TABLE OF CONTENTS
Important Reminder
This guide is intended as a reference tool for building administrators and should be used in conjunction with district policies, administrative procedures, collective bargaining agreements, and Human Resources guidance.
Glossary of Terms
Westside Community Schools consistently adheres to contractual agreements and due-process requirements to ensure fair and equitable handling of all situations.
Administrative Leave
A temporary employment status in which a staff member is relieved of regular duties while a matter is reviewed or addressed. Administrative leave may be with or without pay, depending on district policy, contractual agreements, and the nature of the situation.
Administrative Response
Actions taken by school administration to address staff conduct, which may include fact-finding, documentation, corrective action, safety planning, coaching, and communication, in alignment with district policy and procedures.
Assessing Intensity
The process of evaluating how severe, forceful, persistent, or harmful a behavior is at the time it occurs. Intensity considers factors such as tone, volume, physicality, emotional escalation, duration, repetition, and context. High-intensity behaviors may warrant immediate administrative action regardless of prior incidents.
District Discretion
District discretion refers to the authority of building-level administrators, in conjunction with Human Resources, to determine appropriate responses to staff conduct in alignment with district policy, contractual obligations, and applicable law. This includes consideration of severity, impact, intent, frequency, safety, and prior history. District discretion does not override legal requirements, including Title IX obligations or due process rights, and is exercised to ensure consistency, fairness, and the safety and well-being of students and staff.
Egregious Behavior
Conduct that is severe in nature and significantly compromises safety, dignity, trust, or professional responsibility. Egregious behavior may result in an immediate escalation to a higher level of response regardless of prior incidents.
Harassment
Unwelcome conduct based on a protected characteristic or status, or other inappropriate behavior, that unreasonably interferes with an individual’s work or learning environment, or creates an intimidating, hostile, or offensive environment. Staff are expected to review and follow district guidelines for Title IX violations as outlined in the Staff Handbook.
● Any behavior that may meet the threshold of a Title IX concern must be handled in accordance with district policy.
● All Title IX reports must be reported to Student Services, regardless of perceived severity or intent.
● When appropriate, impacted staff members should be offered information about available Employee Assistance Program (EAP) resources as a support option.
● Building-level administrators are responsible for ensuring concerns are promptly elevated and not investigated independently beyond initial safety steps.
Impact
The effect a behavior has on others or the school environment, including physical harm, emotional distress, disruption to learning or operations, damage to relationships, or erosion of trust.
Intent
The degree to which a behavior was purposeful or unintentional. Intent is considered when determining severity but does not eliminate accountability, nor does it remove the need for appropriate response or corrective action.
Level of Severity (Low / Moderate / High)
A classification used to describe the seriousness of a staff member’s behavior based on impact, intent, frequency, intensity, and safety considerations. Behaviors may move between levels depending on the circumstances and do not require progression through each level.
Negotiated Groups
Contractual agreements and negotiated groups refer to the collective bargaining agreements, employment contracts, and memoranda of understanding that govern the terms and conditions of employment for district staff. These agreements outline rights, responsibilities, procedures, and due process protections that must be considered when addressing staff conduct and determining appropriate administrative responses.
Pattern:
A pattern refers to repeated or recurring behavior over time that indicates an ongoing concern rather than an isolated incident. A pattern may be established through multiple similar incidents, repeated occurrences of related behaviors, or an escalation in frequency or impact, even when individual behaviors differ in form. A pattern may exist regardless of whether prior incidents resulted in formal disciplinary action and is determined based on the frequency, consistency, and overall impact on students, staff, or the school environment.
Progressive Response
A framework in which responses may increase with repeated behaviors; however, behaviors may escalate directly to higher levels based on seriousness, impact, intensity, or safety concerns.
Restorative Practices
Approaches focused on acknowledging harm, repairing relationships, and restoring trust, when appropriate and safe to do so. Restorative practices may be used in conjunction with administrative action.
Title IX
A federal civil rights law that prohibits discrimination on the basis of sex in education programs and activities, including sexual harassment, sexual misconduct, and gender-based discrimination.
