(a) Purpose.  A written reprimand is used to correct problems not resolved by oral reprimand or for more serious performance or behavioral problems that warrant beginning at the written reprimand level.  The immediate and reviewing supervisors sign the written reprimand.

(b) Requirements.  A written reprimand includes:

• (1) the employee's name, title, job family descriptor, pay band, user identification (ID) number, PeopleSoft number, and division;
• (2) the date of the written reprimand;
• (3) a citation of the statute, policy, practice, or procedure violated;
• (4) grounds for written reprimand including a statement of the act or incident that is the cause of the written reprimand, and evidence supporting the disciplinary action.  Witness statements and investigative reports are listed in the written reprimand and provided the employee under separate cover;
• (5) a corrective action plan per OKDHS:2-1-7(e);
• (6) a summary of prior discipline, or a statement that the employee has no prior discipline;
• (7) a statement that continued violations will result in suspension without pay, involuntary demotion, or discharge;
• (8) a notice that the  employee has a right to submit a written response within five working days and that the response will be attached to the written reprimand and included in the employee's personnel file;
• (9) a notice of the employee's right to grieve the written reprimand in accordance with the Oklahoma Department of Human Services (OKDHS) grievance regulations; and
• (10) signature of the employee's immediate and reviewing supervisors.

(c) Distribution.  The local administrator provides a copy of the written reprimand and response to the:

• (1) employee;
• (2) Human Resources Management Division (HRMD) personnel file; and
• (3) corrective discipline manager.