Dismissal of Employee/ Volunteer
Be certain the groundwork has been done. Establish a process for discipline and dismissal. Follow the process. Document the stages of the process.
For example:
A Smoking policy is in effect.
- First offence requires verbal warning and penalty of cleaning up yard of all cigarette butts, etc.
- Second offence requires a 2 week suspension of duties.
- Third offence requires dismissal.
An employee is seen smoking on the property.
Step 1: Check it out. Schedule a visit to the site when this Volunteer is working.
If you see it occur, ask Volunteer to step into an office or room that will not be disturbed. Give the Volunteer a verbal warning. Document date, the nature of the problem, any comments or excuses. Where possible have the Volunteer sign off on the reprimand. Follow any established protocols. Result — Volunteer cleans yard. Note goes in Volunteer file.
Reports of same individual smoking again
Step 2: Go looking again. Be certain to have a witness with you this time and not to single the person out more than you would anyone else. If you find the Volunteer smoking give a written warning, delivering it to the Volunteer in a private area, and follow the established procedure. Result — Volunteer receives 2 week suspension and letter of reprimand goes in file.
You see the individual smoking again
Step 3: Make sure the previous episodes are in the Volunteer's file. Write up letter of dismissal. Place one copy in the Volunteer's file. In private give the letter of dismissal to the Volunteer. Inform the Volunteer that they have been dismissed. Do not argue or offer suggestions.
In a memo, e-mail or meeting inform the other staff/ volunteers that this Volunteer is no longer associated with the program or site. Do not go into specifics. Keep all documentation in Volunteer's file.
Suggested web sites:
http://charitychannel.com/article_182.shtml
http://charitychannel.com/article_170.shtml
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