Employee Resignation & Termination.- Trainual- (English)

Progressive Discipline Policy

At Simonian Rugs, we recognize that everyone makes mistakes and may not always follow policies perfectly. Our Progressive Discipline Policy is designed to help employees correct issues, support growth, and ensure fairness when addressing misconduct or performance concerns. We aim to guide employees toward improvement while ensuring serious matters are handled thoroughly and consistently.

Purpose

• Give employees a fair chance to correct behavior or performance issues.
• Ensure a consistent, transparent process for all team members.
• Thoroughly investigate and address serious or repeated offenses.

Disciplinary Process Overview

Our progressive discipline process consists of six steps, increasing in severity:

1. Verbal Warning
   • Issued privately by a manager or HR.
   • The relevant company policy is explained, and coaching or advice is provided.
   • You have two weeks to correct the behavior before moving to Step 2.
2. Informal Meeting with Supervisor
   • Discussion of corrective actions and actionable feedback.
   • Coaching or mentoring may be reviewed.
   • You have one month to improve before Step 3.
3. Formal Reprimand
   • Written notice issued by HR.
   • Clear explanation that failure to improve within one week will result in escalation to Step 4.
4. Formal Disciplinary Meeting
   • Meeting with HR, Department Head, and/or supervisor.
   • You may explain your side; HR investigates.
   • HR clarifies this is the final step before penalties.
   • Immediate correction is required, or Step 5 follows.
5. Penalties
   • May include loss of perks/benefits (not those required by law), suspension without pay, or demotion for serious offenses.
   • Counseling may be provided if appropriate.
   • Uniform and fair application for all employees.
   • You have one month to correct the behavior before Step 6.
6. Termination
   • Ongoing violations or severe misconduct will result in termination after an official HR investigation.
   • Termination for cause applies to severe violations or felonies.

Documentation:
All steps are official and must be documented by managers. HR keeps records from Step 3 onward.

Flexibility in the Process

Managers and HR may repeat a step instead of progressing, if:

• The step was not properly executed the first time.
• The employee is showing improvement and needs more support.
• Changing circumstances justify repeating a step.

Managers must clarify when the process is being initiated and document each step.

Starting Point Based on Severity

• Performance Issues (e.g., missed work, missed deadlines): Start at Step 1.
• Minor Offenses (e.g., minor mistakes, dress code): Start at Step 1.
• Serious Misconduct (e.g., repeated offenses, rudeness): Start at Step 3.
• Severe Violations (e.g., substance abuse, offensive behavior, retaliation): Start at Step 5.
• Illegal Behavior (e.g., bribery, harassment, violence, fraud): Start at Step 6.

HR or Department Heads may skip steps if prior discipline has occurred or the situation warrants immediate action.

Right to Appeal

Employees not terminated for cause or illegal behavior may appeal disciplinary action (e.g., demotion). Appeals should be submitted to HR, who will review the case and may organize a hearing.

Prevention & Culture

We strive to prevent the need for discipline by:

• Clearly communicating policies and the Code of Conduct to all employees.
• Announcing policy changes formally.
• Holding regular performance meetings to address issues early.
• Training managers and employees on policies and respectful communication.
• Fostering a culture of respect, support, and collaboration.

Final Note

This policy serves as a general guideline. Simonian Rugs reserves the right to address unique circumstances differently, but always commits to fair, lawful, and well-documented processes.

If you have questions about this policy or the process, please reach out to HR or your manager. We’re here to help everyone succeed!

Resignation Policy

At Simonian Rugs, we understand that career paths can change and that sometimes team members may choose to move on. Our goal is to ensure every resignation is handled with respect, professionalism, and minimal disruption to our team and customers.

What is a Resignation?

A resignation occurs when you voluntarily inform Simonian Rugs that you will be leaving your position. We also consider an employee to have resigned if they do not report to work for three (3) consecutive days without notifying their manager or HR (“job abandonment”).

Notice Period

While you are not required to provide advance notice to resign, we kindly request the following to help us manage workflow and ensure a smooth transition:

• All Employees: Please provide at least two (2) weeks’ notice whenever possible.
• Specialized or Executive-Level Employees: If you hold a specialized, leadership, or executive position, please provide at least one (1) month’s notice if possible, so we can plan for your transition.

