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Amended Progressive Discipline Policy

Effective __/__/2026

 

In the event of any inconsistency, conflict, or discrepancy between the provisions of this Progressive Discipline Policy and any existing administrative policies, procedures, or guidelines of McPherson College, the terms of this policy shall govern and control. All administrative policies shall be interpreted and applied in a manner consistent with this Progressive Discipline Policy, and to the extent any such policies cannot be so reconciled, the provisions of this Progressive Discipline Policy shall supersede and prevail.

 

This policy explains McPherson College’s approach to coaching and discipline to address unsatisfactory performance and behavioral concerns in a fair, consistent, and transparent manner. Although employment with McPherson College is based on mutual consent, nothing in this policy creates a contract for employment, and both the employee and McPherson College retain the right to terminate employment at-will, with or without cause or advance notice. McPherson College may use progressive discipline at its discretion.

1. Purpose & Philosophy

McPherson College emphasizes coaching and support before formal discipline whenever appropriate.  The major purpose of any disciplinary action is to correct the problem, prevent recurrence, and prepare the employee for satisfactory performance in the future.  Supervisors are expected to focus on clear and impartial expectations, timely feedback, and accurate documentation of an employee’s past conduct.

2. Overview of the Process and Guidance

Disciplinary action may call for any of the following five (5) steps, depending on the severity of the problem and the number of occurrences:

  • Informal Coaching: Used first when feasible.
  • Verbal Warning: A documented conversation about the concern and expectations. Used when Informal Coaching has not resolved the issue or the concern and warrants a formal warning.
  • Written Warning: Formal written documentation. Used when concerns persist after a Verbal Warning, or for more serious issues warranting formal written documentation. Typically includes a Performance Improvement Plan (PIP) for performance-related issues.
  • Performance Improvement Plan (PIP): Generally 60–90 days with specific goals, timelines, and check-ins. Used when performance issues require structured objectives and frequent check-ins.
  • Termination: May occur for repeated issues or immediately for severe misconduct including but not limited to the Unacceptable Activities listed in paragraph 6.

3. Levels Of Discipline

There may be circumstances when one or more steps are bypassed. Progressive discipline means that, with respect to most disciplinary problems, McPherson College will utilize the following levels:

  • Verbal Warning
  • Written Warning
  • Termination

4. Documentation & Human Resources Consultation

Supervisors must consult Human Resources prior to issuing a Verbal Warning or Written Warning. Verbal Warnings are documented via email (including details regarding the date, summary, expectations, and support). Written Warnings are documented using the Human Resources template and may include a PIP. All documentation remains active for six (6) months and then becomes historical for pattern review.

5. Separation of Attendance vs. Performance Discipline

Attendance-related discipline and performance-related discipline are tracked and recorded separately. Attendance points do not automatically trigger performance discipline; however, overall employment decisions may consider both historical attendance and performance when consistent with law and policy.

6. Unacceptable Activities

While it is impossible to list every type of behavior that may be considered a serious offense, the following list of Unacceptable Activities are examples of unsatisfactory conduct that may trigger progressive discipline. This list shall not be interpreted to include all types of conduct that can result in disciplinary action. Violations of the Unacceptable Activities listed in this policy will be evaluated under the reasonable person standard – that is, whether a reasonable person in the same or similar circumstances would consider the conduct to constitute the prohibited behavior. Nothing in this list alters the at-will nature of employment; either the employee or McPherson College may terminate the employment relationship with or without reason, and in the absence of any violation of these rules:

