Three Step Coaching Policy

Three Step Coaching Form

Purpose

Effective performance on the job, by all employees, is essential to the efficient operation of SunWater Spa and is the foundation of any successful organization. 

The existence of a corrective progressive discipline policy, to correct performance deficiencies and violations of Company rules and regulations, helps to ensure consistent, fair, and equitable treatment. This Policy is not intended to cover all situations. This Policy is not intended to create any expectation to be all-inclusive nor to create any expectation that the Policy will be followed in all instances. For example, the Company may accelerate the progression of discipline where violations are frequent, repetitive, or serious in nature. 

Process

The Company will follow a Three Step Coaching Policy. Each step will bring the employee in the Three Step Coaching Policy closer to the last step in the process, employment termination. The frequency, nature, and severity of the situation will determine which disciplinary step will be initiated as well as the number of subsequent disciplinary steps to follow. Management, in coordination with the Spa Director, will determine the number of steps for each situation. 

Typically, sequential steps are cumulative and are to be issued after the employee’s history, personnel file and prior notices have been reviewed. Steps are to include Verbal Warning/Documentation, Final Written Warning, and Termination.

An exception to the Three Step Coaching Policy process will be for those situations determined to be intolerable, as described further in this Policy. In these situations, immediate termination is typically appropriate. 

The Three Step Coaching Policy will be presented to the employee by the Manager and is intended to: 

1.   Explain the violation or performance deficiency to the employee. 

2.   Inform the employee of what is expected of them and, if applicable, create a performance improvement plan defining roles and responsibilities.

3.   Inform the employee of the consequences of further violations or performance deficiency.

4.   Review all Written Notices, with the employee, in their entirety, giving the employee an opportunity to comment

Procedure

A.  Verbal Warning

A Verbal Warning is presented to the employee and is formally supported by the manager with a note in the employee’s file. Verbal Warnings are the first step of the Three Step Coaching Policy and are only to be used for first-time “general” violations.

B.  Written Warning 

A Written Warning is verbally presented to the employee and then is formally supported with a signed Three Step Coaching Form – Written Warning. This will formally document the discussion. The employee, manager, witness will sign the Written Warning. Written Warnings are generally the second step of the Three Step Coaching Policy. 

C.  Termination 

Termination is the last step of the Corrective Progressive Discipline Process and may take place immediately upon the commission of an intolerable violation, for a second Serious Violation, as the next disciplinary step after a Written Warning or in other appropriate situations. All Terminations will be approved in advance by the Spa Director.

D.  Notice of Suspension

A suspension may be utilized instead of Termination and/or while conducting an investigation. An employee’s employment may be suspended for up to five working days with or without pay pending an investigation. A suspension may also involve a period of work that includes a temporary reduction in pay.

E.   Notice Expiration

In general, Three Step Coaching Policy Verbal and Written Warnings will expire 12 months after the date of incident unless specifically noted to the contrary in the Three Step Coaching Form. “Expired” Notices will remain in the employee’s file but will not be referred to for the purpose of conducting merit reviews or corrective progressive discipline.

Nothing contained in this Policy is intended to create an employment contract. SunWater Spa is an at-will employer and employment may be terminated at any time by the employee or by the Company for any reason or no reason at all, with or without prior notice. SunWater Spa reserves the right to amend, modify, revoke, or cancel any Company Policy at any time with or without prior notice. 

Administrative Guidelines 

The following outlines categories of violations and recommended corrective disciplinary steps for each violation type. These guidelines are to be used in coordination with the Three Step Coaching Policy. Violations fall into three categories – General, Serious, and Intolerable. 

All types of Violations, in accordance with the Three Step Coaching Policy, will remain a part of the employee’s active record for 12 months from the Date of Incident, unless specifically noted to the contrary in the Three Step Coaching Form. 

The phrase "work time" as used in this policy includes all times when an employee is required to perform his or her job duties. "Work time" does not include break periods, meal periods, before or after work or any other time during the workday when an employee is not performing actual job duties. 

General Violations

The following are examples of General Violations: 

• •   Failure to report an unplanned absence within work location guidelines. 

  • Tardiness or Leave Early/Arrive Late.