How to Resign

• Verbal resignations are accepted, but we strongly prefer a written resignation letter or email for our HR records.
• Your resignation letter should include your intended last working day and, if you wish, a brief reason for your departure (optional).
• Please submit your resignation to your direct manager and HR.

Transition and Final Steps

• We appreciate your help in training your replacement, documenting your work, or assisting with a handover during your notice period.
• HR will schedule an exit interview to gather your feedback and explain final pay, PTO payout (if applicable), benefits, and the return of company property.

Job Abandonment

If you do not report to work and do not notify your manager or HR for three (3) consecutive scheduled workdays, we will consider this a voluntary resignation.

Final Note

We value your contributions to Simonian Rugs and wish you the best in your next chapter. If you have questions about this policy or need guidance on resigning, please contact HR.

Termination & Separation of Employment Policy

At Simonian Rugs, we are committed to handling all employment separations with transparency, professionalism, and respect. Our goal is to ensure the process is clear for everyone involved, minimizing misunderstandings and maintaining trust.

Scope

This policy applies to all current and prospective employees of Simonian Rugs regarding any form of employment separation.

Policy Statement

• Simonian Rugs will comply with all applicable laws regarding termination and separation of employment.
• We avoid “implied contracts” and unnecessary terminations, and all actions will be documented and handled with discretion.

Types of Employment Separation

Termination of employment occurs when an employee’s contract is discontinued, either through their own actions or the company’s. Separations are categorized as either voluntary or involuntary:

Voluntary Separation

• Resignation (employee chooses to leave)
• Retirement
• Job Abandonment (failure to show up for three consecutive days without notice)
• Expiration or completion of contract

Involuntary Separation

• Discharge for Cause:
  Immediate termination due to misconduct, which may include (but is not limited to):
  • Breach of contract
  • Fraud, embezzlement, or illegal actions
  • Discriminatory behavior or harassment
  • Unlawful or immoral conduct on the job
  • Willful neglect of duties
  • Intentional damage to company property
  • Repeated disregard for company policy
    Discharge for cause is at the company’s discretion and must be based on unacceptable behavior or actions that violate legal or company guidelines.
• Discharge Without Cause:
  Termination not related to employee misconduct, such as:
  • Layoffs
  • Departmental restructuring
  • Position elimination
    In these cases, Simonian Rugs will provide advance notice based on tenure, position, and applicable law. If immediate separation is required, “pay in lieu of notice” will be provided.

Compensation & Benefits Upon Separation

• Accrued Vacation/PTO:
  Employees will be compensated for accrued vacation time as appropriate.
• Severance Pay:
  May be offered in cases of discharge without cause but not for discharge for cause.
• Final Pay:
  All compensation due will be paid in accordance with state law.

Prohibited Practices

• Wrongful Dismissal:
  Simonian Rugs will not terminate employees unfairly for cause, without proper notice, or force constructive dismissal (where an employee is compelled to resign due to hostile or unlawful behavior).
• Unlawful Termination:
  Termination based on discrimination, retaliation, or as a result of filing health and safety complaints is strictly prohibited.

Procedure

1. Documentation:
   • For involuntary separations, the supervisor must submit a termination document to HR on or before the separation date.
   • Discharge for cause may result in immediate suspension pending documentation and investigation.
2. Termination Meeting:
   • When appropriate, a meeting with the employee, supervisor, and HR will be held to discuss the separation.
3. Notice:
   • For discharge without cause, employees will be notified in writing with the required advance notice or pay in lieu of notice.
4. Legal Review:
   • HR will consult with legal counsel prior to any termination to ensure compliance with all laws.
5. Recordkeeping:
   • All relevant documentation will be maintained in the employee’s file.

Commitment to Fairness

Simonian Rugs is committed to honesty, fairness, and compliance with all legal requirements in every employment separation. Supervisors and managers are expected to follow this policy strictly and consult with HR for guidance.

If you have questions about this policy or the separation process, please contact HR. We are here to support you and ensure every transition is handled with care and respect.

Return of Company Property Policy

At Simonian Rugs, we provide certain company-owned items to employees to help you perform your job effectively. When your employment ends, or if you change roles and no longer require specific equipment, it’s important that all company property is returned promptly and in good condition.