  1. Violation of any college rule; any action that is detrimental to McPherson College’s efforts to operate.
  2. Violation of security or safety rules or failure to observe safety rules or McPherson College safety practices; tampering with McPherson College equipment or safety equipment.
  3. Willful noncompliance with applicable laws, regulations, or institutional policies governing higher education, or any repeated non-willful noncompliance with such laws, regulations, or policies.
  4. Negligence or any careless action which endangers the life or safety of another person.
  5. Being intoxicated or under the influence of a controlled substance as defined by the Federal Controlled Substance Act while at work; use, possession or sale of a controlled substance in any quantity while on college premises, except medications prescribed by a physician which do not impair work performance.
  6. Unauthorized possession of dangerous or illegal firearms, weapons or explosives on college property or while on duty.
  7. Engaging in criminal conduct or acts of violence or making threats of violence toward anyone on college premises or when representing McPherson College; fighting, or provoking a fight on college property, or negligent damage of property.
  8. Insubordination or refusing to obey instructions properly issued by your supervisor pertaining to your work; refusal to help out on a special assignment.
  9. Threatening, intimidating or coercing fellow employees on or off the premises at any time, for any purpose.
  10. Engaging in an act of sabotage; negligently causing the destruction or damage of college property of fellow employees, customers, suppliers, or visitors in any manner.
  11. Theft or unauthorized possession of college property or the property of fellow employees; unauthorized possession or removal of any college property, including documents, from the premises without prior permission from management; unauthorized use of college equipment or property for personal reason; using college equipment for profit.
  12. Dishonesty; falsification or misrepresentation on your application of employment or other work records; lying about sick or personal leave; falsifying reason for a leave of absence or other data requested by McPherson College; alteration of college records or other college documents.
  13. Spreading malicious gossip and/or rumors; engaging in behavior which creates discord and lack of harmony; interfering with another employee on the job; restricting work output or encouraging others to do the same.
  14. Immoral conduct or indecency on college property.
  15. Unsatisfactory or careless work; failure to meet production or quality standards as explained to you by your supervisor.
  16. Any act of harassment, sexual, racial or other; telling sexist or racist jokes; making racial or ethnic slurs.
  17. Leaving work before the end of a workday or not being ready to work at the start of a workday without approval of your supervisor; stopping work before time specified for such purposes.
  18. Excessive use of college telephones for personal calls.
  19. Smoking in restricted areas or at non-designated times.
  20. Posting, removing, or altering notices on any bulletin board on college property without the permission of McPherson College.
  21. Failure to report an absence or late arrival; excessive absence or tardiness.
  22. Obscene or abusive language toward any supervisor, employee or student; indifference or rudeness towards a student or fellow employee; any disorderly/antagonistic conduct on college premises.
  23. Speeding or careless driving of college vehicles.
  24. Failure to immediately report damage to, or an accident involving college equipment.
  25. Soliciting during working hours and/or in working areas; selling merchandise or collecting funds of any kind for charities or others without authorization during business hours, or at any time or place that interferes with the work of another employee on college premises.
  26. Failure to use your timesheet; alteration of your own timesheet or records or attendance documents; altering another employee’s timesheet or records, or causing someone to alter your timesheet or records.

7. Legal Compliance & Non-Retaliation

McPherson College complies with applicable federal and state laws, including but not limited to FLSA, Title VII, ADA, FMLA, USERRA, and comparable state statutes. McPherson College prohibits retaliation for good-faith reporting of concerns or use of protected leave. See Attendance Policy for more information about protected leave.

8. Record Retention

Verbal Warnings and Written Warnings, and PIP documentation, remain active for six (6) months following the date of issuance and are retained thereafter as historical records for pattern employment reviews. Attendance points tied to disciplinary warnings remain active until the warning expires six (6) months after the date of issuance.

9. Frequently Asked Questions (FAQs)

Is a verbal warning “just a conversation”?

It is a formal step in the progressive disciplinary process. The discussion is followed by email documentation (including details regarding the date, summary, expectations, and support).

When is a PIP required?

A PIP is typically used for ongoing performance issues that need structured goals and frequent follow-ups. Human Resources will advise based on the situation.

Can an employee skip directly to termination?

Yes, for severe misconduct or when prior steps would not be effective or appropriate.

Do completed PIPs erase earlier warnings?

No. Successful completion of a PIP demonstrates improvement, but prior documentation remains part of the employment record (active for six (6) months, then historical).

How do attendance issues interact with performance discipline?

They are recorded separately. However, repeated attendance problems can impact overall effectiveness and may be considered in broader employment decisions in consultation with Human Resources.

10. Policy Administration

Human Resources administers this policy and may revise it to align with operational needs and legal requirements.