Leadership: County Director Process – Example Proposed Discharge Letter

The following is an example of a Notice of Proposed Disciplinary Action Discharge.

OKLAHOMA DEPARTMENT OF HUMAN SERVICES

Date

Name
Job Title
U#, PeopleSoft#, Job Code, Pay Band
Permanent/Classified
Work Location
Department

Notice of Proposed Disciplinary Action
Discharge

This is to notify you of my intention to discharge you from your Permanent/Classified position as a JOB TITLE in WORK LOCATION and DEPARTMENT. Please read this letter carefully as it explains the reasons for this action and your rights prior to any final determination.

PROVIDE IMPORTANT AND DETAILS THAT SUPPORTS THE POLICY VIOLATIONS FOR THE PROPOSED DISCHARGE, IN CHRONOLOGICAL ORDER.

Documentation supporting this proposed discharge is incorporated herein and is provided to you under separate cover.

A review of your personnel file indicates you have had an oral reprimand dated __________ and a written reprimand dated _______________ and this was also considered before issuance of this action.
Your actions are in violation of OKDHS policy CITE POLICY VIOLATIONS HERE. Copies of these policies are attached.

Based on the information described above and in accordance with OKDHS policy cited earlier I believe your discharge is warranted. However, you are entitled to submit a written response giving any reason why you believe such action is not warranted prior to my making a final determination. Your written response concerning this proposed action must be submitted within five (5) working days of receipt of this notice to NAME, TITLE and ADDRESS, ZIP.

This notice is provided to you in accordance with Oklahoma Department of Human Services policy OKDHS: 2-1-11, Discharge and Pretermination Hearing and Merit Rule 455:10-11-17, Discharge. Copies of these policies are attached. Also attached is a copy of the Certificate of Prior Disciplinary Action.

According to Merit Rule 455:10-11-17 and OKDHS: 2-1-11, before discharge can be taken, a Pretermination Hearing must be held. The Pretermination Hearing is to provide information from which a determination shall be made as to whether reasonable grounds exist to believe that the charges against the employee are true and whether the grounds support the proposed discharge. Your Pretermination Hearing is scheduled for DATE at TIME and will be held at LOCATION INCLUDING ADDRESS. You have the right to be represented at the Pretermination Hearing by an attorney or other person of choice. If you elect to waive your right to the Pretermination Hearing or fail to appear at the scheduled time and place for the hearing, the final decision will be based on written documentation and your response, if any. The final decision on this proposed discharge will be issued within ten (10) working days of the date of the Pretermination Hearing.

Sincerely,

Name
Title
Division
Attachment: OKDHS: 2-1-7
OKDHS: 2-1-11
Merit Rule 455:10-11-17
Certificate of Prior Disciplinary Action
c: OKDHS Office of General Counsel
HRMD Corrective Discipline Manager

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