Human Resources Policy Manual

<<  Section 9: Standards of Conduct and Performance  >>

  1. General Policy
  2. General Standards Of Conduct And Performance
  3. Progressive Counseling Procedure
  4. Documentation
  5. Personnel Action Due to Violation of the Johns Hopkins University Policy on Alcohol and Drug Abuse and a Drug-Free Environment

  1. General Policy

    1. It is the policy of the University to treat staff members with fairness. In return, the University expects staff members to adhere to standards of conduct and performance that are established to enable all to work together to achieve the objectives of the University.

    2. Supervisory counseling with staff members is designed to establish an equitable system of corrective action for staff members who do not adhere to these standards of conduct and/or to bring a staff member's performance to an acceptable level.

    3. Each supervisor has the responsibility for counseling a staff member, administering corrective action when appropriate, and documenting the counseling or corrective action. The following principles apply:

      1. The standards of conduct and performance are communicated to the staff member in a variety of ways, including the JHU Staff Handbook, JHU Personnel Policy Manual, by discussion with a supervisor, and other reasonable means.

      2. Standards of conduct and performance are reasonably related to the orderly, efficient or safe operation of the University, a division or a department.

      3. A timely, fair and objective review is made before the decision to take corrective action is made.

      4. Consultation with a representative of the divisional human resources office or human resources manager is required before imposing corrective action involving suspension, condition of employment, or involuntary termination. Consultation with human resources on other corrective actions is encouraged.


  2. General Standards Of Conduct And Performance

    1. General standards of conduct and performance apply throughout the University. Violation and/or failure to adhere to these may result in disciplinary action, up to, and including, termination. These standards include, but are not necessarily limited to, the following:

      1. Each staff member is to spend the work day effectively -- by performing the proper tasks safely, competently and in a timely manner and demonstrating an awareness of priorities.

      2. Each staff member is to spend the work day efficiently -- by performing each task quickly, safely and well.

      3. Each staff member is to comply with University and departmental policies and procedures.

      4. Each staff member is to be at work when scheduled (for example, to attend work regularly, not to arrive late, not to abuse sick leave or lunch periods, and not to leave early without appropriate approval).

      5. Each staff member is to notify the supervisor of an unscheduled absence no later than one hour after the scheduled time to report to work, or in accordance with departmental guidelines.

      6. Each staff member is to work during working hours (for example, keeping personal phone calls to a minimum and not attending to personal matters during work hours).

      7. Each staff member is to cooperate with reasonable requests from co-workers.

      8. Each staff member is to perform reasonable job duties, even if not part of the job description, as assigned by the supervisor.

      9. Each staff member is to respect the confidentiality of sensitive information. Such information should not be repeated, discussed or removed from the work area except for legitimate work reasons.

      10. Each staff member is to give proper notice of termination of JHU service.

      11. Each staff member is to safeguard personal property. (The University maintains a security service for protection but cannot guarantee the safety of personal property.)

      12. Each staff member is to respect the property of others and of the University and to use University property only for legitimate work purposes (e-mail, facsimile machines, computers, copiers and other University equipment). Taking of property belonging to others or the University will not be tolerated.

      13. Each staff member is to maintain appropriate work place behavior that fosters collegiality and team work. Without these qualities, the University cannot achieve its goal in an effective and efficient manner.

      14. Each staff member is to utilize internal resources to resolve employment problems (discussion with supervisor, department administrator, human resources, grievance process, etc.)

      15. Each staff member is to know the fiduciary duty associated with University employment and to perform the duties accordingly; conduct that conflicts with the interest of the University will not be tolerated.

    2. Workplace Civility

      The quality of services and products delivered by Johns Hopkins University is driven by the quality of life of the employees providing the service or product. Working to foster a civil workplace includes, but is not necessarily limited to, the following:

      1. Each staff member is to respect the rights of others (for example, not to threaten or to endanger any person's life or health, either deliberately or through carelessness).

      2. Each staff member is to be courteous towards fellow staff members, faculty, students, patients, and visitors. Disruptive, discourteous and/or insubordinate conduct will not be tolerated.

      3. Conduct that causes or threatens harm to others or that constitutes persistent, unwanted behaviors will not be tolerated.

    3. The University does not restrict political activity if it does not involve the Johns Hopkins University name, property, facilities or materials.


  3. Progressive Counseling Procedure

    1. The progressive counseling procedure is appropriate corrective action to improve a staff member's performance in a particular position and to bring about adherence to expected standards of conduct and performance. However, the progressive counseling procedure is not appropriate corrective action for extremely serious deviations from accepted standards of conduct, such as conduct that may be injurious to fellow staff members, students, patients and visitors or University property. For serious deviations, immediate suspension and/or involuntary termination is appropriate.

    2. The progressive counseling procedure is designed to inform staff members of conduct or performance concerns, to provide an opportunity to be heard and to correct the problem.

    3. Corrective action must be reasonably related to the seriousness of the circumstances and a staff member's past record must be taken into consideration.

    4. Consultation with a representative of the divisional human resources office or human resources manager is encouraged prior to taking any disciplinary action and is required before taking corrective action involving suspension or involuntary termination.

