Trends in Personnel Issues: Our employee did WHAT?! Tamara E. - - PowerPoint PPT Presentation

Tamara E. Jones

Pre-Loss Program Supervisor / Senior Pre-Loss Attorney July 10, 2019

Trends in Personnel Issues: “Our employee did WHAT?!”

Photo by Daniel Mingook Kim on Unsplash

Ag e nda

• New employment laws on the

horizon (oh no!)

• What would YOU do?
• Some employment law trends for

your consideration (and avoidance)

• Q&A

(a.k.a., “Let’s Play Stump the Lawyer!”)

Ne w E mplo yme nt L a ws

• n the Ho rizo n

(oh no!)

#1a : Ac c ommoda tions for Pre g na nt E mploye e s

• Applie s to e mplo ye rs with six o r mo re e mplo ye e s
• E

ffe c tive Da te : Ja nua ry 1, 2020

• Must pro vide re a so na b le a c c o mmo da tio ns to

e mplo ye e s/ a pplic a nts who c a n’ t pe rfo rm a ll e sse ntia l dutie s due to the “kno wn limita tio ns” c a use d b y pre g na nc y, c hildb irth, la c ta tio n o r “a re la te d me dic a l c o nditio n”.

– UNL E SS “undue ha rdship” (like disa b ility la w) (b ut we ’ re no t ne c e ssa rily de a ling with a “disa b ility”)

#1a : Ac c ommoda tions for Pre g na nt E mploye e s

(e ffe c tive Ja nua ry 1, 2020)

E mplo ye rs c a n’ t re q uire a n a pplic a nt/ e mplo ye e to a c c e pt a re a so na b le a c c o mmo da tio n “tha t is unne c e ssa ry” fo r the pe rso n to “pe rfo rm the e sse ntia l dutie s o f the jo b ” o r whe n the e mplo ye e “do e s no t ha ve a kno wn limita tio n”.

#1a : Ac c ommoda tions for Pre g na nt E mploye e s

(e ffe c tive Ja nua ry 1, 2020)

E mplo ye r’ s c a n’ t re q uire a n e mplo ye e to ta ke a ny le a ve (OF L A, F ML A, sic k le a ve , e tc .), if the e mplo ye r c a n ma ke re a so na b le a c c o mmo da tio ns fo r the “kno wn limita tio ns”.

#1b: Disc rimina tion Prote c tion: Pre g na nt E mploye e s

(e ffe c tive Ja nua ry 1, 2020)

Whe n a n e mplo ye r ha s info rma tio n re g a rding the limita tio ns impo se d b y a n e mplo ye e ’ s pre g na nc y, c hildb irth, la c ta tio n o r a re la te d me dic a l c o nditio n:

• No de nia l o f e mplo yme nt o ppo rtunitie s if the de nia l

is b a se d o n the ne e d o f the e mplo ye r to ma ke re a so na b le a c c o mmo da tio n to the kno wn limita tio ns;

• No re ta lia tio n fo r a sking a b o ut o r using

a c c o mmo da tio ns.

#1: Pre g na nc y Ac c ommoda tion/ Disc rimina tion L a ws

E mploye r’s Ac tion Ite ms

• Ge t a no tic e / po lic y re a dy to g o b y Ja nua ry 1, 2020.
• T

re a t e mplo ye e s who se e k pre g na nc y a c c o mmo da tio ns the sa me wa y a s e mplo ye e s who se e k a c c o mmo da tio ns fo r disa b ilitie s. Co nside r:

– E ng a g ing in the inte ra c tive pro c e ss; a nd – Se e king me dic a l ve rific a tio n o f the ne e d fo r the a c c o mmo da tio n.

#1: Pre g na nc y Ac c ommoda tion/ Disc rimina tion L a ws

Othe r E mploye r Ac tion Ite ms

• E

duc a te yo ur supe rviso rs a nd ma na g e rs a b o ut the se la ws b e fo re Ja nua ry 1, 2020.

• I

f yo u’ re a wa re o f a n issue invo lving yo ur

• rg a niza tio n’ s ha ndling o f a n e mplo ye e who wa s

pre g na nt in the pa st, c o nside r a uditing tha t situa tio n no w (b ut do so q uie tly).

Oregon Workplace Fairness Act

(signed into law June 11)

Oregon’s unnamed harassment law that provides public sector employers with additional burdens (“P.S.”)

(signed into law June 20)

#2: Ne w Ha ra ssme nt L a ws

Ke y Provisions

• E

xte nds the sta tute o f limita tio ns fo r c e rta in c la ims

(five (!) ye a rs!)

• Spe c ifie s wha t la ng ua g e ma y b e use d in

se pa ra tio n/ se ve ra nc e a g re e me nts with a lle g e d vic tims a nd a lle g e d b a d a c to rs

• Re q uire s spe c ific la ng ua g e in po lic ie s pro hib iting

ha ra ssme nt in the wo rkpla c e

#2: Ne w Ha ra ssme nt L a ws

• Applie s to a ll Ore g o n e mplo ye rs, re g a rdle ss o f the

numb e r o f e mplo ye e s e mplo ye d.

