Pre-discharge or Pre-suspension Meeting Memo Format

We recommend that you contact your Organizational Consultant for review of this letter to assure conformance with University policy and process.

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Date To Be Issued

Employee's Name (Do not address to Human Resources or Employee File)

Employee's Title:

Supervisor's Name:

Supervisor's Title:

Is this letter for a Pre-discharge Meeting or a Pre-suspension Meeting?

State that you are considering whether to discharge/suspend the employee and you have scheduled a meeting to review the reasons and facts that have led you to consider this action. Include the time and place of the meeting.

"I am considering whether to [select action] you for the reasons stated below. I have scheduled a meeting with you to give you an opportunity to present information that you believe refutes, corrects, or adds to the information I have described and on which I will base my decision. This meeting is scheduled to take place on at in ."

State the facts, give specific examples, list witnesses, provide dates, etc., that caused the meeting to be scheduled and quote the rule of conduct violated. Attach any documentation (reports, summaries, etc.) upon which the proposed action is based.

For example:

"I have observed you engaging in abusive and discourteous behavior towards your co-workers. On [date], you confronted your co-worker in a threatening manner and shouted at him in front of our clients. This is a violation of Classified Staff Policy #401.0, Rules of Conduct:

Discourtesy toward others (i.e., failure to work harmoniously with coworkers or serve the public with courtesy.)
Hindering or limiting normal operations or interfering with another employee's work.
Committing or threatening to commit physical or verbal abuse of others."

State the consequences if the employee chooses not to attend the meeting. Also advise the employee that he or she may wish to contact an Employee Advisor from Human Resources to review options available under University policies.

For example:

"If you choose not to attend the meeting, I will make a decision on your [discharge/suspension] based on the information available. You may contact an Employee Advisor from Human Resources at 626-0850 for assistance in reviewing options available under University policies."

April 28, 2005