  • Failure to be at the assigned workstation during scheduled work time. This includes, but is not limited to, failure to report to workstation upon starting work, failure to work until the scheduled break or meal periods, failing to return to the workstation immediately upon completion of a break or meal period, and leaving the workstation prior to the scheduled end time. 

  • Using personal cell phones or pagers or any other electronic two-way communication device in work areas or during work time, without management approval or authorization or conducting personal business during work time. 

  • Failing to maintain a reasonable workspace as dictated by job function and established standards. 

  • Failure to wear proper attire for the job and/or in accordance with the SunWater Spa Dress Code Policy. 

  • Neglect of job responsibilities or failure to properly perform assigned work. 

  • Failure to maintain reasonable standards of personal hygiene. 

  • Performing work in a manner which is unsafe to the employee or to the safety of others. 

  • Engaging in disruptive/unprofessional behavior which interferes with the work of others or the effective operation of the business. 

Serious Violations

The following are examples of Serious Violations: 

• Using Company equipment/property for personal use and/or private work including, but not limited to, inappropriate use of data and communications equipment.

• Deliberate misuse of or unauthorized use of Company supplies, materials, machines, or tools. 

• Leaving work during scheduled hours or prior to scheduled quitting time without Manager approval. 

• Failure to immediately report to management all accidents on the job, or while conducting Company business off the premises, which results in any personal injury or any damage to Company and/or individual property. 

• Defacing or removing official Company-authorized postings or notices. The Company must authorize all postings anywhere on the property.

•  Accessing the workplace during unscheduled hours without approval. 

• Solicitation during work time, or distribution of literature during work time or in work areas at any time. 

• Excessive Tardiness or Leave Early/Arrive Late that is resulting in disruption in the workplace.

• Gossiping or engaging in behavior that could be considered gossiping and spreading rumors or talking badly about co-workers in a way that is causing an unprofessional environment.

Intolerable Violations

Intolerable Violations may result in immediate termination. The following are examples of Intolerable Violations: 

• Possession or use of firearms or explosives or carrying concealed weapons of any kind on Company property. 

• Theft or unauthorized possession of Company property, the property of another employee, or the property of any third party. 

• Fighting and or using violence or threats on Company Property. 

• Sleeping during scheduled hours of work. 

• Falsifying any Company records or documents or disclosing Company trade secrets or other proprietary information to employees or other individuals or entities not authorized to receive that information. 

• Defacing, slandering, or causing intentional damage to the Company’s, any employees, or any third-party’s reputation. This could also include damaging property such as machines, facilities, equipment, or vehicles. 

• Disorderly, immoral, inappropriate, or indecent behavior on Company property or while conducting Company business. 

• Sabotaging the work of others, or otherwise purposefully compromising work quantity and quality. 

• Violation of SunWater Spa Non-Harassment Policy or Drug and Alcohol policy 

• Falsifying, misrepresenting, or omitting pertinent information on employment applications or on Company records. 

• Falsifying, in any way, a timecard or other timekeeping record including using another employee’s name to punch in or falsify their records. 

• Engaging in, attempting to engage in, or threatening to engage in, intentional or reckless conduct which endangers the Company’s reputation.

• Performing work in a manner that is intentionally unsafe to the employee or to the safety of others. 

• Any employee who is absent three consecutively scheduled workdays and fails to report his/her absence in accordance with Company procedure and policy shall be considered job abandonment and be considered a voluntary resignation. 

• Being discourteous, rude, or unprofessional to guests, visitors, vendors, managers, or other staff members.

• Making maliciously false statements about the Company to visitors, customers, or any other person. 

• When an employee deliberately refuses to fulfill a specific job requirement. 

• Creating an environment in which an employee or employees feel uncomfortable, fearful, or not welcome.

• Insubordination with or without malicious intent.

• Hate speech of any kind, seen as a direct attack against people and dehumanizing based on age, occupation, race, ethnicity, national origin, disability, religious affiliation, caste, sexual orientation, sex, gender identity, gender expression, and serious disease.  Hate speech is defined as dehumanizing speech, statements of inferiority, expressions of contempt or disgust, cursing, and calls for exclusion or segregation.  Also prohibited is the use of harmful stereotypes and slurs.

updated 8/1/23