• E

ffe c tive da te s:

– Cla ims unde r ORS 659A.030, 659A.082, a nd 659A.112: Se pte mb e r 30, 2019. – Po lic y a nd pro c e dure s: Ja nua ry 1, 2020 (P.S.) – Se pa ra tio n/ se ttle me nt a g re e me nts: Oc to b e r 1, 2020.

#2: Ne w Ha ra ssme nt L a ws

Ne w Re quire me nts for No- Ha ra ssme nt Polic ie s (e ff. 1/ 1/ 20)

E a sy Co mplia nc e :

• A sta te me nt pro hib iting wo rkpla c e ha ra ssme nt (P.S.);
• Pro vide a c o mpla int-re po rting pro c e dure (but se e P.S.

disc ussion be low);

• No -re ta lia tio n pro visio n (P.S.);
• I

de ntify (a t le a st) two pe o ple in the o rg a niza tio n who c a n re c e ive c o mpla ints;

#2: Ne w Ha ra ssme nt L a ws

Ne w Re quire me nts for No- Ha ra ssme nt Polic ie s (e ff. 1/ 1/ 20)

E a sy Co mplia nc e :

• T

e ll e mplo ye e s tha t the y must do c ume nt a ny inc ide nts o f ha ra ssme nt, disc rimina tio n o r se xua l a ssa ult; a nd

• T

e ll the “vic tim” tha t he / she ma y vo lunta rily disc lo se info rma tio n re g a rding a n inc ide nt o f wo rkpla c e ha ra ssme nt tha t invo lve s him/ he r. (P.S.)

#2: Ne w Ha ra ssme nt L a ws

Ne w Re quire me nts for No- Ha ra ssme nt Polic ie s (e ff. 1/ 1/ 20)

Diffic ult Co mplia nc e : I nc lude a sta te me nt tha t the e mplo ye r c a n’ t re q uire e mplo ye e s to e nte r into a no ndisc lo sure o r no n- dispa ra g e me nt a g re e me nt (“inc luding a de sc riptio n

• f the me a ning o f tho se te rms”).

#2: Ne w Ha ra ssme nt L a ws

Ne w Re quire me nts for No- Ha ra ssme nt Polic ie s (e ff. 1/ 1/ 20)

Cra ppy Co mplia nc e :

• E

duc a te e mplo ye e s tha t the y ha ve five ye a rs to file a BOL I c o mpla int o r c ivil la wsuit re la ting to ha ra ssme nt o r disc rimina tio n;

• Advise tha t a n e mplo ye e c la iming to ha ve b e e n

ha ra sse d o r disc rimina te d a g a inst c a n re q ue st to e nte r into a se pa ra tio n a g re e me nt with the e mplo ye r tha t ha s a se ve n-da y re vo c a tio n pe rio d.

#2: Ne w Ha ra ssme nt L a ws

Ne w Re quire me nts for No- Ha ra ssme nt Polic ie s (e ff. 1/ 1/ 20)

Cra ppy Co mplia nc e : “I nfo rma tio n sta ting tha t a vic tim o f wo rkpla c e ha ra ssme nt ha s a rig ht to se e k re dre ss thro ug h the e mplo ye r’ s [c o mpla int-re po rting pro c e dure ], thro ug h the Bure a u o f L a b o r a nd I ndustrie s’ c o mpla int re so lutio n pro c e ss . . . o r unde r a ny o the r a va ila b le la w, whe the r c ivil o r c rimina l.”

(P.S.)

#2: Ne w Ha ra ssme nt L a ws

Ne w Re quire me nts for No- Ha ra ssme nt Polic ie s (e ff. 1/ 1/ 20)

Cra ppy Co mplia nc e : A sta te me nt o f the sc o pe o f the po lic y, inc luding tha t the po lic y a pplie s to e le c te d pub lic o ffic ia ls, vo lunte e rs a nd inte rns.

(P.S.)

#2: Ne w Ha ra ssme nt L a ws

Ne w Re quire me nts for No- Ha ra ssme nt Polic ie s (e ff. 1/ 1/ 20)

Cra ppy Co mplia nc e : “I nfo rma tio n to c o nne c t a vic tim o f wo rkpla c e ha ra ssme nt with le g a l re so urc e s a nd c o unse ling a nd suppo rt se rvic e s, inc luding a ny a va ila b le e mplo ye e a ssista nc e se rvic e s.”

(P.S.)

#2: Ne w Ha ra ssme nt L a ws

Ne w Re quire me nts for No- Ha ra ssme nt Polic ie s (e ff. 1/ 1/ 20)

T he po lic y must b e in writing , a nd must b e ma de a va ila b le to e mplo ye e s within the wo rkpla c e . T he po lic y must b e pro vide d:

• T
• a ll c urre nt e mplo ye e s;
• T
• e a c h ne w e mplo ye e a t time o f hire ;
• T
• a n e mplo ye e “a t the time tha t the e mplo ye e

disc lo se s info rma tio n re g a rding pro hib ite d disc rimina tio n

• r ha ra ssme nt”.

