1. Coaching & Progressive Discipline
Presented by: Tali Palmrose, Birth & Beyond Project Manager
Administered by CaliforniaVolunteers and sponsored by the Corporation for National and Community Service.

2. introductions Please introduce yourself to the group Name
Site/Agency/County
Role in AmeriCorps
What do you hope to learn from this session?

3. Learning Objectives What is coaching?
Importance of documentation & follow up
Examples of coaching tools
Progressive Discipline: Elements & Process
Examples of Progressive Discipline Documents

4. Coaching/progressive discipline
AmeriCorps members cannot be treated in the same way as “at will” employees.
AmeriCorps members are under a contract to provide service and there is no employer/employee relationship.

5. Coaching/progressive discipline
Under NO circumstance can a supervisor, Service Site, or Lead Agency take action to dismiss an AmeriCorps member from their contracted term of service without authorization from the CAP Center.
“No Termination without Communication”

6. Documentation
It is highly recommended & best practice to document all conversations with members (i.e., supervisions, coaching sessions, informal conversations, and progressive discipline.)

7. Documentation Documentation demonstrates:
a pattern of behavior (positive & negative)
a timeline of interventions
evidence that supervisor has made the member aware of unacceptable behavior or situations
provides a record of what behavioral changes the supervisor has requested and how long the member has to make these changes

9. Follow Up
The ultimate goal is to correct the unacceptable behavior or situation, and improve the member’s performance.
It is recommended and best practice to work closely with the member to ensure a positive outcome.

10. Follow Up
Coaching/Progressive Discipline is a process, not a single meeting or document. It requires staying involved until the situation is resolved and/or the behavior has been corrected.

11. Coaching
Coaching focuses on building upon the member’s strengths, help them improve their performance, and develop problem solving skills.
Supervisor’s role is to provide an environment that supports learning, development, and continual improvement

12. Coaching Objectives accomplished through coaching:
Improvement on individual & program performance.
Member capacity is developed.

13. Tools

14. Member Hours Report

17. Performance Improvement Plan
Performance Improvement Plan (PIP) is a useful tool to help members move toward a desired performance outcome and correct deficiencies.

18. Performance Improvement Plan
Meet with member to discuss situation.
Share concerns, be objective & factual.
Provide specific examples of performance deficiency.
Collaborate with member to identify potential solutions.
Identify resources that the member, supervisor, site, or lead agency will provide.

19. Performance Improvement Plan
Set goals that are SMART
Specific
Measurable
Accurate
Relevant
Time-bound

21. Performance Improvement Plan & Follow Up
Once PIP is created:
a copy to your CAP Center AmeriCorps Project Manager for review.
AC Project Managers will provide approval and/or feedback for your consideration.
Schedule meeting with member to obtain signatures.

22. Performance Improvement Plan & follow UP
Original copies of completed PIP should be sent to your AC Project Manager for the member file.
It is recommended that you keep a copy for your records and provide the member with a copy.

24. Elements Of Progressive Discipline
Gather Information
Assess the Severity
Determine the Correct Response
Prepare to Talk to the Member
Meet with the Member
Documentation
Follow Up
“The Consequence Must Match The Behavior”

25. Progressive discipline measures
Verbal Warning
Written Warning
Suspension
Pre-Termination
Termination

26. Progressive Discipline: Verbal Warning
Verbal Warning may be appropriate for:
First time, minor infraction of
CAP Center AmeriCorps Program Policy or Procedure
Rules of Service Site
Certain Performance Deficiencies

27. Progressive Discipline: Verbal Warning
Procedure for Verbal Warning:
Schedule meeting with AC member
Provide examples of unacceptable behavior or situation
Refer to CAP Center Member Handbook when possible

28. Progressive Discipline: Verbal Warning
Procedure for Verbal Warning:
Specifically state how behavior/situation is to be corrected and time frame for improvement.
State consequences if the behavior/situation is not corrected.
Document date, reason for verbal warning and outcome of meeting or future reference.

29. Progressive Discipline: Written Warning
If unacceptable behavior persists after a verbal warning or the severity of an action or situation cannot be corrected by a verbal warning a Written Warning may be appropriate.
You must notify your CAP Center AC Project Manager when a member is need of a Written Warning.

31. Progressive Discipline: Written Warning
Procedure for Written Warning:
Complete the written warning template
Document all previous coaching and verbal warning provided to member related to performance.
Use Section 5: Member Requirements in CAP Center AmeriCorps Supervisors Manual
Submit written warning to your CAP Center AC Project Manager for review prior to meeting with the member
Review written warning with member

32. Progressive Discipline: Written Warning
Procedure for Written Warning:
Supervisor and member sign the written warning.
If member refuses to sign, note that on the form.
Provide a copy to the member, keep copy for your records.
Submit original of signed written warning to your CAP Center AC Project Manager.
Follow up with the member to ensure the Written Waring is being followed & undesirable behavior/situation is being corrected.

