Resources for Managers

Management Best Practices is a resource guide that includes a variety of documents and templates to support leadership efforts in guiding a successful employee experience at Virginia Tech.

Touchpoints, also known as check-ins, are recurring conversations between supervisors and their employees that go beyond simple status updates or performance conversations. The goal is to create better alignment, productivity, motivation, and growth, but getting there requires employees and supervisors to talk honestly about things that impact their work and experience. These conversations might require discussing what employees find challenging, rewarding, the state of their well-being, or even the strength of their work relationships. 

Visit the Continuous Performance Management website or contact Employee Relations for training and additional information regarding touchpoints. More information can also be found in the guide for supervisors.

The Offboarding and Employee Transfers page is a resource for supervisors that have employees considering departing Virginia Tech or transferring to another department.   

When considering a disciplinary termination, contact your college or department’s HR representative or Employee Relations.  Review the guidelines below: 

Guidelines for Terminating Employment Safely and Effectively
Terminating an individual’s employment is one of the most difficult steps a supervisor can take, and should not be taken lightly. Preparation is key – careful planning and documentation can limit misunderstandings, hostility and blame. Supervisors should consult with relevant resources, prior to finalizing the termination decision, to confirm it is consistent with policy and to ensure that the events leading to the termination are properly documented and considered. The following practices can help you manage terminations safely and effectively.

1. Plan ahead and involve relevant resources such as your area management, Human Resources, and University Legal Counsel. Be sure that there is a well-established and documented basis for the need to terminate an individual’s employment.
   
   
2. If there are safety concerns, consult the Virginia Tech Police Department and complete the Request for End of Employment Safety Review. With the Police, evaluate the need to have a police officer present for the termination meeting or standing by in the area. Also consider the potential risk to the university’s electronic data and computer systems. If applicable, instruct your department’s IT support to disable the individual’s network access and email. Should you need to access the employee’s electronic files, emails, voice messages, etc., communicate that to IT prior to, or immediately following the termination meeting.
   
   
3. Conduct the meeting as privately as possible, ideally at or near the end of the workday. By doing so, an employee's potential embarrassment when gathering their personal belongings may be reduced (e.g., fewer employees in the work area). At least one other member of management should attend the meeting as a witness.
   
   
4. Keep the termination meeting brief and focused. The purpose of the meeting is to communicate the message the employment relationship is ending. Be prepared to answer relevant questions from the employee, but do not engage in a debate or argument about the termination decision. Emphasize that the decision is final.
   
   
5. Remain compassionate and respectful, also firm and clear in your statements. Take responsibility for the decision and do not blame others for the termination. Designate a point of contact for the individual for any follow-up issues. They may also contact Central HR at 540-231-9331 for further information.
   
   
6. At the conclusion of the meeting, thank the individual for their contributions to the university and collect all university property in their possession (purchasing card, keys, Hokie passport, building access card, cell phone, uniforms, tools, manuals, etc.). Have the individual gather their personal belongings and immediately leave the premises. An area supervisor should be present while the employee is collecting personal items. The supervisor should monitor the process to ensure university property is not removed or destroyed. If the individual has a number of personal belongings, consider scheduling a separate time, after regular business hours.
   
   
7. In some cases, it may be wise to physically escort the individual to and from the work area. If there are any safety or security concerns, VTPD should be notified and a police officer will escort the person from the premises.
   
   
8. All documentation associated with a termination should be sent to HR for the former employee's personnel file. If departmental personnel files are also maintained, they should be kept in a confidential and secure place.