– P.S.: T he supe rviso r o r the po lic y’ s de sig na te d c o mpla int re c ipie nts a re re spo nsib le fo r pro viding the po lic y.

#2: Ne w Ha ra ssme nt L a ws

Side Note : How L uc ky a re We , E mploye rs??

BOL I to pro vide :

• “Mo de l pro c e dure s o r po lic ie s” a va ila b le fo r

e mplo ye rs; a nd

• Re g ula tio ns (must b e a do pte d b y Oc to b e r 1, 2019).

#2: Ne w Ha ra ssme nt L a ws

“Writte n Polic ie s a nd Proc e dure s” (P.S.)

• Pro vide instruc tio n fo r ma inta ining re c o rds o f

wo rkpla c e ha ra ssme nt; a nd

• Cre a te a pro c e ss fo r fo llo wing -up with the

c o mpla ining e mplo ye e e ve ry thre e mo nths in the c a le nda r ye a r fo llo wing re c e ipt o f the c o mpla int.

#2: Ne w Ha ra ssme nt L a ws

Ne w Re q uire me nts fo r Se pa ra tio n/ Se ve ra nc e Ag re e me nts (e mplo ye e s who a lle g e ha ra ssme nt, disc rimina tio n o r se xua l a ssa ult):

• 1. No no n-disc lo sure pro visio ns;
• 2. No no n-dispa ra g e me nt pro visio ns;

(E ffe c tive 10/ 1/ 20)

#2: Ne w Ha ra ssme nt L a ws

Ne w Re q uire me nts fo r Se pa ra tio n/ Se ve ra nc e Ag re e me nts (e mplo ye e s who a lle g e ha ra ssme nt, disc rimina tio n o r se xua l a ssa ult):

• 3. No pro visio ns tha t ha ve the “purpo se o r e ffe c t o f

pre ve nting the e mplo ye e fro m disc lo sing o r disc ussing c o nduc t”; a nd

• 4. No “no -re hire ” pro visio ns.

(E ffe c tive 10/ 1/ 20)

#2: Ne w Ha ra ssme nt L a ws

But if the e mplo ye e / “vic tim” re q ue sts to e nte r into suc h a n a g re e me nt:

• OK

to ha ve no n-disc lo sure , no n-dispa ra g e me nt, no - re hire , a nd c o nfide ntia lity pro visio ns.

• BUT

: Must ha ve a se ve n-da y re vo c a tio n pe rio d (no re vie w pe rio d re q uire d; just b e “re a so na b le ”).

(E ffe c tive 10/ 1/ 20)

#3: Ne w Ha ra ssme nt L a ws

Se pa ra tio n/ se ve ra nc e a g re e me nts fo r e mplo ye e s who a re a lle g e d to ha ve e ng a g e d in ha ra ssme nt, disc rimina tio n o r se xua l a ssa ult:

• T

he e mplo ye r c a n e nte r into the sta nda rd se pa ra tio n/ se ve ra nc e a g re e me nt it’ s use d fo r ye a rs. No n-dispa ra g e me nt, no n-disc lo sure , no re hire pro visio ns a re a ll a c c e pta b le .

• E

mplo ye r do e sn’ t ha ve to wa it fo r the e mplo ye e to a sk.

#2: Ne w Ha ra ssme nt L a ws

E mploye r Ac tion Ite ms

• Re vie w a nd upda te yo ur no -ha ra ssme nt/ no -

disc rimina tio n po lic y b y Ja nua ry 1, 2020.

– CI S will pro vide a sa mple po lic y la te r this ye a r. – Co nside r ho w b e st to a nno unc e to e mplo ye e s tha t a ll c o mpla ints a nd witne sse d o r o ve rhe a rd e ve nts sho uld b e do c ume nte d.

• Re vie w yo ur re c o rd re te ntio n po lic ie s – Se c re ta ry o f

Sta te sc he dule s ma y no t suffic e .

#2: Ne w Ha ra ssme nt L a ws

E mploye r Ac tion Ite ms

• Re do ing tra ining o n ha ra ssme nt/ disc rimina tio n is

a lwa ys a g o o d ide a .

– Ho t to pic fo r ma na g e rs/ supe rviso rs: Do c ume nting e ve nts a nd c o nve rsa tio ns with suffic ie nt de ta il so tha t yo u c a n re c a ll the m with little diffic ulty five ye a rs la te r!

• Ma ke sure yo u “fla g ” Oc to b e r 1, 2020, so tha t yo u

kno w whe n the ne w se pa ra tio n/ se ve ra nc e a g re e me nts g o into e ffe c t.

