101 Sample Write-Ups for Documenting Employee Performance Problems: A Guide to Progressive Discipline and Termination

104

Policy and Procedure Violations

#8 Software Piracy (Unauthorized Installation)

Employee loaded personal software onto his office PC and thereby violated a company rule

and jeopardized licensing agreements.

PERFORMANCE CORRECTION NOTICE

Employee Name: Dennis Pryor Department: Manufacturing

Date Presented: April 29, 2010 Supervisor: Larry Comp

Disciplinary Level



Verbal Correction—(To memorialize the conversation.)



Written Warning—(State nature of offense, method of correction, and action to

be taken if offense is repeated.)



Investigatory Leave—(Include length of time and nature of review.)



Final Written Warning



Without decision-making leave



With decision-making leave (Attach memo of instructions.)



With unpaid suspension

Subject: Unauthorized installation of personal software onto company PC



Policy/Procedure Violation



Performance Transgression



Behavior/Conduct Infraction



Absenteeism/Tardiness

Prior Notifications

Level of Discipline Date Subject

Verbal ___________ __________________________________________

Written ___________ __________________________________________

Final Written ___________ __________________________________________

Software Piracy (Unauthorized Installation)

105

Incident Description and Supporting Details: Include the following information: Time,

Place, Date of Occurrence, and Persons Present as well as Organizational Impact.

Dennis,

In December 2009, Data Security Administrator Bill Wright performed a “baseline software

audit” and removed programs from your PC that were not authorized for installation. You

were told not to load any unauthorized copies of software again.

In a random software audit conducted on 4/22/10, Bill Wright found programs on your PC

that were formerly removed from your system back in December and for which there is no

proof of ownership. This clearly violates our company’s software piracy policies, which state

that no unauthorized copies of computer software are to be loaded onto an employee’s PC

under any circumstances. Your actions might violate U.S. copyright law as well.

Performance Improvement Plan

1. Measurable/Tangible Improvement Goals: Dennis, I expect you to uphold all rules

and policies regarding software installation and to abide by all of our organization’s

standards of performance and conduct.

2. Training or Special Direction to Be Provided: A copy of the company policy on

unauthorized installation of software is attached. Please read it immediately and let me

know if you have any questions.

3. Interim Performance Evaluation Necessary? No

4. Our Employee Assistance Program (EAP) Provider, Prime Behavioral Health Group,

can be confidentially reached to assist you at [phone]. This is strictly voluntary.

A booklet regarding the EAP’s services is available from Human Resources.

5. In addition, I recognize that you may have certain ideas to improve your performance.

Therefore, I encourage you to provide your own Personal Improvement Plan Input

and Suggestions:

___________________________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

(Attach additional sheets if needed.)

Outcomes and Consequences

Positive: I will remain available to help you and discuss areas where you require

additional support. If you meet your performance goals, no further disciplinary action

will be taken regarding this issue.

106

Policy and Procedure Violations

Negative: You are now being placed on notice that if you ever again install or copy

unauthorized software on to your workstation, disciplinary action up to and including

termination may result. A copy of this document will be placed in your personnel file.

Scheduled Review Date: None

Employee Comments and/or Rebuttal

___________________________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

(Attach additional sheets if needed.)

X __________________________________

Employee Signature

Employee Acknowledgment Goes Here