Victim Communication Plan
A process outlining how the school level leader communicates with and supports individuals impacted by staff conduct, including students, staff members, or families, as applicable.
● The building-level leader is responsible for ensuring timely, clear, and compassionate communication with the victim and/or the victim’s family.
● Follow-up communication is expected to ensure the impacted individual feels supported and safe moving forward.
All communication should be proactive, professional, and transparent within confidentiality limits, with the goal of restoring trust and maintaining a safe, respectful school environment.
Westside Community Schools – Staff Reprimand Severity Examples
This rubric is intended as a reference guide only and includes examples of behaviors that may fall within low, moderate, or high levels of concern. Behavior may escalate directly to a higher level based on the seriousness or impact of the conduct, and administrative discretion will be used in determining appropriate action. 1st Offense/Low Level Examples
Inappropriate Interactions
• Unprofessional tone
• Sarcastic or frustrated comments
• Poorly worded or curt emails
• Isolated insensitive remarks
• Minor boundary concerns
• Failure to follow communication protocols
Inappropriate Use of Technology
Harassment: (Adult to Adult)
• Playing games or social media during instructional time
• Watching videos or media without instructional purpose
• Using digital tools inappropriately
• Isolated sarcastic or dismissive comments
• Unprofessional tone in emails or meetings
• Eye-rolling, sighing, or dismissive body language
• Repeated unprofessional communication
• Raised voice or harsh language
• Argumentative written communication
• Boundary violations with students
• Pattern impacting school climate
• Accessing explicit, violent, or highly inappropriate content
• Misuse that disrupts instruction or learning
• Recording or sharing images/videos of others
• Taking photos or videos of peers without consent
• Threatening or intimidating language
• Aggressive or inappropriate physical • Discriminatory or harassing behavior
• Retaliatory actions
• Inappropriate social media posts
• Serious safety or legal concerns
• Cyberbullying, harassment, or threatening messages
• Attempting to bypass school filters or security settings
• Sharing private, confidential, or personal information
Harassment: (Adult to Student)
• Inappropriate or insensitive jokes directed at a student
• Inappropriate or insensitive jokes directed at a student
• Isolated use of a sarcastic or dismissive tone toward a student
• Speaking to a student in a condescending manner
• Repeated demeaning or belittling remarks
• Persistent negative comments about a colleague
• Publicly criticizing or embarrassing a colleague or school
• Repeated belittling, shaming, or demeaning comments toward a student
• Publicly embarrassing a student in front of peers/others
• Persistent negative comments about a student’s abilities or behavior
• Pattern of unfair or targeted treatment
• Threatening or intimidating behavior
• Sexual harassment or explicit comments
• Stalking, following, or repeated unwanted contact
• Any behavior creating a hostile or unsafe work environment
• Threatening, intimidating, or humiliating a student
• Sexual comments, gestures, or behavior toward a student
• Physical intimidation or inappropriate physical contact
• Any conduct that compromises student safety or well-being
Absenteeism
Westside Community Schools – Staff Reprimand Severity Examples
• Late submission of absence requests
• Isolated use of leave that requires coverage adjustments
• Isolated tardiness related to absence
Notification of Arrest-Charge
•Failure to notify administration within the required timeframe
• Isolated misunderstanding of reporting procedures
• Incomplete initial information
Performance
• Inconsistent lesson plans
• Inconsistent classroom routines
• Requires frequent reminders to meet expectations
• Developing instructional effectiveness
Possession of Prohibited Item
Insubordination
• Possession of an item not allowed by school policy but not dangerous (e.g., personal electronics)
• Accidental possession brought to school and turned in promptly
• •
• Inconsistent follow-through on expectations
• Requires reminders to meet expectations
• Questioning a directive in a non-disruptive but resistant manner
• Pattern of absences on high-impact days (e.g., Mondays/Fridays, PD Days)
• Failure to follow district procedures for requesting leave
• Leave use that creates staffing challenges
• Consistent tardiness
• Inconsistent communication regarding absences
• Excessive absences that significantly disrupt student learning
• Absences without notice or approval
• Misuse or falsification of leave
• Failure to communicate absences despite prior reminders
•Ongoing pattern that compromises professional responsibilities