#3: PE CBA Ame ndme nts (HB 2016)

• Re q uire s e mplo ye rs to pro vide pa id time to so me

e mplo ye e s (“de sig na te d re pre se nta tive s”) fo r c e rta in unio n a c tivitie s;

• Pro sc rib e s pe rmissive unio n a c c e ss to e mplo ye e s,

e mplo ye e info rma tio n a nd e mplo ye r pro pe rty; a nd

• Co difie s limita tio ns o n e mplo ye r c o mmunic a tio ns to

e mplo ye e s a b o ut the ir de c isio n o f whe the r o r no t to jo in o r pa y a unio n.

#4: Pa id F a mily L e a ve

• Applie s to alle mplo ye rs, re g a rdle ss o f size .
• Any e mplo ye e e a rning $1,000 o r mo re pe r ye a r is

e lig ib le to sub mit a c la im to the sta te fo r pa id le a ve

• n day o ne o f e mplo yme nt.

– BUT : Re insta te me nt rig hts a re no t a va ila b le until the e mplo ye e ha s wo rke d 90 da ys fo r yo ur o rg a niza tio n (diffe re nt rule s fo r < 25 e mplo ye e s)

• Applie s to pa rt-time e mplo ye e s, to o , a s lo ng a s the y

me e t the e a rning re q uire me nt.

#4: Pa id F a mily L e a ve

Re a sons for ta king pa id le a ve (sta rting in 2023):

• Ne w pa re nts
• Vic tims o f do me stic vio le nc e (“sa fe le a ve ”);
• E

mplo ye e s suffe ring fro m a “se rio us he a lth c o nditio n” (de fine d unde r OF L A); o r

• E

mplo ye e s with “fa mily me mb e rs” who ha ve a “se rio us he a lth c o nditio n”. Caution!

#4: Pa id F a mily L e a ve

• Co ntrib utio ns fro m e mplo ye rs a nd e mplo ye e s to

fund the b e ne fits wo n’ t o c c ur until 2022.

– F unde d thro ug h a pa yro ll a sse ssme nt o n wa g e s e a rne d in Ore g o n (no t to e xc e e d 1%). – E mplo ye e s pa y 60% o f the o ve ra ll c o ntrib utio n.

• Va lue o f pa id le a ve de pe nds o n e mplo ye e ’ s wa g e s

a nd c o ntrib utio ns to the po o l.

#4: Pa id F a mily L e a ve

• E

mplo ye rs with mo re tha n 25 e mplo ye e s a re re q uire d to ma ke c o ntrib utio ns.

• E

mplo ye rs with fe we r tha n 25 e mplo ye e s will no t b e re q uire d to pa y the c o ntrib utio ns. I f the se e mplo ye rs c ho o se to pa rtic ipa te , g ra nts a re a va ila b le .

– Gra nts inc lude up to $3,000 to a pply to wa rds the hiring o f a te mpo ra ry re pla c e me nt wo rke r a nd up to $1,000 a s re imb urse me nt fo r sig nific a nt a dditio na l wa g e -re la te d c o sts.

#4: Pa id F a mily L e a ve

Dura tion:

• Pa id le a ve – 12 we e ks - plus
• OF

L A le a ve – 4 we e ks (if “e lig ib le ”) - plus

• L

e a ve fo r “limita tio ns re la te d to pre g na nc y, c hildb irth o r a re la te d me dic a l c o nditio n” – 2 we e ks (“no t to e xc e e d 18 we e ks pe r b e ne fit ye a r”)

De ath of “r ac k, pac k and stac k” le ave ? Diminishme nt of OF L A/ F ML A?

#4: Pa id F a mily L e a ve

Othe r E mploye r Issue s

• Qua rte rly re po rt o f wa g e s e a rne d a nd c o ntrib utio ns

pa id a re re q uire d (to the De pa rtme nt o f Re ve nue )

• E

mplo ye rs must a c t in g o o d fa ith; no disc rimina tio n

• Writte n no tic e s o f le a ve rig hts to b e pub lishe d
• Pa yro ll re c o rds tra c king ho urs a nd le a ve must b e

ma inta ine d

• Sho uld yo ur o rg a niza tio n e nte r into a vo lunta ry

e q uiva le nt pla n?

#5: Misc e lla ne ous L a ws

Re st Bre a ks fo r E xpre ssing Bre a st Milk (e ff. 9/ 30/ 19) – Pro vide a “re a so na b le ” re st pe rio d to e xpre ss milk. No tic e fro m the e mplo ye e is no t re q uire d. “Undue ha rdship” a va ila b le to e mplo ye rs with 10 o r fe we r e mplo ye e s. Se xua l o rie nta tio n is no t a “disa b ility” (e ff. 5/ 6/ 19) – No a c c o mmo da tio n ne e d b e pro vide d. T ra nsve stism, ho we ve r, ha s the c a pa c ity to b e a “disa b ility”.

