Formal Corrective Action Meeting

• Prepare for the meeting: What will you say? What questions can you expect?
• Find a witness to sit in on the meeting—typically a confidential assistant is the most appropriate witness.
  • Employee Relations team member can serve as a neutral party, witnessing a corrective action document delivery, answering questions and supporting both, supervisor and employee.
• Set up the meeting in a private area away from other employees and students.
• Read the letter to the employee.
• Remain calm and professional.
• Focus on the behavior and the impact that the behavior has had on the department.
• Refocus the conversation back to the issues if the employee brings up unrelated information or discusses the conduct of other employees.
• If the employee brings up information regarding a serious health concern or a condition that may be covered under the Americans with Disabilities Act (ADA), refer the employee to the Benefits office – ADA/FML Coordinator and contact the Benefits office on your own to discuss the matter upon completion of the meeting.
• If the employee gets angry or abusive, end the meeting. If the employee becomes aggressive or discusses violence, contact Public Safety or call 911 if necessary.
• If the employee has questions about the disciplinary process or filing a grievance, have them contact Employee Relations.
• If the employee refuses to sign a Memo of Expectations, Written Warning or Final Written Warning Letter, explain that by signing the letter the employee is only agreeing that they understand the letter and have received a copy. If the employee still refuses to sign, write, “Refused to sign,” next to the employee signature line.
• Make a copy of the signed letter (including witness signature when applicable) for the employee and give them the copy at the conclusion of the meeting.
• Send the original document to Employee Relations for placement in the personnel file or internal records system.