All employees are expected to meet LOYOLA’S standards of work performance. Work
performance encompasses many factors, including attendance, punctuality, personal conduct, job
proficiency, and general compliance with the Company’s policies and procedures.
Discipline will be taken when LOYOLA determines that it is necessary to remind employees of
Company standards of work performance and conduct, or to correct employee behavior which
may have a negative impact upon clients, fellow employees, the public, and LOYOLA operations.
All disciplinary action will be administered in an equitable and consistent fashion.
Although LOYOLA employees are employed at-will, the Company’s best interests are served by
fair treatment of employees and when necessary, discipline which is prompt, uniform, and
appropriate under the circumstances. Disciplinary action may be in the form of oral warning,
written warning, final warning/suspension, administrative leave, or termination, depending upon
the severity of the infraction and the employee’s work history and work performance. However,
immediate termination may be appropriate under all the circumstances.
Disciplinary action will normally be initiated by the employee’s immediate supervisor. Supervisors
will consult with the Human Resources Manager and/or Executive Management if there is any
question concerning the appropriate form of discipline. Supervisors must consult the Human
Resources Manager or Executive Management prior to a written warning, final
warning/suspension, administrative leave, or termination.
Oral Warning
If an oral warning is appropriate, the employee will be advised of the nature of the infraction, the
change that is necessary in behavior or performance, and the consequences if such behavior or
performance is not corrected. The supervisor must write a memorandum documenting the
discussion in the event the behavior or performance is not corrected and forward it to the Human
Resources Department to be placed in the employee’s personnel file.
The intent of the oral warning is an informal discussion.
The employee is not required to sign the documentation.
Written Warning
The supervisor must discuss the problem and present a written warning to the employee after
consultation with the Human Resources Manager. The warning must clearly identify the problem
and outline a course of corrective action within a specific time frame. The employee should
clearly understand both the correction action and the consequences (i.e., termination) if the
problem is not corrected or reoccurs. The employee should acknowledge receipt of the warning
and include any additional comments before signing it. A record of the discussion and the
employee’s comments will be placed in the employee’s personnel file in the Human Resources
Department.
Both the employee and the supervisor are required to sign the Counseling Form. If the employee
refuses to sign the form, that should be so noted.
Employees who have received formal written warnings are not eligible for salary increases, bonus
awards, promotions, or transfers during the warning period.
Final Warning/Suspension
The supervisor must discuss the problem and present a final warning/suspension to the
employee after consultation with the Human Resources Manager and/or Executive Management.
Where appropriate, an employee may be given a disciplinary suspension of one or more days
without pay. Suspensions will be documented on the Counseling Form. The employee should
acknowledge receipt of the final warning/suspension and include any additional comments before
signing it. A record of the discussion and the employee’s comments will be placed in the
employee’s personnel file in the Human Resources Department. Suspensions will be made only
after consultation by the supervisor with the Human Resources Manager or Executive
Management.
Both the employee and the supervisor are required to sign the Counseling Form. If the employee
refuses to sign the form, that should be so noted.
Employees who have received formal written warnings are not eligible for salary increases, bonus
awards, promotions, or transfers during the warning period.
Termination
Termination may be appropriate for an employee who has not corrected problems identified in
prior discipline, who shows inability or unwillingness to change behavior or conduct, or who
engages in work performance or conduct which warrants immediate termination on the first
offense. A termination will be made only after consultation by the supervisor with the Human
Resources Manager or Executive Management.
LOYOLA reserves the right to take appropriate disciplinary action, including termination, where, in
the judgment of the Company, the employee has engaged in unacceptable conduct or unsatisfactory
work performance which is contrary to the best interests of the Company and/or its clients.
All disciplinary action will be undertaken by the Company in a fair and nondiscriminatory fashion
and in accordance with the Company’s Equal Employment Opportunity policy. Any questions
about this policy should be referred to the Human Resources Manager.
Examples of situations which warrant immediate termination are below. The list is intended to be
representative of the types of activities that may result in termination. It is not exhaustive and is
not intended to be comprehensive and does not change the employment-at-will relationship
between the employee and the Company. The list does not restrict LOYOLA’S rights to establish
or change personnel and operational policies, or the Company’s right to take disciplinary action
which it deems appropriate under the circumstances.