    5. Counseling and disciplinary procedures include:

      1. Verbal counseling is a discussion between the supervisor and a staff member who fails to adhere to the standards of conduct or to meet expected standards of performance. Under most circumstances, verbal counseling will occur before taking any other corrective action.

      2. Written counseling is a written communication from the supervisor to the staff member who continues either not to adhere to standards of conduct or who continues not to meet expected standards of performance. Generally, a staff member will receive two written communications before any other corrective action is applied. Prior to delivering the communication to the staff member, it should be reviewed by the divisional human resources office or human resources manager.

      3. Suspension is imposed upon a staff member who continually fails to adhere to standards of conduct or performance.

        Following consultation with the divisional human resources staff or human resources manager, the length of the suspension is determined by the department and usually ranges from one to three working days without pay. Documentation of the suspension includes the specific days of the suspension as well as the date and time the staff member is to return to work. If an exempt staff member is to be suspended, consult your divisional human resources office or human resources manager.

      4. Suspension pending review for termination is given in order to conduct an investigation and a review of the facts to determine whether the staff member should have an additional opportunity to improve behavior or whether the staff member should be terminated.

      5. Involuntary termination is appropriate when (1) after verbal and written counseling, a staff member still cannot meet the standards of performance expected, (2) after verbal and written counseling, the staff member fails to adhere to expected standards of conduct, or (3) the decision to terminate is made following an investigation and review during a suspension period.

      6. In cases of serious misconduct or criminal activity, the supervisor may, after consulting with a representative of the divisional human resources office or human resources manager, suspend or terminate the staff member.


  4. Documentation

    1. All disciplinary actions, counseling discussions and related facts are to be documented and forwarded to the divisional human resources office or human resources manager.

    2. The divisional human resources office staff or human resources manager will assist supervisors in developing appropriate documentation for written warnings, suspensions and discharge.


  5. Personnel Action Due to Violation of the Johns Hopkins University Policy on Alcohol and Drug Abuse and a Drug-Free Environment

    1. Staff members are prohibited from using, distributing, procuring or possessing illegal drugs or unprescribed controlled substances on University property or in connection with University activities. Staff members may not report for work or attend to their duties while under the influence of alcohol, illegal drugs or unprescribed controlled substances.

      Individuals found to be in violation of the University's Policy on Alcohol and Drug Abuse and a Drug-Free Environment will be subject to termination as follows:

      1. A staff member who is found to sell, distribute or procure illegal drugs or unprescribed controlled substances on University property will be terminated from University employment, will not be eligible for future University employment, and may be subject to criminal prosecution.

      2. A staff member who is found to use or possess illegal drugs or unprescribed controlled substances unlawfully on University property will be terminated from University employment. Staff members terminated for this reason are ineligible for future University employment unless they meet all of the conditions set forth below. If the staff member is terminated for additional acts of misconduct that would permanently bar him/her from eligibility for rehire or if the staff member has a recent disciplinary record of written warnings or suspensions, the staff member is not eligible for rehire under this section.

        Conditions for re-employment are:

        1. An application for re-employment will not be considered for one year following the termination.

        2. Before an employment application is accepted, the individual must demonstrate satisfactory participation in a treatment program approved by the University.

        3. After a job offer has been made, but before starting work, the individual must submit to a comprehensive physical examination, including a drug screening.

        4. If re-employed,

          1. the individual will be considered as a new hire,

          2. the individual must be evaluated by the Faculty and Staff Assistance Program and participate in any treatment programs prescribed by the Faculty and Staff Assistance Program as a condition of continued employment, and

          3. the individual will be subject to random drug testing for a minimum of two years.

        5. A positive test or other subsequent violation of the Policy will result in termination from University employment and permanent ineligibility for future employment with the Johns Hopkins University.

    2. Individuals suspected of being under the influence of illegal drugs, unprescribed controlled substances or alcohol in the workplace are subject to the following as a condition of continued employment:

      1. A drug or alcohol test

      2. Suspension from work without pay until the results of the drug or alcohol test are available.

        1. If the results of the drug or alcohol test are positive, the staff member is:

          1. suspended without pay for a minimum of three days,

          2. referred to the Faculty and Staff Assistance Program for evaluation, and

          3. required to participate in a treatment program prescribed by the Faculty and Staff Assistance Program that may include random drug or alcohol testing. The Faculty and Staff Assistance Program or Occupational Health Services staff provide appropriate information to the supervisor regarding the individual's compliance with treatment plans while a confidential condition of continued employment referral remains in effect, including the results of random drug or alcohol testing.

        2. If the result of the drug or alcohol test is negative, the staff member will suffer no loss of pay.

      3. A subsequent incident of being under the influence of illegal drugs, unprescribed controlled substances or alcohol in the workplace may result in termination of University employment and permanent ineligibility for future employment with the Johns Hopkins University. Any termination requires the review and concurrence of a representative of the divisional human resources office or human resources manager and may include consultation with the Faculty and Staff Assistance Program or Occupational Health Services staff.

      4. Nothing in this procedure precludes appropriate disciplinary action for acts of misconduct committed by a staff member under the influence of illegal drugs, unprescribed controlled substances or alcohol.