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State that the employee is being discharged and give the performance and/or behavior reason for the disciplinary action. Quote the rule(s) of conduct violated and include the effective date of the discharge.
For example:
"You are being discharged for your failure to maintain regular and satisfactory attendance and failure to follow departmental notification procedures. This is in violation of Classified Staff Policy #401.0, Rules of Conduct:
1. Absence without legitimate excuse and/or failure to follow departmental notification procedures.
Your discharge will be effective on [date]."
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In this paragraph, duplicate the information provided in the predischarge notice that supports the reason for considering discharge. This information may be copied from the predischarge notice if there were no changes, additions or deletions from the original. If the predischarge meeting produced any changes, deletions, additions to the information provided, please make note of that in the subsequent box.
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If the employee did not offer any additional information for consideration, state so here, e.g., “You did not offer any additional information during the predischarge meeting.” Otherwise, if the employee provided any compelling information during the meeting, state what you did – considered the information, conducted additional review or investigation – and then state your conclusions.
For example:
"During the pre-discharge meeting, you indicated that you had left messages with our office staff indicating that you would be absent. You stated that you could not remember whom you spoke to when you called in. A review of our phone records and subsequent interviews with our office staff did not reveal any messages from you on the dates in question. In addition, I have instructed you on several occasions in the past to leave messages on my voice mail or with my assistant if you were to be late or absent. You failed to follow this procedure. As such, I have decided to proceed with your discharge."
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