Letter Of Intent Due To Unsatisfactory Performance printable pdf download

LETTER OF INTENT

GUIDELINES AND LETTER

Please read through prior to issuing a Letter of Intent

 A Letter of Intent is required for:

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Suspension without pay (for more than 5 days),

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Reduction of pay (either temporary or permanent) within a classification,

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Demotion to a lower classification or dismissal.

 Consult with Local HR Employee and Labor Relations prior to taking any corrective

action for guidance and assistance.

 Review the applicable policy or labor agreement if an employee’s conduct or

performance is not satisfactory and you are considering a letter of intent or other

corrective action.

 Conduct an Investigatory Meeting prior to considering a letter of intent, when an

employee has a conduct or performance issue that continues to not meet

expectations. This meeting includes the supervisor and the employee and provides

an opportunity for the supervisor to share their concerns, and for the employee to

provide their response/explanation.

 For represented employee’s the investigatory meeting is an opportunity to

determine if the supervisor has just cause for letter of warning and the employee has

the right to request that a union steward be present at this discussion (Weingarten

Rights).

 Include the specific performance or conduct concerns shared with the employee

during the investigatory meeting within the letter of intent and the employee’s

response to each issue presented (i.e. their explanation or rationale for why he or

she acted the way they did or why they failed to meet the supervisor’s performance

expectations - see template). To the extent possible, letters must be concise, factual,

objective and avoid emotion or judgments. You should attach any documents shared

with the employee during the meeting, such as a copy of a customer complaint,

timesheets or work product that demonstrates the performance concern.

 After the statement of facts within the letter of intent, the supervisor provides

analysis as to why the employee’s explanation does not relieve them of their meet

the expectation(s) of the position and the decision that the University intends to

Letter Of Intent Due To Unsatisfactory Performance