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17 <br />the employee documenting all relevant points covered <br />in the disciplinary discussion; third, a final written <br />warning which notifies the employee that failure to make <br />the required performance improvements may result in <br />dismissal. <br />See new in administering this policy, department heads <br />4.1 and /or supervisors should be aware that, in part, the <br />intent of this policy is to assist and promote <br />improved employee performance, rather than to punish. <br />See new 4.3.1 Oral Warning The Department Head and /or <br />Appendix 1 supervisor is responsible for assuring the <br />Item 1 satisfactory performance of work assigned to <br />their department. When, in the judgment of the <br />department head and /or supervisor, unsatisfactory <br />performance occurs, then use of the disciplinary <br />process may be appropriate. <br />In a private discussion with the employee, <br />the supervisor shall do the following: <br />-new <br />Item <br />(1) Inform the employee that this is a warning, <br />lb <br />(1) <br />and not some other nondisciplinary process <br />such as counseling; <br />-new <br />Item <br />(2) Inform the employee of the specific <br />lb <br />(2) <br />performance deficiencies that are the basis; <br />-new <br />Item <br />(3) Tell the employee what specific <br />lb <br />(4) <br />improvement must be made to correct the <br />unsatisfactory performance; <br />-new <br />Item <br />(4) Let the employee know what time is <br />lb <br />(5) <br />being allowed to make the required improvement; <br />-new <br />Item <br />(5) Tell the employee of the consequences of <br />lb <br />(6) <br />failing to make the required improvements; <br />-new <br />Item <br />NOTE: It is a recommended personnel practice <br />lb <br />(3) <br />to allow the employee to respond to the <br />specific reasons for the warning. In some cases <br />the response may affect the department head <br />and /or supervisor's decision on whether to <br />discipline the employee. Supervisors should <br />also record the date and specifics of the <br />warning for possible future use. <br />New <br />4.3.2 Written Warning In a private meeting with <br />Appendix 1, <br />the employee the department head and /or <br />Item 2 <br />supervisor shall: <br />(1) Conduct a disciplinary conference with the <br />employee; this disciplinary conference should <br />