1. Policy Statement
Family Promise of Puget Sound (FPOPS) is dedicated to maintaining a productive, respectful, and safe work environment for all employees, volunteers, and the families we serve. This commitment is deeply rooted in our mission to empower families experiencing homelessness and is guided by our core values of Service, Social Justice, Dignity and Worth of the Person, Importance of Human Relationships, Integrity, and Competence. To uphold these principles, FPOPS establishes clear expectations for employee conduct and performance. This Employee Discipline Policy outlines a fair, consistent, and structured approach to addressing situations where these expectations are not met, ensuring alignment with our mission and values while promoting accountability and growth.
2. Purpose
The purpose of this policy is to:
* Provide a clear and structured process for addressing employee conduct or performance that does not meet the established expectations of FPOPS.
* Encourage improvement in employee performance and behavior.
* Ensure consistent and fair treatment of all employees when addressing conduct and performance issues.
* Support a positive and respectful work environment that enables FPOPS to effectively achieve its mission.
3. Scope
This policy applies to all paid employees of Family Promise of Puget Sound. While this policy primarily addresses paid staff, the principles of respectful conduct and adherence to FPOPS values apply to all individuals associated with our organization, including unpaid staff and volunteers. Separate guidelines or policies may address specific conduct expectations for unpaid staff and volunteers as appropriate.
4. Guiding Principles
All disciplinary actions taken under this policy will be guided by the following principles:
* Fairness: Actions will be based on objective facts, clear expectations, and an opportunity for the employee to present their perspective.
* Consistency: Similar issues will be addressed in a consistent manner across the organization, taking into account individual circumstances while upholding organizational standards.
* Proportionality: The disciplinary response will be proportionate to the severity and nature of the conduct or performance issue.
* Focus on Correction and Improvement: Whenever possible, disciplinary actions will aim to correct behavior, improve performance, and support the employee’s growth within the organization.
* Timely Intervention: Issues will be addressed in a timely manner to prevent escalation and mitigate potential negative impacts.
* Accountability: Employees are accountable for their conduct and performance, and disciplinary actions will reflect this accountability.
5. Types of Conduct and Performance Issues
The following are examples of behaviors or performance levels that may result in disciplinary action. This list is not exhaustive, and FPOPS reserves the right to address any conduct or performance issue that negatively affects the workplace, our mission, or the well-being of individuals, staff, or volunteers.
* Violation of FPOPS Policies: This includes, but is not limited to, violations of the:
* Code of Conduct
* Anti-Harassment Policy
* Attendance and Tardiness Policy
* Electronic Communications Policy
* Social Media Policy
* Safety Policies
* Confidentiality Policy
* Unsatisfactory Job Performance: Failure to consistently meet established job duties, performance standards, or expectations outlined in job descriptions or communicated by supervisors.
* Misconduct: Examples include, but are not limited to, dishonesty, fraud, theft, insubordination, unauthorized use of FPOPS property or resources, or gross negligence.
* Actions Detrimental to the Organization: Any behavior or action that harms FPOPS’s mission, reputation, or the well-being and safety of individuals, staff, or volunteers. This includes actions that undermine trust, create a hostile environment, or jeopardize our ability to fulfill our commitment to the community.
6. Disciplinary Process (Guideline)
The following steps outline a general progressive disciplinary process. It is crucial to understand that these steps are guidelines and do not constitute a guarantee of employment or a specific process. Depending on the severity, nature, and frequency of the issue, steps may be skipped, including proceeding directly to a final written warning or termination. This is consistent with FPOPS’s at-will employment policy.
* Verbal Warning/Counseling: For minor issues, the supervisor will typically engage in a direct discussion with the employee. This discussion will clarify the issue, reiterate FPOPS’s expectations, and explain the potential consequences if the behavior or performance does not improve. Documentation of this discussion will be kept by the supervisor.
* Written Warning: If the issue persists or is more serious, a formal written warning will be issued. This document will detail the specific issue, refer to previous discussions or warnings, outline clear expectations for improvement, and state the potential consequences, including further disciplinary action up to and including termination, if the issue is not resolved.
* Final Written Warning: This step is typically taken when previous warnings have not resulted in the necessary improvement, or for a single, more serious offense. A final written warning will emphasize the seriousness of the current issue, reiterate that the employee’s continued employment is at risk, and clearly state that any further similar or unrelated issues may result in immediate termination of employment.
* Termination: The ending of employment with FPOPS. This may occur at any stage of the disciplinary process, depending on the severity of the offense, the employee’s past performance and conduct, and the discretion of the organization.
7. Investigation
For certain issues, especially those involving serious misconduct (such as harassment, theft, or safety violations), an investigation may be conducted before any disciplinary action is taken. The purpose of an investigation is to gather all relevant facts and evidence to ensure a fair and informed decision. Employees involved in an investigation are expected to cooperate fully.
8. Supervisor Responsibilities
Supervisors play a critical role in maintaining a positive and productive work environment. Their responsibilities in addressing conduct and performance issues include:
* Clearly communicating FPOPS’s expectations to their team members.
* Providing timely and constructive feedback to employees regarding their performance and conduct.
* Documenting all discussions, observations, and actions related to employee conduct and performance.
* Consulting with the CEO or other designated leadership (e.g., HR if applicable) before implementing any formal disciplinary action to ensure consistency and compliance with this policy.
9. Employee Opportunity to Respond
Employees will be informed of any concerns regarding their conduct or performance and will be given an opportunity to present their perspective during disciplinary meetings. This allows for open communication and ensures that all relevant information is considered. If an employee wishes to challenge a disciplinary action, they may utilize the FPOPS Grievance Policy.
10. Documentation
Thorough documentation of all disciplinary actions is essential. This includes, but is not limited to, the dates of discussions, the nature of the issue, specific steps taken by the organization, expected improvements, and the employee’s response to the concerns. This documentation serves to ensure fairness, consistency, and compliance with legal requirements.
11. Relationship to Employment At-Will
This Employee Discipline Policy is intended as a guideline for managing performance and conduct within Family Promise of Puget Sound. It does not, and is not intended to, create an employment contract, express or implied. It does not change the at-will nature of employment with FPOPS. This policy does not guarantee that all steps in the progressive discipline process will be followed in every situation. Employment with Family Promise of Puget Sound remains at-will, meaning that either the employee or FPOPS may terminate the employment relationship at any time, with or without cause or notice, for any lawful reason.
12. Policy Review and Revision
This policy will be reviewed periodically by FPOPS leadership and may be revised as needed to ensure its continued effectiveness, compliance with applicable laws, and alignment with the organization’s evolving needs and mission. Employees will be notified of any significant changes to this policy.