place and notification of the suspension of their employment.

The employee will sign the document indicating it was reviewed with them and a signed copy will be placed in their personnel file.

The employee will be provided with a copy of the document for their records.

During the suspension, a meeting shall be scheduled to discuss the employee’s continued employment with PSSD.

The employee will comply with the expectations stated in a Performance Improvement Plan (PIP). The Performance Improvement Plan will focus on the creation of goals and objectives with the intention of improving performance within a reasonable timeframe.

The employee will be notified that failure to comply with Performance Improvement Plan or any further violation of Prairie Spirit School Division policy, procedure, or practice will result in their immediate termination of employment for cause.

v.  Termination

In the event that the employee fails to comply with the Performance Improvement Plan, or where they commit another violation of PSSD policy, procedure, or practice this shall result in termination of their employment for cause.

In the event of a serious violation of Prairie Spirit School Division policy or standards of behavior, PSSD reserves the right to bypass the steps of progressive discipline and terminate employment at any time during the process, even as a first action of discipline.

All termination decisions must be reviewed by Senior Administration in partnership with the Superintendent’s Department.

3.  Investigation and Documentation

All violations or alleged violations of PSSD policy, procedure, or practice shall be investigated and documented by the supervisor.

All measures taken in the progressive disciplinary process shall be documented, including verbal warnings. Documentation shall be signed and acknowledged by the employee.

Prairie Spirit School Division shall retain the documentation in the employee's personnel file for reference and Human Resources purposes.

Prairie Spirit School Division shall provide the employee with a copy of the documentation for their records.

4.  Employee Suspension/Probation/Termination of Employment

i.  Suspension

An employee may be placed on suspension as a result of allegations implicating the employee of having committed a serious violation. This type of suspension may be necessary to complete an investigation into the violation. In the event that the employee is cleared of any wrong-doing, they will be reinstated and remunerated for any lost pay resulting from the investigative suspension.

ii.  Probation

Wage increases and transfers shall not be granted while the employee is on probation based on employment-status review. All other Prairie Spirit School Division benefits shall continue.

iii.  Termination of Employment

Termination of employment with Prairie Spirit School Division may occur following an employee committing multiple violations of PSSD policies, after the logical steps for progressive disciplinary action have been taken.

Termination of employment may be necessary, and immediate following a severe or flagrant violation of PSSD policy.

5.  Appeals

In the event that an employee feels that they have been wrongfully accused, or disciplined, they may file a written appeal as per appropriate collective agreement or with the Superintendent/designate as follows:

i.  Provide two weeks’ notice to the immediate supervisor of intent to appeal

ii.  Upon notice of appeal, a meeting will be arranged at a mutually convenient time with the employee and Superintendent

iii.  At any time during the appeal process, either party shall have the right and opportunity to seek the assistance of a third party

iv.  The employee may withdraw the appeal at any time during the process

Written appeals shall contain all necessary information/documentation.

Superintendent and/or designate shall review and respond to all written appeals within ten (10) working days of receipt of the appeal.

If the employee is not satisfied with the Superintendent’s decision, he/she may appeal in writing to the School Board.