1. Dismissal Procedure Checklist

2. Initial Warning 1.Has the company acted immediately upon becoming aware of the unsatisfactory performance? 2.Was the employee invited to discuss the issues relating to the unsatisfactory performance or conduct? 3.Were there two company representatives in attendance at the discussions? 4.Was the employee given an opportunity to have someone accompany them in the discussions?

3. Initial Warning (Cont…) 5.Was the employee informed of the nature and details of the unsatisfactory performance or conduct? 6.Was the employee given an opportunity to present any explanations or mitigating circumstances relating to the performance or conduct? 7.Were the employee’s explanations or comments given consideration by the company prior to proceeding further?

4. Initial Warning (Cont…) 8.When the verbal warning was provided, did the company: a. Clarify the areas of unsatisfactory performance or conduct; b. Detail the required standard to be achieved; c. Make it clear the required standard must be achieved; d. Detail what the employee is required to do to meet the standard; e. Provide the employee with a time period within which to meet the standard; f. Clearly state the consequences of not meeting the standard?

5. Initial Warning (Cont…) Note: The company representatives involved in providing the warning should ensure they make a detailed file not of the warning.

6. First Written Warning 9.Was the employee invited to attend a meeting to discuss the specified areas of continued concern relating to the unsatisfactory performance or conduct? 10.Was the employee informed that they could be accompanied by another person at the meeting? 11.At the meeting did the company clearly inform the employee of the concerns in respect to their performance or conduct?

7. First Written Warning (Cont…) 12.Was the employee given an opportunity to make any comments in response to the company’s concerns? 13.Did the company take into account the comments made by the employee prior to proceeding further?

8. First Written Warning (Cont…) 14.Did the warning letter provide details to the employee of: a. Previous oral warnings; b. The standard of work or conduct expected; c. The employee’s failure to meet the standard; d. The comments or explanations provided by the employee in the meeting; e. The requirement that the employee meet the standard; f. A nominated review period set to monitor the employee’s performance or conduct; g. The consequences of continued unsatisfactory performance or conduct?

9. First Written Warning (Cont…) 15.Did the company provide the warning letter to the employee in a subsequent meeting explaining each point raised in the letter? 16.Did the company request the employee sign the warning letter in that subsequent meeting?

10. First Written Warning (Cont…) 17.Was the employee invited to attend a meeting to discuss the specified areas of continued concern relating to the unsatisfactory performance or conduct? 18.In that invitation, was the employee informed that they could be accompanied by another person at the meeting? 19.At the meeting did the company clearly inform the employee of the concerns in respect to their performance or conduct? 20.Was the employee given an opportunity to make any comments in response to the company’s concerns? 21.Did the company take into account the comments made by the employee prior to proceeding further?

11. First Written Warning (Cont…) 22.Once the company made a decision to issue a final written warning, did it provide a warning letter to the employee informing of: a. Previous oral and written warnings; b. The standard of work or conduct expected; c. The employee’s failure to meet the standard; d. The comments or explanations provided by the employee in the meeting; e. The requirement that the employee meet the standard; f. A nominated review period set to monitor the employee’s performance or conduct; g. The consequences of continued unsatisfactory performance or conduct?

12. First Written Warning (Cont…) 23.Did the company provide the warning letter to the employee in a subsequent meeting explaining tho the employee each point raised in the letter? 24.Did the company request the employee to sign the warning letter in that subsequent meeting?

13. Termination Interview 25.Was the employee invited to attend a meeting to discuss their continued employment with the company? 26.In the invitation, was the employee informed that they could be accompanied by another person at the meeting?

14. Termination Interview (Cont…) 27.In the meeting, did the company clearly inform the employee: a. What has been done or failed to be done; b. The standard that was required; c. Previous oral and written warnings and their dates; d. That the company proposes to terminate their employment? 28.Was the employee given an opportunity to make any comments in response to the company’s concerns?

15. Termination Interview (Cont…) 29.Was the employee given an opportunity to respond to whether they should be dismissed? 30.Was the employee given an opportunity to suggest alternatives to their dismissal, for example, training, counselling or alternative employment? 31.Did the company take into account the comments made by the employee prior to proceeding further?

16. Termination Interview (Cont…) 32.Once the company made a decision to terminate the employment, did the company confirm the decision in a letter to the employee providing reasons?

17. Conclusion Throughout the procedure the company must ensure a reasonable investigation of the unsatisfactory performance has been conducted. It is vital the company takes into account all comments put by the employee. Further, the company should ensure all alternatives to termination are duly considered.

18. Please note the company has the discretion to skip steps in the procedure if the gravity of the employees conduct so requires.