• Pattern of late or inconsistent notification
• Repeated need for reminders regarding reporting obligations
Neglect of Duty
• Requires reminders to complete expectations
• Isolated lapse in judgment
• Failure to complete lesson plans
• Failure to meet established deadlines after reminders
• Inconsistent implementation of feedback or coaching
•Persistent classroom management concerns impacting learning
• Repeated possession of prohibited items after reminders
• Failure to surrender a prohibited item when asked
• Item used in a way that disrupts learning
• Concealing a prohibited item
• Repeated refusal to follow directives after clarification
• Ignoring directives or deadlines despite reminders
• Pattern of noncompliance with assigned duties
• Continued noncompliance over time
• Failure to follow established procedures despite reminders
• Pattern of incomplete or neglected responsibilities
• Failure to disclose an arrest or charge as required by district policy
• Intentionally withholding information related to an arrest or charge
• Conduct that compromises trust, safety, or professional responsibility
• Persistent classroom management concerns impacting learning
• Refusal or inability to implement required instructional changes
• Classroom environment that compromises student learning or safety
• Possession of items that pose a safety risk
• Possession of illegal substances or paraphernalia
• Refusal to comply with directions related to the item
• Any possession requiring immediate administrative or safety response
• Open defiance of administrative directives
• Hostile, aggressive, or threatening behavior toward supervisors/others
• Encouraging others to disregard directives
• Refusal to comply despite prior corrective action
• Ongoing failure to fulfill essential job responsibilities
• Failure to follow procedures that results in harm or significant risk
Westside Community Schools – Staff Reprimand Severity Examples
Student Confidentiality/FE
RPA Violation
• Delayed completion of required tasks or paperwork
• Leaving student documents visible but secured promptly when noticed
• Using student names in staff-only conversations in semi-public settings
• Isolated lapse in confidentiality awareness
Workplace Safety/Security
• Forgetting to follow a safety procedure but correcting it immediately
• Inattention to safety reminders (e.g., drills, procedures)
• Isolated lapse in situational awareness
Professional Conduct & Ethics
• Inconsistent adherence to professional boundaries
• Isolated lapse in professional judgment
• Discussing student information with unauthorized individuals
• Discussing student discipline, grades, or IEPs in public areas
• Repeated failure to secure student records or devices
• Pattern of confidentiality lapses after reminders
• Neglect that places students or staff at risk
• Sharing confidential student information publicly
• Posting or sharing student information on social media
• Intentionally accessing records without educational need
• Violation significantly compromises student privacy or safety
• Repeated failure to follow established safety or security procedures
• Leaving secured doors unlocked or unattended
• Ignoring safety protocols after reminders
• Pattern of unsafe practices
• Repeated unprofessional behavior after redirection
• Disrespectful or inappropriate communication with colleagues, students, or families
• Pattern of conduct that undermines professionalism
• Boundary violations that raise concern
• Actions that place students or staff in immediate danger
• Allowing unauthorized individuals access to the building
• Tampering with security systems or safety equipment
• Failure to follow emergency procedures
• Serious ethical violations
• Dishonesty, falsification of records, or misrepresentation
• Ethical violations involving students
• Violation of law, policy, or code of ethics
• Behavior that compromises the integrity of the profession
Inappropriate Interactions: Verbal, Written, Social Media, Physical
inappropriate interactions occurred across multiple forms, including verbal, written, social media, and/or physical behaviors
*Meeting with Supervisor or PrincipalContact HR
Contact HR
*Verbal Reprimand
*Letter of Summary from Supervisor or Principal*HR Letter of Reprimand
*Written Letter (Email Summary)*HR Letter of Reprimand
*Contact CPS if needed
*Offer EAP
*Possible Administrative Leave with pay pending investigation
*Contact CPS if needed
*Offer EAP
*Possible Administrative Leave with pay pending investigation
*Recommendation for Termination
*Contact CPS if needed
*Offer EAP
Inappropriate Use of Technology
*Accessing Inappropriate Content
*Violating student privacy
*Improper use of school email
*Inappropriate Social Media Activity
*Cybersecurity Violation
*Contact HR
*Meet with Supervisor/Principal
* Letter of Summary
*Possible suspension of access to district technology.
