1. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. HOGGE LAW Attorneys and Counselors at Law 500 E. Plume Street, Suite 800 Norfolk, Virginia 23510 (757) 961-5400 www.VirginiaLaborLaw.com This presentation is intended solely for informational purposes and does not constitute legal advice. It may be distributed freely for educational uses.

2. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Am Employer Can Substantially Reduce The Risks of Wrongful Discharge Claims By Careful Attention To: – Personnel Policies and Employee Handbooks – Job Descriptions – Performance Evaluations – Grievance Procedures and Open Door Policies

3. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Employment At Will Policy One of Most Important Protections Against Wrongful Discharge Claims Do Not Promise Employment for Specific Period of Time Do Not Promise Termination Only for Cause Include in Employee Handbook Acknowledgment

4. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Contract Disclaimer Need to prevent employee handbook being treated as a contract which can be breached by employer Include in front of employee handbook Include in employee handbook acknowledgment

5. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Equal Employment Opportunity (EEO) Policy Discrimination Harassment Retaliation Reporting Investigations Remedies Consequences of Violation

6. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Sexual Harassment Policy Prohibition Against Sexual Harassment What Sexual Harassment Is How to Report Sexual Harassment – Supervisor Bypass Investigation Non-Retaliation Consequences of Violation Other Forms of Harassment

7. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Disability Accommodation Policy Americans with Disability Act Rehabilitation Act Federal Contractors

8. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Workplace Investigation Policy Commitment to Investigate Procedures Confidentiality Commitment to Remedy

9. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Non-Retaliation Policy Prohibition Against Retaliation What is Retaliation – Understand Burlington Northern v. White Reporting Procedures Consequences of Violation

10. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Wage / Hour Policies Overtime Compensation Exempt / Nonexempt Salary / Hourly Recording Work Hours Compensable Hours Reporting Errors Retaliation Prohibited

11. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Payroll Policies Withholding Deductions (Va. Payment of Wage Law) Payment on Termination of Employment

12. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Standards of Conduct Policy General Standards of Conduct Examples of Prohibited Conduct Specific Standards of Conduct Conduct On / Off Job Consequences of Violation

13. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Disciplinary / Corrective Actions Policy Progressive Discipline v. Employer Discretion Disciplinary Actions – Counseling – Oral Warning – Written Warning – Written Reprimand – Suspension – Demotion – Discharge

14. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Job Performance Policy Satisfactory Performance Required Job Descriptions – Consider Size of Employer – Must Be Accurate – Have Employee Sign Coordination with Disciplinary / Corrective Action Policy

15. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Drug and Alcohol Policy Prohibitions Testing Required for Some Jobs; Optional for Most ADA - No Testing Before Conditional Offer of Employment Testing Methods and Procedures – Initial Screen; Post-Accident; Random; Reasonable Suspicion Recordkeeping Consequences of Violation

16. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Workplace Safety Policy Requirements and Prohibitions Specific Prohibition Against Workplace Violence Consult Applicable OSHA Standards Consequences of Violation

17. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – E-Mail Policy Standards of Conduct Policy Apply to E-mail E-mails Shall Not Be Used for Harassment or Other Prohibited Conduct All E-mails My Be Monitored and Examined by Employer Employer E-mail is For Business Use Only?

18. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Personnel Policies and Employee Handbooks – Employee Handbook Acknowledgment Acknowledgment of Receipt Signed by Employee Contract Disclaimer Employer Reserves Right to Change Policies Employment At Will Employee Will Ask if Has Questions

19. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Job Descriptions – Purposes of Job Descriptions Inform Employees of Employer Expectations Consistency in Performance Evaluations Establish Standards for Use in Defense of Employee Claims Against Employer

20. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Job Descriptions – Contents Job Title – Standard Industrial Classification (SIC) Code (if applicable) Job Overview Job Duties General Prerequisites for Job Physical and Mental Requirements Demands Identification of Supervisors Compensation and Benefits Hourly / Salary; FLSA Exempt / Nonexempt

21. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Job Descriptions – Important Considerations Must Accurately Reflect Employer Expectations Must Be Used as Baseline for Performance Evaluations Employee Should be Given a Copy and Should Sign Acknowledgment

22. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Job Descriptions – Pitfalls Contains Unlawful Job Prerequisites – Example: Title VII – No Facial Hair – Example: ADA – Drug Test Before Job Offer Misclassification of Job as FLSA Exempt

23. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Performance Evaluations – Purpose Improve Employee Job Performance Identify Nonperforming Employees Establish Record of Job Performance as Defense to Title VII, ADEA, etc. Discrimination Claims (Disparate Treatment) Establish Record of Job Performance as Defense to ADA Claims (Performance of Essential Job Functions) Establish Defense to Retaliation Claims

24. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Performance Evaluations – Performance Evaluation Policy Evaluation Procedures Evaluation Schedule Evaluation Criteria Coordination with Job Descriptions Challenging Evaluations Coordination with Grievance Procedure / Open Door Policy Forms Documentation

25. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Performance Evaluations – Pitfalls Poorly Defined Standards Inconsistent Application of Standards Evaluations Delayed or Not Conducted Poor Recordkeeping

26. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Grievance Procedures – Private Employers v. Public Employers State Grievance Procedure Local Government Grievance Procedures Federal Government Grievance Procedures Private Employers

27. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Grievance Procedures – Union v. Non-Union Employers Union: Collective Bargaining Agreement Non-Union: Employer Discretion Non-Union But Union Target: Consider What Employees Could Get From Union

28. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Grievance Procedures – Detailed Procedures v. General Procedures Consider Size and Needs of Employer

29. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Grievance Procedures – Important Components Grievable v. Nongrievable Issues Supervisor Bypass Deadline for Presenting Grievance Steps in Grievance Process Schedule for Grievance Process Coordination with Open Door Policy Documentation

30. Managing the Risks of Wrongful Discharge Claims Raymond L. Hogge, Jr. Open Door Policy – Purpose of Open Door Policy – Compared to Grievance Procedure – Coordination with Grievance Procedure – Who’s Door is Open – Using Open Door Policy – What Employer Will Do – No Retaliation – Documentation