COMPANY POLICY
NOVEMBER 1, 2019
All Staff
4. EMPLOYEE & AGENT CORRECTIONS & DISCIPLINARY ACTIONS
There is a difference between when someone knowingly or unknowingly commits errors on the job that negatively impact the company. If someone makes an error on purpose it is considered to be an ethics situation, if not done on purpose, it’s training or a “hatting” situation. You could further define ethics to be the specific moral (right/wrong) choices made by an individual. If the person’s ethics go out (“out-ethics”), then the company will correct the situation with justice.
Staff & Agent Hatting
Agents are normally IRS form 1099 Independent Contractor status; those rules supersede any W-2 type employment terms of agreement for hourly or salaried staff. Agents are considered “Free Agents” only bound by their written agreements as such with the company. The below info mainly concerns staff, but where an Agent seeks help to produce more or be better trained, some help can be obtained within Quality Control. Of course any ethics infractions can result for staff or Agents in further training, ethics or disciplinary actions.
Technical training or “hatting” corrections are done to help the employee properly do their work and when an employee unintentionally makes an error. An employee’s Senior or someone within the Department of Corrections may complete a hatting correction if and when an employee was discovered to not know how to do something. If you see another employee unknowingly make a mistake you are to write a hatting correction request to their boss or the Department of Corrections.
Examples:
A staff member fills out paperwork incorrectly. A hatting Correction is sent to their boss or the Department of Corrections.
A staff member has stats that are down and although they are trying to do better, they are not doing well. The senior (or employee) can request a correction.
Ethics
Violations
An ethics handling is done when the employee knowingly makes errors, has continuous low production, violates policy, or is guilty of other various out-ethics behavior. The following are a few possible ethics violations:
Stealing company records, company property, client data or accounts; misrepresenting the company, causing upset or agitation among staff members and creating a dangerous situation, encouraging other staff members and creating a dangerous situation, encouraging other staff members to leave the company, acting in any way to cause other staff members to have a low opinion of the value or importance of company training, providing company information to non staff, using a company position to build a private practice, non-compliance with authorized orders, allowing a section, department or division to fall apart, causing public to view the company negatively, waste of company funds, neglect of duty, altering procedures covered by policy, discourtesy, insubordination, not showing up for work or being late for work without valid reason, etc.
Examples:
A staff member continues to repeatedly fill out paperwork incorrectly despite past corrections, hatting and training. An Ethics Report is submitted to the Ethic Section of the Department of Inspections & Reports.
Disciplinary Actions
We expect staff to keep their own ethics in or be “in-ethics” which means producing what is needed and wanted from their post. When this does not occur, ethics will be enforced (justice) on the individual. There are numerous gradients of justice actions, which can and will be used for failing to comply with company policy, being “out-ethics” or failure to produce on post.
The gradient actions are usually followed in sequential order with the exception that a single event may warrant swift and extreme action. The severity of an event can result in a gradient on a higher level such as automatic warning, suspension or terminations.
Examples:
If you are late, your senior may verbally remind you of your schedule. If you walk out during production hours, you may be fired.
Written Warnings - If after an employee receives a hatting correction or ethics report and fails to correct their behavior or action, a written warning can be issued. A warning is meant to stiffen the discipline of the individual where other actions have failed. A warning explains the precise reason for this action, including the notation which states that reports and/or handlings have been done on this person for the same behavior or action.
Suspensions - Employees who have been warned yet fail to correct the problem can be suspended without pay from their post and/or forfeit unpaid bonuses. The length of a suspension of time or bonus can range from one day to a full week or more and must be noted on the suspension form. Suspended employees are not allowed on the premises during their period of suspension.
Terminations - Employees that have been properly warned and/or suspended, but still fail to correct the problem are subject to termination. There must be appropriate written reports to back this action. Again, if the ethics offense is severe enough it may warrant immediate termination; you are employed in an “At Will” state, meaning that an employee can be dismissed at any time for any reason. Employees who have been terminated are not allowed back on the company’s premises.
Only the Director of Personnel, the Director of Inspections and Reports, or a senior to those Departments within the company can issue a written warning, suspension or termination.
Reports are to be written for every handling done and forms used for warnings, suspensions and terminations should have the signature of both the employee and the company representative. If the employee refuses to sign this form, a witness can be called up to write the statement, “refuses to sign” and then the witness must sign. In the event that the employee resigns or leaves and never returns, it is noted on the signature line that the employee resigned and therefore did not sign.
All former employees requesting rehire must have clearance from the Department of I&R as some former staff may be antagonistic towards the company or have committed major offenses. Any staff associating in or out of the office with individuals antagonistic to the company whether on or off company premises may receive disciplinary action up to and including termination.
Written for and approved by EC and the Board of Directors.