#5: Misc e lla ne ous L a ws

Une mplo yme nt (e ff. 5/ 24/ 19) – An e mplo ye e c a n’ t b e disq ua lifie d fro m re c e iving b e ne fits if a b se nc e is due to a ha te c rime (e mplo ye e o r his/ he r fa mily me mb e r). No tic e to e mplo ye e s re fe de ra l inq uirie s (e ff. 6/ 1/ 19) – I f fe de ra l a g e nc y “c o mpe ls” pro duc tio n o f e mplo ye e “ide ntity a nd e mplo yme nt e lig ib ility” re c o rds, e mplo ye r must pro vide no tic e to the e mplo ye e within thre e b usine ss da ys o f re c e ipt o f no tic e o f a n inspe c tio n.

Oh no . . . a re the re

mor e ?

More tra ining re the ne w la ws!

• CI

S we b ina r o n Aug ust 8, 2019 a t 10:00 a .m.

• Re g iste r a t: www.le a rn.c iso re g o n.o rg (use the se a rc h

func tio n a nd type “o h no ” to b e dire c te d to the re g istra tio n link).

• A re c o rding will be available afte r the we binar

bro adc ast time .

Wha t wo uld YOU do ?

#1: “I Smoke Pot. Wha t’s It T

• You?”

I GA-fo rme d o rg a niza tio n tha t pro vide s so c ia l se rvic e s re c e ive d a n e ma il fro m a n unha ppy e le c te d o ffic ia l a t o ne

• f the g o ve rnme nts tha t funds the o rg a niza tio n:

He llo ......I fo und this o n the pro -marijuana F ac e bo o k page and I was ve ry c o nc e rne d . . . I f a pe rso n use s marijuana, the n the ir e mplo ye r must be allo wing the ir e mplo ye e s to have it in the ir syste m also ?

#1: “I Smoke Pot. Wha t’s It T

• You?”

I n the po sting , the e mplo ye e po ste d a pho to o f himse lf, a nd pro vide d info rma tio n a b o ut himse lf, his e duc a tio n, a nd whe re he wo rke d. He a lso sa id this:

“I am de dic ate d to e nding po ve rty in my c o mmunity and the taxe s c o lle c te d fro m re c re atio nal sale s c o uld he lp. I t’s a ne w re ve nue stre am to tax and it will pro vide jo bs. “I smo ke marijuana. I hate the stigma that fo lks who smo ke po t are dumb and lazy. I 'm pro o f that isn't the c ase .”

#1: “I Smoke Pot. Wha t’s It T

• You?”

T he unha ppy e le c te d o ffic ia l c o ntinue d:

I tho ught yo u sho uld be aware , as this do e s no t lo o k go o d. Also , his me ssage do e s no t he lp us in pro viding assistanc e fo r pe o ple in ne e d. I t lo o ks like : “Co me g e t yo ur g o ve rnme nt a ssista nc e

a nd the n yo u c a n a ffo rd to b uy yo ur e xpe nsive po t!”

Go o d luc k with this o ne !

#1: “I Smoke Pot. Wha t’s It T

• You?”
• Fire the employee?
• Place him on paid leave

pending an investigation?

• Do nothing?
• Other options?

What should the

• rganization

do?

F irst Ame ndme nt Ba sic s

• A pub lic e mplo ye e ha s the rig ht to use his/ he r no n-

wo rk time , no n-e mplo ye r e q uipme nt, no n-e mplo ye r inte rne t to e xpre ss “ma tte rs o f pub lic c o nc e rn” (ma tte rs o f po litic a l, so c ia l, o r o the r c o nc e rns to the c o mmunity).

• E

nc o ura g e e mplo ye e s to “g ripe ” inte rna lly.

F irst Ame ndme nt Ba sic s

• Re mind e mplo ye e s tha t o the rwise fre e spe e c h is

re stric te d during wo rking ho urs.

• I

nstruc t e mplo ye e s tha t so c ia l me dia use do e s no t ne c e ssa rily e xc use vio la tio ns o f o the r po lic ie s.

• T

e a c h e mplo ye e s tha t the y g ive up priva c y rig hts whe n the y use e mplo ye r-pro vide d e q uipme nt a nd inte rne t.

F irst Ame ndme nt/ Soc ia l Me dia

Bottom L ine :

Alwa ys pa use b e fo re disc iplining a n e mplo ye e who sa ys so me thing stupid o n the inte rne t (it’ s ha ppe ne d b e fo re , it will ha ppe n a g a in...)

#2: So I mar r ied a convicted felon . . .

• E

mplo ye e is hire d a s a n a dministra tive suppo rt spe c ia list, splitting he r time in F ina nc e a nd HR. We ’ ll c a ll he r “Sue .”

• Sue ha s a tte nda nc e issue s due to thing s "a t ho me “,

a nd misse d a lo t o f wo rk. T his wa s a ddre sse d in he r six-mo nth e va lua tio n.

• One da y, Sue re po rte d to wo rk with a n “inte re sting ”

injury  it lo o ke d like a b use , b ut she c la ime d it wa s a n "a c c ide nt."

#2: So I mar r ied a convicted felon . . .

