Pre-Determination Meetings
A pre-determination meeting is required before any discipline is issued to an employee. (Employees who are on probation are an exception to this requirement; contact Labor Relations if this is the case.) The pre-determination meeting gives employees a formal opportunity to respond and defend themselves against any allegations or information presented by their supervisor.
Pre-Determination Meeting Process
- Proper notice: The employee must be given proper notice and a second supervisor must be present at the meeting to observe and take notes.
- Clear meeting purpose: At the beginning of the meeting, the supervisor should verbally review the allegations and explain to the employee that the purpose of the meeting is to provide them with an opportunity to respond. The supervisor may also share evidence and information supporting the allegation that a work rule has been violated.
- Employee response: Employees should have a full opportunity to respond to all of the allegations and information presented. However, they may choose not to respond, or they may have a union or employee representative respond for them. They are not obligated to respond. (Note: This is very different from investigative interviews in a misconduct investigation, when an employee is required to respond.)
- Written record: Supervisors should keep a written record of the meeting. Summary notes are enough; it is not recommended that a verbatim record be kept. Supervisors should note where the employee agrees and or disagrees with the evidence and allegations.
- Maintaining an open mind: Supervisors should keep an open mind throughout the meeting. Information could be shared in the meeting that requires further investigation. That investigation should be done before making a decision.
- No decisions made during the meeting: A decision should never be made during the pre-determination meeting, but only after a careful and deliberate review of all the available information. A meeting can also be suspended to allow for additional information to be gathered.