*Contact HR
*Meet with Supervisor/Principal
*Meet with HR
*Letter of Summary
*Contact HR
*Meet with Supervisor/Principal
*Meet with HR
* Letter of Summary
*Possible suspension without pay.* Possible suspension without pay.
*Develop a plan with HR for proper use of technology.
Harassment:(AdulttoAdult)
Harassment: (Adult to Adult) Contact HR
*Threatening
*Bullying
*Intimidation
*Sexual
*Retaliation
BOE Policy:
Contact HR
*Meeting with Supervisor/Principal*Meeting with HR
*Verbal Reprimand
*Final HR Reprimand
*Written Letter of Summary*Recommendation for termination
*Meeting with HR
*Offer EAP
*Possible suspension with pay during investigation
*Possible termination
*Offer EAP
Contact HR
*Recommendation for termination
Issue
1st Offense/Step #1
Harassment: (Adult to Student) Contact HR Contact HR Contact HR
*Threatening *Meeting with Supervisor/Principal*Meeting with HR
*Bullying *Verbal Reprimand *Final HR Reprimand
*Intimidation *Written Letter of Summary *Recommendation for termination
*Sexual *Meeting with HR *Offer EAP
*Retaliation *Possible suspension with pay during investigation
BOE Policy: *Possible termination
*Offer EAP
*Recommendation for termination
Issue
1st Offense/Step #1
Absenteeism The principal meets with employee to discuss attendance concerns and district expectations.
2nd Offense/Step #2
3rd Offense/Step #3
Written Warning & MonitoringHR and Principal meet jointly with the employee.
Repeated or excessive absences and/or tardiness that are not consistent with district attendance expectations, impacting job performance, supervision, or continuity of instruction.
• Identify any underlying issues or barriers to attendance.
• Principal issues a Letter of Summary with HR consultation.
• Review attendance history and previous interventions.
• Provide verbal warning and document conversation (summary email).
• Outline attendance expectations and consequences for continued absenteeism.
• Offer resources if applicable (e.g., EAP, medical leave process, etc.).
• Determine next steps, options may include final written warning, suspension, or recommendation for termination.
Endangerment
Any action or behavior that jeopardizes the safety or well-being of students, staff, or self. This includes physical aggression, unsafe supervision, neglect of duty resulting in harm or risk, or failure to follow established safety protocols.
Immediate Investigation & DocumentationFormal Disciplinary Action
• The principal conducts an initial investigation and documents the incident.
• HR and Principal meet with the employee to review findings and expectations.
TerminationRecommendation
• Any repeated or severe instance of endangerment may result in immediate termination.
• Remove employee from duty if necessary to ensure safety.
• Notify HR immediately.
• Depending on severity, may result in administrative leave pending investigation.
• Issue a Written Reprimand or Final Warning as appropriate.
• Provide documentation of required corrective actions and training (if applicable).
• HR and district leadership determine final disposition based on the investigation.
Notification of Arrest-ChargeContact HR Contact HR Contact HR
*Child Abuse Contact CPS-If needed Contact CPS-If needed
*Endangerment of minor HR-Letter of Summary Recommendation for Termination
*Alleged sexual misconductRecommendation for Termination
*Class I or II Misdemeanor
*Felony Charge
*DUI
Performance Contact HR
Contact HR
Provide HR with documentationMeet with Principal or Supervisior
Meet with Principal or SupervisiorMeet with HR
Letter of Summary from Principal or Supervisor
Letter of Summary from HR
Performance deficiencies are identifiedDevelop a targeted improvement plan
Identify additional supports
*Collect evidence
*After 4 weeks review the plan
*Review evidence together as a team
Contact HR
Possession of Prohibited Item Call 911-To collect drugs or firearms
*Alcohol Contact HR
*Drugs Recommendation for Termination
*Firearms
*Other
Issue
Refusal or failure to follow a direct and reasonable directive from a supervisor or administrator, disrespectful or defiant behavior toward authority, or deliberate disregard of established policies and procedures.
