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SUPERVISOR DEVELOPMENT PROGRAM Progressive Discipline

Key Highlights Risk Management About progressive discipline Advantages Step of Progressive Disciplinary Action Opportunity to defend self Procedure & Employee Appraisal

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The Human Factor Our largest “risk” is if someone makes a complaint  to a governing agency or files a lawsuit Every person wants to: be treated  fairly be  respected know someone  cares to  understand

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What is Progressive Discipline? It is a disciplinary process where the  severity of the penalty increases  with each infringement of the rules. Why Progressive Discipline? The Company can work with the employee  to retain him as a productive worker  without having to resort to terminate immediately. Typically, the progression is: Oral warning / Advise / Reminder Written warning Suspension Dismissal

PROGRESSIVE DISCIPLINE About Progressive Discipline

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Advantage of having Progressive Discipline ? Conveys  to employees that the company is not out to nail them to the wall at the first sight of the trouble . Keeps  employees informed of where they stand . Provides  the business with a system that is fair and easily defensible against challenge.

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MINOR MISCONDUCT Step  1 :  Verbal Warning /  Counselling  / Reminder ( Recorded) Step  2 :  Written  Warning Step  3 :  Final Written  Warning. Step  4 :  Punish – Termination or Any other lesser punishment ( after due inquiry ) * Before termination, employee  may  be s uspended  (with half  pay salary ) first, then has to undergo   “Domestic  Inquiry” Note: Supervisors  to  escalate any major/serious/repeated  disciplinary cases to HR  Dept   using Misconduct  Form Documentation for Step 1 Any letter deemed as Verbal Warning from Supervisor to employee Counselling Form  Any letter deemed as Reminder Letter from Supervisor to employee Misconduct Form

PROGRESSIVE DISCIPLINE Steps of Disciplinary Action

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MAJOR MISCONDUCT  Step 1 :  Verbal Warning / Counselling / Reminder (Recorded) Step 2 :  Written Warning Step 3 :  Final Written Warning. Step 4 : Punish – Termination or Any other lesser punishment (after due inquiry) Step 4.1 :  Suspension Pending Inquiry (S.14: EA) – 2 weeks with half pay. Step  4.2 :   “ Domestic Inquiry” Step  4.3 :  Management Review and Decision:             a) If  NOT GUILTY  : Employee will be reinstated with full pay 	          b) If  GUILTY , there are 4 options:                  	 i )   Dismissed;  ii )  Down-Grading, or  iii )   Suspension without pay not  			exceeding  14 days,  or iv )  Any lesser punishment which deem  fit

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SHOW CAUSE LETTER It is good to give an employee a SHOW CAUSE letter to get his written explanation to avoid the employee changing his excuses in the future: Show cause must have the followings: 1 : What is the offence? 2 : Date, Time and Place when the employee commit the offence 3 : Must provide specific time when the employee should reply  4 : Mention that if the employee does not reply within the specific period, it      means he/she does not have any explanation to make It will be a good practice if you give the employee another chance to reply if you failed to get the reply by the specific time.

PROGRESSIVE DISCIPLINE Opportunity to Defend Self

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WARNING LETTER (Sample) Dear Employee, You failed to response to the show cause letter given to you/ provide acceptable explanation to explain the offence/s you had committed as stated below:  Offence 1 (State the offence, date, time and place) Offence 2. (State the offence, date, time and place You are hereby given a written warning for committing the above offence. You are reminded not to repeat the same or similar offence or further disciplinary step will be taken against you.     Thank you.

PROGRESSIVE DISCIPLINE Opportunity to Defend  Self

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Not affect employee appraisal Counselling / Advise Letter Reminder Verbal Warning Affect employee appraisal Warning Letter Final Warning Letter

Step Purpose Resp Reasons Step  1 Counselling Corrective Educate Build up case Manager   & Supervisor Opportunity to improve Caring  Leadership Educate & Awareness Complement communication issues Step 2 Reminder Manager   & Supervisor Step 3 Warning Punitive Effect  to Employee No promotion  No top 30 performance; 25% less of  performance bonus for each warning letter ) 1 Warning letter  – Max rating ‘B; Punishment, > 1 warning letter or 1 final warning letter – Rating ‘C’ Not  entitle for DL Best Labor Award Best (3 months) Not entitle for Monthly Perfect Attendance Award HR Technicality Develop  case Fair Treatment Compliance issue  esp  RBA Step  4 Final Warning HR Step  5 Suspension, Inquiry  & Punishment HR Legal  Requirement Natural Justice Due Inquiry Opportunity to be heard

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