Covered Company Property

This policy applies to, but is not limited to, the following items:

• Cell phones
• iPads/tablets
• Square credit card readers
• Company credit cards
• Company vehicles
• Uniforms and branded apparel
• Keys, security badges, or access cards
• Any other equipment, tools, or materials issued by Simonian Rugs

Return Process

• When to Return:
  All company property must be returned on or before your last day of employment, or immediately upon request if your job duties change.
• Condition:
  Items should be returned in the same condition as issued, except for normal wear and tear. Please report any damage or loss as soon as possible.
• Where to Return:
  Return all items directly to your supervisor or the HR department. For large items (e.g., vehicles), follow instructions from your manager or HR.
• Documentation:
  You may be asked to sign a checklist confirming the return of all items.

Failure to Return Property

• If you do not return company property, Simonian Rugs may:
  • Withhold the replacement cost from your final paycheck, as permitted by law.
  • Take legal action if necessary to recover the property or its value.
  • Delay the processing of your final pay or severance until all items are returned (within legal limits).
• If an item is lost, stolen, or damaged beyond normal wear and tear, notify your manager or HR immediately. You may be responsible for the cost of replacement or repair.

Best Practices

• Keep company property secure and use it only for business purposes unless otherwise authorized.
• Do not share company equipment, passwords, or access credentials with unauthorized persons.
• Report any loss, theft, or damage to your supervisor or HR as soon as possible.
• Return all property promptly when requested, even if you are on leave or remote.

Final Note

Our goal is to ensure a smooth transition for everyone. If you have questions about this policy or are unsure what needs to be returned, please contact your manager or HR.

Exit Interview Policy

At Simonian Rugs, we value honest feedback from departing employees. Exit interviews help us understand why employees choose to leave, what they enjoyed or disliked, and how we can improve our workplace and practices for current and future team members.

Purpose

Exit interviews are designed to:

• Understand the reasons for an employee’s departure.
• Identify what employees liked or disliked about working at Simonian Rugs.
• Assess whether job descriptions match actual roles and responsibilities.
• Gather suggestions for improving our workplace, culture, and efficiency.

Scope

This policy applies to all employees who leave Simonian Rugs voluntarily (e.g., resignation, retirement). Participation is voluntary and there are no negative consequences for declining.

Policy & Process

1. Invitation & Scheduling

• Once an employee submits their resignation, HR will reach out (preferably in writing) to invite them to participate in an exit interview.
• Employees may choose the format: in-person, phone, video, or written questionnaire.
• Interviews should ideally occur before the employee’s final week, but may be scheduled within one month after departure if necessary.
• Immediate supervisors will not conduct the interview; HR or a neutral party will lead the process.

2. Voluntary Participation & Incentive

• Participation is voluntary and will not affect references, final pay, or benefits.
• To encourage participation, departing employees will be offered a gift card as a thank-you for their time and feedback.

3. Interview Format & Best Practices

• Interviews typically last about 60 minutes.
• HR will use a standard set of baseline questions to ensure consistency and comparability, but will also allow unstructured discussion for open feedback.
• Interviewers will:
  • Listen actively and neutrally.
  • Avoid persuading the employee to stay.
  • Avoid defensiveness or focusing solely on negatives.
  • Close the discussion on a positive note, thanking the employee for their contributions.

4. Sample Exit Interview Questions

• What prompted your decision to leave Simonian Rugs?
• What did you enjoy most about your role here?
• What would you change about our workplace?
• How would you rate the availability of guidance and training?
• Did you feel recognized for your work?
• Were there any barriers to doing your job efficiently?
• Is there anything else you’d like to share?

5. Confidentiality

• All information shared in exit interviews is confidential.
• HR will explain how feedback will be used (e.g., in aggregate or anonymized form) and assure employees of privacy.
• If serious issues (e.g., harassment, discrimination, illegal activity) are disclosed, HR will address them according to company policy and legal requirements, informing the employee if reporting is necessary.

6. Data Analysis & Reporting

• HR is responsible for analyzing exit interview data and sharing summarized insights and recommendations with senior management.
• Reports may be shared quarterly, annually, or as needed (e.g., after a spike in departures).

7. Follow-Up Survey

• Six months after the initial exit interview, HR may send a follow-up survey to confirm or expand on the employee’s feedback.
• Employees will be informed in advance that they may receive this survey.

Final Notes

• Participation is appreciated, but optional.
• Feedback is used to improve the Simonian Rugs experience for everyone.
• If you have any questions about the exit interview process, please contact HR.