Counseling Policy PDF 2015

Counseling ADMINISTRATION 1010 1.0 OVERVIEW 1.1 Purpose 1. This document establishes TFD’s policy on counseling for all TFD employees. 2. Includ...

Counseling ADMINISTRATION 1010 1.0 OVERVIEW 1.1 Purpose 1. This document establishes TFD’s policy on counseling for all TFD employees. 2. Included in this document are procedures for: a. Counseling by supervisors. 1.2 This document applies to ALL TFD Personnel, uniformed and civilian. 1.3 This document supersedes all earlier versions. 1.4 There are no forms associated with this document. 1.5 For related TFD-specific information, users of this document should refer to: 1. TFD Policy 1011: Discipline. 2.0 RESPONSIBILITIES 2.1 The Deputy Chief of Administration shall maintain this document. 2.2 Every TFD employee is responsible for: 1. His or her own behavior and actions. 3.0 DEFINITIONS 3.1 Counseling: Typically a conversation between supervisor and employee in which the supervisor addresses minor behavioral problem(s). This action may or may not be documented and may include instructing, directing, correcting, re-training, commanding, encouraging, motivating, or advising, with the intent to change behavior. 4.0 REFERENCES 4.1 There are no references associated with this document. 5/2015 Counseling 1010, page 2 5.0 RULES 5.1 Departmental Philosophy 1. The TFD philosophy regarding employee performance issues is based on the following concepts: a. Communicating on a regular basis to identify and resolve problems before they escalate, to improve overall performance and/or to recognize work well done. b. Recognizing and encouraging good performance as well as correcting substandard performance. c. Correcting employee performance issues at the lowest possible supervisory level. d. Using progressive discipline when applicable. 5.2 Departmental Approach to Counseling 1. TFD encourages, when appropriate, proactive use of counseling by supervisors as a first step in managing performance issues. At this level, many performance concerns can be handled with early encouragement and direction to give employees the opportunity to correct or improve behavior before it becomes a significant issue. 2. Counseling is a tool to assist employees in the normal course of their work to become and continue to be valuable, productive and positive assets to the Department and the community. Counseling is intended to help improve the actions, behavior and work of employees. Any guidance, direction or expectations should be clearly communicated when counseling an employee. 3. Counseling may occur informally at any time or may be conducted formally through a one-on-one conversation. 4. Counseling is not part of the disciplinary process and therefore not the tool to address considerable, repetitive and more serious issues of undesirable behavior. The disciplinary process should handle these issues. 6.0 PROCEDURE FOR COUNSELING BY SUPERVISORS 6.1 Consider the following when counseling in a “sit down” conversation: 1. Before the counseling, when practical, supervisors may consider seeking advice from an immediate supervisor or capable officer. 2. Attempt to find an appropriate time and place to talk to the other employee. 3. The goal should be to assist the employee in making minor adjustments in behavior or performance before the problem escalates to a level of seriousness that requires formal discipline. 4. Be prepared to clearly communicate your concerns, the problem(s), issue(s), advice and/or expectation(s). 5. Be prepared and open to listen and learn about the employee’s understanding or lack of it. 5/2015 Counseling 1010, page 3 6. Be prepared to tactfully explain, instruct and/or encourage the employee in proper behavior. 7. Know that each person is responsible for his or her own behavior or actions. 8. Document the counseling for potential future reference as deemed appropriate by the supervisor. Approved by: Signature on file at Headquarters 9/29/2015 James P. Duggan, Fire Chief Date 5/2015