OFFICIAL DISCUSSIONS

What is an Official Discussion?

     Article 16.2 of the National Agreement provides that supervisors should discuss "minor offenses" with employees.  Official discussions are not considered discipline, but are used as a forewarning that discipline could be issued in the future if changes are not made.  Official Discussions are a management tool used to make employees aware of rules.  The Official Discussion is designed to point out minor offenses and give the employee and opportunity to correct their behavior before discipline is intiated.

How is an Official Discussion Conducted?

     An Official Discussion should be a private one-on-one meeting between an employee and their supervisor.  Preferably, the supervisor will take the employee off the floor, into the office, to ensure privacy.  However, an Official Discussion may be held on the floor provided the discussion is moved to a private area, out of the earshot of others. 

     Despite the name, the Official Discussion is not really a discussion at all.  It is usually a one-sided event with the supervisor speaking and the employee listening.  Perhaps the name "Official Lecture" would be a better choice. 

Can I have a shop steward present during my Official Discussion?

     Because a discussion is not considered discipline, employees are not entitled to union representation during an Official Discussion.  Remember, the discussion is supposed to be private.  Brining in a third person means it is no longer a private meeting.  Likewise, bringing in a second supervisor, manager, postmaster or MDO would render the discussion improper.  The meeting should be one-on-one.  One supervisor discussing issues with one employee.

     That said, some supervisors do bring shop stewards into Official Discussion meetings.  This could be a Catch-22 situation for the steward.  On the plus side, the steward will be at the discussion and can be a wtiness to what was said (or not said) .  On the negative side, the steward will be at the discussion and can be a witness to what was said (or not said).  No steward wants to be a witness used to testify against an employee.  No steward wants to forced to answer the question, "You were at the Official Discussion.  You heard me tell employee Jones to stop leaving their work area didn't you?"

Without a shop steward, what should I do?

     Take notes.  Thast is the #1, most important thing you can do during an Official Discussion.  Take notes.  More often than not, the supervisor will be taking notes.  You should too.  If the content of that discussion ever becomes an issue of dispute, the supervisor's notes will tend to give veracity to their version of events.  Your own notes will lend credence to your version.

     After the discussion, put your notes somewhere you can get to them, if needed.  It is also a good idea to let your shop steward know that you were given a discussion. 

Must the supervisor say "Official Discussion" for the meeting to be valid?

     Some employees pin their hopes on the fact that the supervisor did not say, "This is an Official Discussion."  The supervisor should say those words, to avoid confusion.  However, there is no requirement that the exact phrase "Official Discussion" be uttered. 

     Nomenclature aside, there are several key requirements that should happen at a "proper" Official Discussion

  • The employee should be informed that the discussion is not a disciplinary action.

  • The supervisor should clearly state the perceived infracion, offense, or wrongdoing.

  • The supervisor should clearly indicate what is expected of the employee.

  • The supervisor should clearly convey the message that failure to improve could lead to discipline in the future.

  • The supervisor should eliminate any ambiguity or confusion and ensure that the employee fully understands  

What now?

     If, after receiving an Official Discussion you have any questions about the process, or what comes next, you should contact your shop steward.  They will be able to answer your questions.  After the discussion, you should just go about your normal business.  If you had done something wrong (knowingly or unknowlingly) you should strive to ensure you don't repeat the infraction.

     It is important to note that infractions or violations raised during an Official Discussion should not be re-used against you in the event of future discipline.  The purpose of the discussion is to make you aware of problems and allow you to "self-correct" and avoid discipline.  It would be unfair to have a discussion about five absences and then be discipline for those same five absences.  To do so would make the discussion pointless and would deprive the employee of the opportunity to show improvement.

     An Official Discussion is not the end of the world.  It is, however, something which should not be taken too lightly.  If there are concerns about attendance, work habits, or employee behavior, it is to the employee's advantage to have a chance to hear these concerns and be given the opportunity to make the necessary changes to avoid discipline. 

 
 
 
 
 
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