• T

he n, o ne mo rning , Sue c a me in c rying .

• Sue te lls he r supe rviso r it's a lie a nd it's c a using

stre ss. HR g e ts invo lve d.

• A po lic e de te c tive the n c a lls HR to ta lk a b o ut Sue .

#2: So I mar r ied a convicted felon . . .

Pe r the polic e :

• Sue a nd he r husb a nd a re “fre q ue nt flye rs” with lo c a l

la w e nfo rc e me nt.

• Sue ’ s husb a nd ha s b e e n c o nvic te d ma ny time s 

20 c o unts o f I D the ft o r fo rg e ry, b ut no t sinc e Sue sta rte d wo rking fo r the City.

• Sue wa s a rre ste d fo r sho plifting five ye a rs a g o , b ut

ha s no re c o rd o f a c o nvic tio n o r a ny o the r c rime s.

#2: So I mar r ied a convicted felon . . .

City’s multi- fa c e te d c onc e rns:

• Are we do ing e no ug h fo r Sue ?
• Wha t a re the sa fe ty c o nc e rns (if a ny) a b o ut ha ving

Sue c o ntinue to wo rk with c o nfide ntia l info rma tio n (HR) a nd fina nc ia l info rma tio n (F ina nc e )?

• Sho uld the City e ve n b e c o nc e rne d, se e ing ho w

Sue ’ s husb a nd is the o ne with the c o nvic tio ns?

Wha t sho uld the e mplo ye r do with this e mplo ye e ?

• 1. F

ind a ne w jo b fo r he r tha t do e sn’ t invo lve “trust”.

• 2. F

ire he r. (F

• r wha t re a so n? )
• 3. Do no thing . L

e t’ s c o ntinue to mo nito r he r pe rfo rma nc e .

• 4. No ne o f the se
• ptio ns.

#2: L essons L ear ned

• I

f yo u suspe c t a n e mplo ye e is a vic tim o f do me stic a b use , do wha t this City did (time o ff, E AP) and te ll he r/ him a b o ut do me stic vio le nc e le a ve .

– T his is true e ve n if the e mplo ye e de nie s b e ing a do me stic vio le nc e vic tim.

• Re me mb e r yo ur o b lig a tio n to pro vide sa fe ty

a c c o mmo da tio ns to e mplo ye e s in do me stic vio le nc e situa tio ns.

#2: L essons L ear ned Yo u sho uld ne ve r, e ve r fo rg e t the “F Wo rd” whe n it c o me s to te rmina tio ns . . . . . . b ut the b o tto m line with te rmina tio ns is tha t the y c a n o c c ur fo r a ny re a so n  ic ky o r

• the rwise  tha t tha t isn’ t pro hib ite d b y la w.

#3: Whic h re a son?

• E

mplo ye e with a me dic a l c o nditio n do e sn’ t wa nt F ML A, a nd do e sn’ t wa nt to pa rtic ipa te in the inte ra c tive pro c e ss to disc uss his re q ue st fo r unpa id time o ff a s a n a c c o mmo da tio n.

• He ’ s missing a lo t o f wo rk a nd ha s no a c c rue d le a ve

a va ila b le to him.

• E

mplo ye e ’ s la st c o mmunic a tio n: “I ’ m no t re le a se d to wo rk. I c a n’ t wo rk, b ut I wa nt to .”

#3: Whic h Re a son?

Employer is prepared to fire the employee. Which of these is the most defensible, most accurate reason to give?

• “Yo u a b a ndo ne d yo ur jo b .”
• “Yo u’ re fire d.”
• “Yo u’ re no t q ua lifie d.”
• “We ’ re a dministra tive ly te rmina ting yo ur

e mplo yme nt.”

• “I

nsub o rdina tio n.”

• Othe r?

#3: L e ssons L e a rne d

• Yo u sho uld a ssume tha t e ve rything yo u write re g a rding a n

e mplo ye e will b e vie we d b y so me o ne o utside o f yo ur

• rg a niza tio n a t so me po int.
• T

he la ng ua g e use d in a ny disc ipline o r te rmina tio n do c ume nt must b e a s c le a r a s po ssib le a nd no t susc e ptib le to inte rpre ta tio n.

• T

hink a b o ut the “o ptic s” whe n firing so me o ne : Ho w c a n yo u/ yo ur e mplo ye r a ppe a r pro fe ssio na l, ye t g e t its me ssa g e a c ro ss, to a n e mplo ye e who is lo sing his/ he r live liho o d?

#4: “I r efuse to talk to the investigator .”

• City’ s HR Ma na g e r sta rts a n inve stig a tio n into

a lle g e d wo rkpla c e vio le nc e .

• A ne w e mplo ye e is o ne o f the witne sse s.
• Whe n a ppro a c he d b y the HR Ma na g e r, the

e mplo ye e re fuse s to ta lk to he r.

• E

mplo ye e te lls he r supe rviso r, “I f I ha ve to ta lk to [the HR Ma na g e r], I will q uit.”