The following are some examples of grounds for immediate termination of an employee:
- Unprofessional conduct
- Breach of trust or dishonesty
- Falsification of company records
- Willful violation of an established policy or rule
- Gross negligence
- Insubordination or intentional failure to carry out an instruction of a supervisor or manager
- Violation of the Non-Discrimination & Anti-Harassment and Equal Opportunity policies
- Falsification of timesheets
- Undue and unauthorized absence from duty during regularly schedule work hours
- Deliberate non-performance of work
- Larceny or unauthorized possession of, or the use of, property belonging to any coworker, visitor, or customer of LOYOLA
- Possession of dangerous weapons on the premises
- Unauthorized possession, use or copying of any records that are the property of LOYOLA
- Excessive absenteeism or lateness
- Marring, defacing, or other willful destruction of any supplies, equipment, or property of LOYOLA
- Failure to call or directly contact your supervisor when you will be late or absent from work
- Fighting or serious breach of acceptable behavior
- Violation of the Drug-Free Workplace/Workforce policy
- Refusing an overtime assignment without good reason
- Violation of the Company’s Conflict of Interest and Outside Employment Statement
- Gambling, conducting games of chance or possession of such devices on the premises during work hours
- Sleeping on duty
Security Violations: Employees with Active Security Clearances
Security Violations
A security violation or infraction is any breach of security regulations, requirements, procedures
or guidelines, whether or not a compromise results. No matter how minor, any security infraction
must be reported immediately to the Facility Security Officer so that the incident may be
evaluated and any appropriate action taken.
The following are examples of security violations:
- Leaving a classified file or security container unlocked and unattended either during or after normal working hours.
- Keeping classified material in a desk or unauthorized cabinet, container, or area.
- Leaving classified material unsecured or unattended on desks, tables, cabinets, or elsewhere in an unsecured area, either during or after normal working hours.
- Reproducing or transmitting classified material without proper authorization.
- Losing your security badge.
- Removing classified material from the work area in order to work on it at home.
- Granting a visitor, contractor, employee or any other person access to classified information without verifying both the individual's clearance level and need-to-know.
- Discussing classified information over the telephone, other than a phone approved for classified discussion.
- Discussing classified information in lobbies, cafeterias, corridors, or any other public area where the discussion might be overheard.
- Carrying safe combinations or computer passwords (identifiable as such) on one's person, writing them on calendar pads, keeping them in desk drawers, or otherwise failing to protect the security of a safe or computer.
- Failure to mark classified documents properly.
- Failure to follow appropriate procedures for destruction of classified material.
Major Violations
The significance of a security violation does not depend upon whether information was actually
compromised. It depends upon the intentions and attitudes of the individual who committed the
violation.
Ability and willingness to follow the rules for protection of classified information is a prerequisite
for maintaining your security clearance. Although accidental and infrequent minor violations are
to be expected, deliberate or repeated failure to follow the rules is definitely not. It may be a
symptom of underlying attitudes, emotional, or personality problems that are a serious security
concern.
The following behaviors are of particular concern and may affect your security clearance:
- A pattern of routine security violations due to inattention, carelessness, or a cynical attitude toward security discipline.
- Taking classified information home, ostensibly to work on it at home, or carrying it while in a travel status without proper authorization.
- Prying into projects or activities for which the person does not have (or no longer has) a need-to-know. This includes requests for classified publications from reference libraries without a valid need-to-know, or any attempt to gain unauthorized access to computer systems, information, or data bases.
- Intoxication while carrying classified materials or that causes one to speak inappropriately about classified matters or to unauthorized persons.
- Deliberate revelation of classified information to unauthorized persons to impress them with one's self-importance.
- Copying classified information in a manner designed to obscure classification markings. This may indicate intent to misuse classified information.
- Making unauthorized or excessive copies of classified material. Going to another office to copy classified material when copier equipment is available in one’s own work area is a potential indicator of unauthorized copies being made.
- Failing to report requests for classified information from unauthorized individuals.
A graduated scale of disciplinary actions to be taken against employees who violate security
requirements has been established and will be applied as follows:
Minor Violations
- 1. First offense: a formal verbal warning by the Facility Security Officer.
- 2. Second offense within a 12-month period: a letter of reprimand to the individual from the Facility Security Officer.
- 3. Third offense within a 12-month period: Suspension/Termination of employee's security clearance.
Major Violations
- 1. First offense: a formal verbal warning by the Facility Security Officer.
- 2. Second offense within a 12-month period: a letter of reprimand to the individual from the Facility Security Officer.
- 3. Third offense within a 12-month period: 1) Loss of security clearance, 2) arrest, 3) imprisonment or fines.
Any severe violation could result in immediate termination of the employee's security clearance.
Failure to report a security violation is itself a security violation and may be a very serious concern.
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