Enforcement for Employees

Step 1-- Inform the Employee of the Policy
Set up a meeting with the employee to discuss the tobacco-free policy.  Let them know that it was brought to your attention that they may have violated the tobacco-free policy, and that this is an informative meeting only.

During the meeting inform the employee of the policy, provide a hard copy of the policy and the tobacco-free website at www.nmu.edu/tobaccofree, and notify them that the policy went into effect on August 1st.  Inform the employee of any upcoming cessation workshops and provide handouts.  Ask the employee if there is anything that you can help them with, and if they have any questions.

Remind the employee again that this discussion will not be a formal part of their employee record, and this is in regard to making them aware of the policy.

Step 2 -- Verbal Warning
Schedule a meeting to discuss the policy violation.  If the employee wishes, they may have a union representative with them during the meeting.

Discuss with the employee the tobacco-free policy and provide a hard copy of the policy to the employee.  Advise the employee that the purpose of this verbal warning is to clarify the policy and the expectations.  The expectations are:  they will follow the tobacco-free campus policy.  Ask them if they have any questions.

If the employee would like to consider quitting their tobacco use or assistance with better managing it while on campus, the Health Center and NMU Health Promotions office are both willing to discuss the wide variety of options that are available.  In addition, let the employee know that NMU has an Employee Assistance Program (EAP).  NorthStar provides confidential help for you and your family, and it is provided by NMU as a prevention service designed to help you cope with personal problems before work performance might be affected.  Ask them if there is anything you can help them with.

Document for your records that the conversation occurred.  Forward a copy to Human Resources.

Step 3 - Written Warning (Consult with Human Resources)
Schedule a meeting to discuss the policy violation.  If the employee wishes, they may have a union representative with them during the meeting. 

If this is a second violation of the policy, within 12 months of a verbal warning, follow up with a meeting to discuss the policy violations, and provide to them written warning in the form of a letter.  Discuss with the employee the expectations, and state that further disciplinary action will occur if the behavior is repeated within 12 months.  The letter should also describe the violation of the policy, outline the expectations, and state that further disciplinary action will occur if the behavior is repeated within 12 months.  Inform the employee of the resources available to them:  Health Center, Health Promotion Office, and NMU’s Employee Assistance Program (EAP).  Enclose a copy of NMU’s Employee Assistance Program.

Make a copy of the letter for the file.  Forward a copy to Human Resources.

Step 4 - Final Written Warning (which may include a suspension without pay)
If the conduct addressed by the written warning is repeated or additional problems occur within a 12-month period, discipline may progress to a final written warning, which may include an unpaid suspension.  The supervisor should work in consultation with Human Resources prior to taking disciplinary actions at higher levels, such as written warnings, final written warnings (with or without unpaid suspension) and termination.

Step 5 - Termination of Employment
Employment may be terminated based on progressive discipline per respective union contract or Personal Policy Manual. The supervisor should work in consultation with Human Resources prior to taking disciplinary actions at higher levels, such as written warnings, final written warnings (with or without unpaid suspension) and termination. Termination of employment because of repeated violation of any university policy, including the tobacco-free policy, is considered by NMU to be an action of last resort after considerable opportunity for change has been afforded an employee.”

However, the facts and circumstances of each case will determine what action, up to and including discharge from employment, is appropriate. Decisions to terminate employment should be made in consultation with Human Resources.

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