Pre-Disciplinary Conference Template
Agency/University Letterhead
DATE:(Date of letter must be same date that the employee receives the letter.)
TO:FIRST AND LAST NAME (Personnel Number: #)
FROM:SUPERVISOR’S FIRST AND LAST NAME
TITLE
RE:Notice of Pre-Disciplinary Conference
Purpose of Notification:
This letter is formal notice of a scheduled Pre-Disciplinary Conference (PDC)on (date) at (time)atthe(location). (Name, Title) and I will be conducting this meeting. The purpose of this conference is to ensure that the decision to be made is not based on misinformation and to give you an opportunity to respond to the recommended disciplinary action up to and including dismissal(or specify type of disciplinary action).In accordance with State Human Resources Policy, attorneys are not allowed to be present during the pre-disciplinary conference.
Recommended disciplinary action:
(Disciplinary Suspension without Pay, Demotion, or Dismissal)is being recommended based on (unacceptable personal conduct, unsatisfactory job performance, or grossly inefficient job performance) as defined in Section 7, page # (page 4 for job performance or page 3 for personal conduct or gross inefficiency)of the State Human Resources Manual.
Incidents Resulting in This Pre-Disciplinary Conference:
In this section, detail what occurred and be sure to include what information the employee has provided to explain the incident, etc. When possible, note specific and relevant performance expectations that were not met and explain what is unacceptable about the employee’s work or actions. Include any specific consequences of the actions. (USE THE 5WH METHOD: WHO, WHAT, WHEN, WHY, HOW AND FOLLOW UP).
Cite specific policy violation(s) and quote the policy (ies). Cite examples of how the actions of the employee violated the policy cited. State the performance expectations and what interventions have occurred (i.e. coaching/counseling, improvement plan, training, etc).
Relevant Past Occurrences and Active Disciplinary Actions:
Note any past relevant conversations with employee regarding this topic, including other documented conversations with the employee, relevant training, or other evidence showing that the employee was aware of expectations, etc. Include all active disciplinary actions, and list them with a brief synopsis.
- On (date) you and I met regarding … and I instructed you to …. On (date), I sent you a follow-up email summarizing this conversation.
- On (date) you attended a workshop on…
- On (date) you received a written warning for Unacceptable Personal Conduct/Unsatisfactory Job Performance, specifically due to…
Inform the employee of the opportunity to respond to the proposed action:
You will have the right to respond to this proposal in the conference and offer information. Your response will be reviewed and considered before a final decision is made
Inform the employee of the consequences for failing to attend or reschedule the conference:
If you do not attend the conference and have not discussed rescheduling, a decision will be made based on the information available. You may contact Name, Title (HR, Manager or ER Manager) at (number) if you have questions about this process.
Sincerely,
cc:Appropriate Chain of Command
Personnel File
I acknowledge that I have received this Notice and understand that my signature below does not necessarily imply agreement with this action or the incident(s) identified within this Notice but is an acknowledgement of receipt only.
Employee’s Signature: ______Date: ______
Page 1 of 2