#4: “I r efuse to talk to the investigator .”

City Polic ie s

• “Any e mplo ye e who o b se rve s a ny c o nduc t tha t he
• r she b e lie ve s c o nstitute s ha ra ssme nt, intimida tio n,

disc rimina tio n o r b ullying . . . must imme dia te ly re po rt the ma tte r to Huma n Re so urc e s o r the City Ma na g e r.”

• “F

a ilure to c o o pe ra te with a n inve stig a tio n ma y le a d to disc iplina ry a c tio n up to a nd inc luding the po ssib le te rmina tio n o f e mplo yme nt.”

Wha t would YOU do?

• 1. Do the inve stig a tio n witho ut the e mplo ye e .
• 2. Orde r the e mplo ye e to pa rtic ipa te . Disc ipline if she wo n’ t.
• 3. Ha ve a no the r

c o nve rsa tio n with the e mplo ye e a b o ut he r c o nc e rns. T ry to pe rsua de he r.

• 4. F

ire the e mplo ye e — she ’ s pro b a tio na ry, a fte r a ll.

• 5. L

e t CI S ha ndle it. T his will pro b a b ly re sult in a c la im a nywa y.

#4: L essons L ear ned

• L
• o k a t yo ur po lic y o n ha ra ssme nt/ disc rimina tio n 

wha t a re e mplo ye e s to ld a b o ut pa rtic ipa ting in inve stig a tio ns?

• I

s the re so me no n-disc iplina ry wa y to c o nvinc e this e mplo ye e to pa rtic ipa te ?

• I

f we pro c e e d do wn the pa th o f disc ipline , wha t kind

• f me ssa g e a re we se nding o the r e mplo ye e s a b o ut
• ur o rg a niza tio n’ s vie w o n inve stig a tio ns a nd

pro viding a ha ra ssme nt-fre e wo rkpla c e ?

#5: L

• vebir

ds or Just Dumb E mployees?

• Ma na g e r le a rns tha t two e mplo ye e s ha d se x o n the

e mplo ye r’ s pro pe rty during wo rking ho urs.

• T

he fe ma le e mplo ye e a dmitte d to the c o nduc t a nd wa s so rry.

• T

he ma le de nie d the c o nduc t, a nd de nie d a ny re la tio nship.

• Ma le e mplo ye e is sho wn te xt me ssa g e s he se nt to

a nd re c e ive d fro m the fe ma le e mplo ye e whe re a po ssib le ST D is disc usse d. He the n a dmits his invo lve me nt.

What should the employer do with these “lovebir ds”?

1

• 1. F

ire him; disc ipline he r.

• 2. F

ire b o th o f the e mplo ye e s.

• 3. Disc ipline b o th o f the e mplo ye e s.

4

• 4. I

’ ll pa ss o n this

• ne . I

do n’ t g e t pa id e no ug h to ha ndle “b a b ysitting ” isue s.

#5: L e ssons L e a rne d

• Do n’ t a c t ha stily whe n c o nfro nte d with c ra zy fa c ts.

– Ho w will the ultima te “trie r o f fa c t” vie w the situa tio n, a nd wha t la ws o r rule s mig ht impa c t tha t vie w? – Re me mb e r: Unio n e mplo ye e s c a n b o th file a g rie va nc e

and sue yo u.

• T

re a t o ffe nde rs e q ua lly a nd c o nsiste ntly . . .a t le a st, a s muc h a s yo u c a n.

• I

s this a te a c hing mo me nt? Ye s, it always is!

#6: T e xtg a te !

• Assista nt Anita file d a c o mpla int a g a inst he r b o ss,

Ma na g e r Mo nic a . Pe r Anita , Mo nic a “b re a c he d my rig hts to a he a lthy a nd sa fe wo rking e nviro nme nt.”

• Anita a nd Mo nic a wo rk in a two -pe rso n o ffic e . T

he ir de sks fa c e e a c h o the r. T he re is NO priva c y.

• An inte rna l inve stig a tio n re ve a le d no po lic y

vio la tio ns. No b re a c h o f c o nfide ntia lity, e ithe r. Bo tto m line : Po o r c o mmunic a tio n.

#6: T e xtg a te !

• Se ve ra l mo nths la te r, Mo nic a sho we d Bo ss Bo b so me

printo uts o f te xt me ssa g e b e twe e n he r a nd Anita re g a rding a tte nda nc e issue s Anita ha d o ve r a thre e - da y pe rio d due to the flu.

• Whe n Anita re turne d to wo rk, she de nie d ha ving the

flu a nd sa id Mo nic a to ld he r she c o uldn’ t c o me b a c k to wo rk b e c a use o f o ng o ing c o nstruc tio n in the ir o ffic e b uilding .

#6: T e xtg a te !

• Anita g a ve Bo ss Bo b a printo ut o f te xt me ssa g e s she

ha d with Mo nic a , c o ve ring the sa me thre e -da y time pe rio d. T he y sho w Mo nic a te lling Anita a b o ut the c o nstruc tio n a nd no t c o ming in to wo rk.