35. Progressive Discipline: Suspension
Suspension may be instituted when performance, conduct, or safety incidents are so problematic or harmful that the most effective action may be the temporary removal of the member from the Service Site.

36. Progressive Discipline: Suspension
You must notify and get approval from your CAP Center AC Project Manager when considering suspending a member.

37. Progressive Discipline: Suspension
Depending on the nature of the unacceptable behavior or situation, the CAP Center’s Human Resource Generalist may become involved.

38. Progressive Discipline: Suspension
If member’s behavior warrants a suspension:
Contact CAP Center Project Manager for instructions.
Provide verbal and written communication (Provided by The CAP Center) directly to the member.
Provide specific examples of unacceptable behavior/situation

39. Progressive Discipline: Suspension
Provide the member with information regarding the estimate length of the suspension.
Communicate any items which they are required to comply with during the suspension.
Inform the member the outcome will be pending upon an investigation.

40. Progressive Discipline: Suspension
Communicate any changes in the suspension period with the member as quickly as possible.
Once investigation is concluded and a decision as been made:
If outcome is reinstatement, provide reinstatement letter (provided by the CAP Center) or written warning.
If outcome is termination, follow procedure for termination.
Submit copies of all suspension documentation to your CAP Center AC Project Manager.

41. Progressive Discipline: Pre-Termination
Pre-Termination may be instituted when a written warning has been issued and the behavior or situation has not been corrected, or when a single breach of program standards is sufficiently serious.
You must notify your CAP Center AC Project Manager when a member is need of a Pre-Termination Notice.

43. Progressive Discipline: Pre-Termination
Procedure for Pre-Termination:
Complete the pre-termination template
Document all previous coaching & progressive discipline procedures provided to member.
Use Section 5: Member Requirements in CAP Center AmeriCorps Supervisors Manual
Submit pre-termination notice to your CAP Center AC Project Manager for review prior to meeting with the member
Review pre-termination notice with member

44. Progressive Discipline: Pre-Termination
Procedure for Pre-Termination:
Supervisor and member sign the Pre- Termination Notice.
If member refuses to sign, note that on the form.
Provide a copy to the member, keep copy for your records.
Submit original of signed pre-termination notice to your CAP Center AC Project Manager.
Follow up with the member to ensure the Pre- Termination Notice is being followed & undesirable behavior/situation is being corrected.

46. Progressive Discipline: Termination
When AC member’s performance, conduct has not been corrected through progressive discipline or when a single breach of program standards is sufficiently serious, you may initiate the termination process.

47. Progressive Discipline: Termination
You must notify and get approval from your CAP Center AC Project Manager when considering terminating a member.

48. Progressive Discipline: Termination
CAP Center’s Human Resource Generalist may be involved in termination cases.

49. Progressive Discipline: Termination
If you have received approval from your CAP Center AC Project Manager to initiate termination, follow this procedure:
Schedule a meeting with the member as soon as possible.
Provide your member with the Termination Notice (provided by the CAP Center).

50. Progressive Discipline: Termination
During the meeting:
Discuss the Termination Notice which will include:
Description of unacceptable behavior or situation
Discuss attempts made to provide coaching, previous progressive discipline, and state that the consequence is termination from the CAP Center AC program.

51. Progressive Discipline: Termination
Keep a copy of the member’s Termination Notice in their personnel file.
Your AC CAP Center Project Manager will keep a copy of the Termination Notice in the member’s file.

52. Progressive Discipline: Termination
AmeriCorps members released for cause will not earn any portion of the Segal AmeriCorps Education Award, and may not be eligible for future terms of service.

53. Apples to apples progressive discipline version

54. Apples to Apples: Progressive Discipline
Scenario #1
For two weeks, your AmeriCorps member has shown up for service between minutes late.

55. Apples to Apples: Progressive Discipline
Scenario #2
Your AmeriCorps member has been submitting their documentation late.

56. Apples to Apples: Progressive Discipline
Scenario #3
Your AmeriCorps member has received several progressive discipline notices and their behavior has not changed.

57. Apples to Apples: Progressive Discipline
Scenario #4
Your AmeriCorps member refuses to follow supervisors directions.

58. Apples to Apples: Progressive Discipline
Scenario #5
Your AmeriCorps member informs you that they received a DUI over the weekend.

59. Apples to Apples: Progressive Discipline
Scenario #6
You overheard your AmeriCorps member say negative comments to another AC member.

60. Apples to Apples: Progressive Discipline
Scenario #7
You and your member have completed several completion plans and your member continues to be behind in their hours.

61. Apples to Apples: Progressive Discipline
Scenario #8
A staff member claims that your AC member has been sexually harassing them.

62. Apples to Apples: Progressive Discipline
Scenario #9
Your AmeriCorps member is not following your agencies dress code policy.

63. Apples to Apples: Progressive Discipline
Scenario #10
Your AmeriCorps member has been submitting fraudulent documentation.

65. Tali Palmrose, Birth & Beyond AC Project Manager