An element of progressive discipline, warnings and corrective actions are an effective way of ensuring an employee understands what is expected of them. State agencies look for warnings, in most instances, to determine if the claimant was discharged for misconduct—a deliberate or willful violation of company rules.

It is the employer’s responsibility to ensure that all employees are aware of company, rules policies and procedures.

Guidelines:

• When your company issues an employee handbook or rules, retain an acknowledgement of receipt in the employee’s file.
• Special policies and procedures should, if possible, be posted.
• Be consistent: enforce rules and policies uniformly
• Be specific and objective when you counsel employees. Avoid using general statements, e.g., “poor performance,” to describe willful or deliberate violations of rules within the employee’s control. Permit the employee to respond in writing.
• Note witnesses, dates, time, etc. of documented incidents
• Request employees to sign all warning notices. Witnesses to warnings are recommended. If the employee refuses to sign, write on the notice that the employee refused to sign, and ask the witness to sign his/her name next to the statement. Remember, signing a warning notice does not mean the employee is admitting to the offense; it is simply an acknowledgement of receipt.
• Follow up. If you warn a suspended employee, document what is expected and note any important timeframes.

Although written warnings are better, notes or verbal warnings are important if documented.

Tammy Mullin