• Whe n c o nfro nte d, Mo nic a a da ma ntly de nie d te lling

Anita to no t c o me to wo rk. She pro mise d to sho w Bo ss Bo b he r pho ne so he c o uld se e the te xt me ssa g e s himse lf.

• But . . . .

#6: T e xtg a te !

Some othe r fa c ts you ne e d to know

• Anita a pplie d fo r Mo nic a ’ s jo b . Whe n she didn’ t g e t

it, she b e c a me re se ntful, pe r Bo ss Bo b . He r c o mpla ints a g a inst Mo nic a e sc a la te d po st- F ML A/ OF L A le a ve . She sa id Bo b a nd Mo nic a ha ve re ta lia te d a g a inst he r.

• Mo nic a ha s e ng a g e d in unpro fe ssio na l b e ha vio r.

1 3 2 4 5

How would YOU handle this situation?

• 1. Fire Manager

Monica; Discipline Assistant Anita

• 2. Work plans

and training for both

• 3. Do nothing! These employees are crazy

and they should work it out themselves.

• 4. Discipline Manager

Monica; fire Assistant Anita

• 5. None of the above.

#6: L e ssons L e a rne d

• T

he re is no suc h thing a s a n “e a sy” te rmina tio n. No r is the re suc h a thing a s a te rmina tio n tha t fixe s a ll o f yo ur o rg a niza tio n’ s pro b le ms.

• Be c a use o ptic s a nd “de fe nsive ma na g e me nt” a re

a lwa ys a t sta ke whe n it c o me s to the de c isio ns we ma ke a b o ut e mplo ye e s, think a b o ut ho w a de c isio n a ffe c ting o ne e mplo ye e c a n a ffe c t a no the r (a nd the c la ims tha t c o uld b e a lle g e d b y b o th).

#6: L e ssons L e a rne d

Use the “nuc le ar

• ption” spar

ingly!

So me e mplo yme nt la w tre nds fo r yo ur c o nside ra tio n (a nd a vo ida nc e )

L e g a l T ruths

At CI S, e mplo yme nt la w c la ims a re the numb e r

• ne type o f c la im tha t we ha ndle (27%).

T a c tic a l Advic e

• Spe nd time o n the jo b po sting

a nd jo b de sc riptio n

• Ve te ra ns who me e t minimum

a nd spe c ia l q ua lific a tio ns must b e inte rvie we d

• Pre fe re nc e must b e a pplie d a t

E VE RY ste p, e ve n the la st o ne

Ve te ra ns’ Pre fe re nc e

• Applie s to ne w hire s AND

pro mo tio ns

• Ve te ra ns who me e t minimum

a nd spe c ia l q ua lific a tio ns MUST b e inte rvie we d

• Pre fe re nc e must b e a pplie d a t

E VE RY ste p, e ve n the la st o ne

T a c tic a l Advic e

• Re vie w yo ur hiring pro c e dure s

(a pplic a tio n/ inte rvie w q ue stio ns) to e limina te q ue stio ns tha t so lic it sa la ry histo ry info

• F

a milia rize yo urse lf with yo ur e ntity’ s po lic ie s a nd pro c e dure s fo r se tting initia l sa la rie s

• I

f yo u inte nd to o ffe r a hig he r sa la ry, wo rk with HR to do c ume nt the “b o na fide ” re a so ns fo r do ing so

Ore g on Pa y E quity

• E

q ua l pa y fo r e q ua l wo rk unle ss the sa la ry o r wa g e s a re b a se d o n o ne o r mo re “b o na fide ” c a te g o rie s

• Ca nno t c o nside r sa la ry histo ry

whe n ma king hiring o r sa la ry de c isio ns

Note : Ne w CIS c ove ra g e e ffe c tive July 1, 2019!

T a c tic a l Advic e

• T

a ke c o mpla ints se rio usly – e ve n fro m se ria l c o mpla ine rs!

• Ha ndle pe rfo rma nc e pro b le ms

in a time ly ma nne r with do c ume nta tio n

• I

f ne e ding to disc ipline a whistle b lo we r fo r unre la te d pe rfo rma nc e pro b le ms, wo rk with HR a nd CI S

Whistle blowe r Prote c tion

• Pro te c ts e mplo ye e who re po rts

in g o o d fa ith:

 A vio la tio n o f la w  Misma na g e me nt  Gro ss wa ste o f funds  Ab use o f a utho rity  Sub sta ntia l a nd spe c ific

da ng e r to pub lic he a lth a nd sa fe ty

No one is dumb who is curious. The people who don’t ask questions remain clueless throughout their lives.

• - Neil deGrasse Tyson

Questions?

Let’s play “Stump the Lawyer”!

T a ma ra E . Jone s

Pre -L

• ss Pro g ra m Supe rviso r

503-763-3845 / tjo ne s@ c iso re g o n.o rg

Thank you, OCCMA!