1st Offense/Step #1
2nd Offense/Step #2
3rd Offense/Step #3
Verbal Warning & Clarification of Expectations Written Warning & Improvement PlanFormal Disciplinary Action or Termination Recommendation
• The principal meets with the employee to discuss the incident.
• Review expectations for professional conduct and compliance with directives.
• Provide verbal warning and document the conversation (summary email or memo to file).
• The Principal consults HR before issuing a Letter of Summary or Written Warning.
• Outline specific instances of insubordination, expectations moving forward, and possible consequences for future violations.
• HR and Principal meet jointly with employee.
• Review history of incidents and prior interventions.
• Depending on severity, action may include suspension or recommendation for termination.
Issue
Failure to carry out assigned job responsibilities or to exercise proper supervision and care for students, staff, or property.
This includes lack of follow-through on required tasks, failure to perform assigned supervision duties, or actions that compromise student safety and school operations.
1st Offense/Step #1
Verbal Warning & Clarification of Expectations
2nd Offense/Step #2
• Principal issues a Letter of Summary or Written Warning in consultation with HR.
3rd Offense/Step #3
• HR and Principal meet jointly with the employee to review continued neglect or lack of improvement.
• The principal meets with the employee to review the incident and expectations.
• Provide verbal warning and outline expectations for improvement.
• Document conversation (summary email or memo to file).
• Identify specific duties neglected and provide a plan for correction.
• Monitor compliance over a defined period.
• Determining next steps may include final written warning, suspension, or termination recommendation.
Failure to maintain the confidentiality of student information as required under the Family Educational Rights and Privacy Act (FERPA) and district policy.
This includes sharing identifiable student information without authorization, discussing student matters in public, or mishandling confidential records.
• The principal meets with the employee to review the incident and district confidentiality policies.
• Principal issues a Written Warning in collaboration with HR.
HR and Principal meet jointly with the employee.
Contact HR
• Outline specific violation(s), potential legal implications, and expectations for immediate compliance.
• Review prior violations and lack of compliance.
• Provide verbal warning and require completion of FERPA refresher training.
• Require additional FERPA or confidentiality training.
• Determine disciplinary outcome may include final written warning, suspension, or termination recommendation based on severity.
• Document the discussion (summary email or memo to file).
Issue
Failure to follow established district and building safety procedures that protect students, staff, and property.
This includes unsafe actions, failure to follow emergency protocols, or behaviors that compromise building security (e.g., leaving doors unlocked, ignoring drills, or allowing unauthorized access).
1st Offense/Step #1
The principal meets with employee to review the incident and reinforce district safety protocols.
• Provide verbal warning and document the conversation (summary email or memo to file).
2nd Offense/Step #2
• Principal issues a Written Warning in collaboration with HR.
• Outline specific violations and consequences for repeated failure to follow safety procedures.
3rd Offense/Step #3
HR and Principal meet jointly with employee.
• Review prior incidents and interventions.
• Offer retraining on safety expectations if needed.
• Require completion of additional safety/security training.
• Determining next steps may include suspension or recommendation for termination depending on severity and risk to safety.
Issue 1st Offense/Step #1 2nd Offense/Step #2 3rd Offense/Step #3
Failure to demonstrate professional, respectful, and ethical behavior consistent with district standards and policies. This includes dishonesty, unprofessional communication, inappropriate language, disrespect toward colleagues or students, or failure to uphold the district’s code of conduct and values.
• The principal meets with the employee to address the concern and review district expectations for professional conduct.
Written Warning & Improvement PlanHR and Principal meet jointly with the employee to review continued or serious unprofessional conduct.
• Provide verbal warning and coaching on maintaining professionalism.
• Document the discussion (summary email or memo to file).
• Principal issues a Letter of Summary in collaboration with HR.
• Determining appropriate disciplinary response may include final written warning, suspension, or termination recommendation depending on severity.
• Identify specific concerns, set clear expectations for conduct, and outline consequences for future violations.
• Implement a short-term improvement plan with follow-up meeting(s).