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The University of Oklahoma Human Resources Website


Disciplinary Leave of Absence

Disciplinary leave with or without pay is usually taken after unsatisfactory performance has not been corrected following the application of an oral and written reminder. It may also be taken as a first and final step before discharge in the event of a major offense.

An employee returning to work following disciplinary leave must agree to work in a manner that includes following rules and regulations and correcting unsatisfactory performance.

Reference: Staff Handbook, Section 3.11.11, Disciplinary Leave

Decision-making leave

As decision-making leave, the employee is given disciplinary leave with pay to decide if s/he wants to continue to work for the University given the standard of performance or behavior that is expected.

  • The employee is asked to return with a decision about his/her future.
  • If the employee returns and is committed to making the necessary changes, time is given for him or her to do so.
  • If the employee does not want to make the commitment, s/he may decide to quit or the University may start the termination process.

Documentation of decision-making leave

  • Written notice requiring the employee to take a decision-making leave is addressed to the employee and copies placed or sent to
    • employee's departmental file
    • Human Resources, Attention: Employee Relations
    • Senior Vice-Provost's Office [Academic Services employees, Norman campus]
  • A summary of the employee's decision, upon return to work.
  • If the employee chooses to return to work, s/he must agree to complete the goals and expectations agreed to by the employee and supervisor, along with the time commitment for their accomplishment. Click here for a sample Employee Response to Decision Making Leave.
  • If the employee does not commit to improving or fails to complete the required form, start the termination process and document all actions taken. For more information about the termination process, see the Discharge section.

Suspension

Suspension is normally disciplinary leave without pay. The supervisor will prepare a letter of suspension which includes:

  • The length of the suspension
  • The date on which the employee may return to work
  • Restate the contents of the written reminder with any new relevant information
  • State the consequences of not making the necessary changes upon return to the job

Documentation of suspension

  • Ask the employee to sign a copy of the letter of suspension confirming that s/he has received, read, discussed and understood the suspension
  • Give the employee a copy of the letter of suspension
  • Place a copy of the letter of suspension and the employee's confirmation of receipt in the employee's personnel file.

The Letter Template Library has sample letters for decision-making leave and disciplinary leave.