writing the notice of intent
DESCRIPTION
Writing The Notice of Intent. Employee Relations Forum, May 9, 2013. The Task…. To write a factual, logical, and effective notice of proposed disciplinary action that will be easily understood by a third party neutral. Your Audience. The Arbitrator The Employee The Employee Representative. - PowerPoint PPT PresentationTRANSCRIPT
![Page 1: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/1.jpg)
Writing The Notice of Intent
Employee Relations Forum, May 9, 2013
![Page 2: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/2.jpg)
The Task…
To write a factual, logical, and effective notice of proposed disciplinary action that will be easily understood by a third party neutral.
![Page 3: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/3.jpg)
Your Audience
Click icon to add picture
• The Arbitrator
• The Employee
• The Employee Representative
![Page 4: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/4.jpg)
Organization of the Document
Introduction
• Purpose of Notice (proposed disciplinary action)
• Charges or basis for proposed disciplinary action
![Page 5: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/5.jpg)
Organization of the Document(Continued)
Facts
• Employee history (classification and tenure) (Optional) Brief description of employee duties
• Detailed description of factual basis for each charge Where appropriate, a statement that a
violation of a particular charge would in itself support imposition of the proposed discipline
![Page 6: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/6.jpg)
Organization of the Document(Continued)
Closing
• Closing argument, i.e., Statement of how proposed discipline was determined Previous related discipline Impacts on department or work unit
(if appropriate) Why this discipline is necessary
![Page 7: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/7.jpg)
Organization of the Document(Continued)
Closing –Standard Language
• Right to appeal
• Right to representation
• Date and location of Skelly hearing
• Person to contact
• Ability to respond in writing
• Statement of appeal right if proposed discipline becomes final
• Warning against retaliation or intimidation
![Page 8: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/8.jpg)
Content Considerations• Description of event
must be factual, not opinion Description should
be comprehensive to support proposed disciplinary action
Based on the events or circumstances rather than the process
![Page 9: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/9.jpg)
Content Considerations (Continued)
• Include everything the proposed action is based on (Omissions can’t be used later)
![Page 10: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/10.jpg)
Content Considerations(Continued)
• The body of the letter should refer to the attachments Attachments -
summarized not regurgitated
Witness statements – summarized not paraphrased
Detailed charts & graphs - attachments
![Page 11: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/11.jpg)
Content Considerations(Continued)
• Do not use acronyms that the arbitrator is not familiar with
• Stick to the point Keep document as clear and concise
as possible Do not include gratuitous information
![Page 12: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/12.jpg)
Writing Tips
• Must be a document that conveys to a neutral third party that proposed disciplinary action is warranted. Both facts and
writing style are critical
• Be as concise as possible, don’t write a book
![Page 13: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/13.jpg)
Writing Tips(Continued)
Click icon to add picture
• Don’t waste words describing a process
• Stick to what the employee did to incur the charges, and why the misconduct and/or violation of the rules, regulations, etc. is significant
![Page 14: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/14.jpg)
Writing Tips (Continued)
• Paragraphs intended to support an action or concept should begin with a topic sentence and end with a conclusion
• The document should flow. Use transitional words or phrases such as: In addition Another Finally For instance, etc.
![Page 15: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/15.jpg)
Writing Tips (Continued)
Arbitrators read hundreds of Skelly notices each year. If a document is difficult to follow, it results in the following reactions:• Upsets arbitrator which may cause him to
disregard your arguments• Makes the arbitrator think you don’t have
sufficient grounds for discipline• Makes the arbitrator wonder if you are
qualified to effectively impose discipline• Makes it easier for an arbitrator to justify “a
split baby” decision
![Page 16: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/16.jpg)
The Arbitrator’s Perspective
Develop a sound understanding of your case
• Burden of proof on the Employer
• Conduct a good and thorough investigation
• Understand the issues involved with the proposed disciplinary action from both sides
![Page 17: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/17.jpg)
The Arbitrator’s Perspective (Continued)
Creating the document• Tell a compelling story• Look at the case from the arbitrator’s
perspective• Define acronyms the first time they are
presented in the document• Don’t assume the arbitrator will read the
attachments• Off duty conduct – define the nexus to the
job
![Page 18: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/18.jpg)
The Arbitrator’s Perspective (Continued)
Why settle?• Sometimes it just makes sense
• Sometimes you can avoid going to arbitration at all, if you are willing to compromise
![Page 19: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/19.jpg)
The Arbitrator’s Perspective (Continued)
Why employers lose• Control of
witnesses• Gray areas –
room for interpretation
• Poor investigations
• Arbitrators sometimes make bad decisions
![Page 20: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/20.jpg)
Case Study Discussions
![Page 21: Writing The Notice of Intent](https://reader036.vdocuments.us/reader036/viewer/2022062310/568161c0550346895dd1a078/html5/thumbnails/21.jpg)
Thank you for attending today’s ER
Forum sessionMay 9, 2013