Counseling Sessions and Confirmation Memos 101 Counseling Sessions

Counseling Sessions and Confirmation Memos 101

Counseling Sessions • Counseling sessions are meetings between a supervisor and employee to discuss performance issues

Counseling Confirmation Memos …. document the issues discussed in a counseling session. …are proof of a supervisors honest attempt to address performance problems.

Two outcomes…either pave the way for improvement or, when unavoidable, form a basis for disciplinary action.

Confirmation memos establish a record of performance issues. This record is very important if it becomes necessary to discipline an employee.

The Counseling Session • Employee and Supervisor • Private • Use draft memo as an outline/agenda for discussing the issue

Confirmation Memo Contents • • • When, Where, and Why Rules violated Remedy Employee Input MOA reference and info as to who will retain the memo and how long it will be kept.

This memo is to confirm our counseling session held on <date> at <location>. ) concerning ……………. . As you are aware, the above mentioned acts and/or omissions are violations of the following <County or Departmental Rules> …………. . The above will be corrected in the following manner: ………………. . During our counseling session you stated: …………………… As per Section < > of the MOA between this County and < >, this memo will not be automatically placed in your personnel file, but rather, it will be kept by me and/or the department/agency personnel officer. This memo will be retained for either two (2) years or until I am sure that the improper act(s) and/or omission(s) mentioned above will not be repeated, whichever occurs first. You are to sign this memo to verify that the above was discussed with you on the referenced date. Your signature does not necessarily indicate agreement, but only that the counseling took place; that this memo is to confirm that counseling; and that you have received a copy of this memo. __________________ Subordinate’s name (Date)

• We need to be able to prove that the employee was notified of rules and expectations • Employee was progressively counseled up to the point where the decision has been made to impose discipline

Although counseling memos can provide the foundation upon which employee discipline rests, they are not disciplinary actions in themselves. Counseling memos are not a part of the Employees regular employment files unless they become an addendum to a disciplinary action.

- Performance evaluation - Counseling session/memo - Written reprimand - Reduction in pay/suspension - Demotion - Termination

Important Note: In arbitrated disciplinary actions, supervisor’s are “star witnesses. ” Counseling sessions and memos (along with performance reviews) document the supervisor’s efforts to inform the employee of performance problems