In accordance with the Commonwealth of Virginia’s Performance Planning and Evaluation Policy 1.40, employees are provided with performance expectations on the PeopleAdmin position description and in the Performance Plan and defined in the online performance management tool.
In accordance with the Commonwealth of Virginia’s Standards of Conduct Policy 1.60, Virginia Tech utilizes a progressive disciplinary process which:
Probationary employees are expected to conform to the expectations outlined in the Standards of Conduct Policy 1.60 but are not issued written notices. Please contact Employee Relations at 540-231-9331, your Human Resources Consultant, or Director for disciplinary and performance issues related to probationary employees.
Timely, appropriate and effective feedback is essential to effective performance and the progressive disciplinary process. While the process below is described as “progressive”, at times an offense may be so severe that the appropriate response is to move directly to a written notice.
The first step in the progressive disciplinary process is a private discussion between the supervisor and the employee in which:
A notation that a discussion has occurred may be kept in the supervisor’s file.
If, after an informal discussion of a performance/conduct problem, the problem continues, the supervisor and employee may meet again privately to discuss the problem. Again:
This time, however, following the discussion, a counseling memo is issued to the employee.
The counseling memo should be a summary of the discussion between the supervisor and the employee. It should include sections in which:
Counseling memos are retained in the supervisor’s files. They do not become a part of the employee’s personnel file unless the performance/conduct problem continues and the counseling memo becomes an attachment to a subsequent performance/disciplinary action.
If, after issuing a Counseling Memo, an employee’s performance does not improve, a Virginia Tech Form P142, Notice of Improvement Needed/Unsatisfactory Performance may be issued to the employee by the supervisor. The P142 contains:
The performance improvement plan should include:
The performance improvement period will vary depending upon the performance problem but should allow adequate time for the employee to demonstrate improvement.
A form P142 is retained in the supervisor’s file. It does not become a part of the employee’s personnel file unless it is used to support an overall rating of “Unacceptable Performance” on the annual performance evaluation OR unless it is used to support a written notice.
Please contact Employee Relations or your Human Resources Consultant or Director before issuing any written notice.
Written notices may not be issued to probationary employees. Please contact Employee Relations at 540-231-9331, your Human Resources Consultant, or Director for guidance.
Written notices may be issued:
The Commonwealth of Virginia’s Standards of Conduct Policy 1.60 groups conduct and performance offenses according to severity. Group I offenses are least serious; Group III offenses are most serious and usually warrant termination of employment. Written notices have an “active life” which varies according to the level of the offense. Employees may be suspended for offenses categorized as Group II or Group III offenses. Please see Attachment A of the Standards of Conduct Policy 1.60 or contact Employee Relations at 540-231-9331 for additional information.
Written Notices are retained in the employee’s personnel file with all supporting documentation including previously issued counseling memos and/or P142s. Written Notices may be used to support an overall rating of “Unacceptable Performance” on the annual performance evaluation.