Understanding Your Rights: Probation Department Letters of Reprimand

On March 11, 2025, the Probation Department updated its Letters of Reprimand (LOR) Policy. An LOR serves as a formal written admonishment, requiring employees to adhere to County and Department policies and procedures. As a punitive action, employees have the right to submit a written response and/or file an administrative appeal.

Response and Appeal Process:

  • Written Response: Employees may submit a written response to the LOR within thirty (30) days of receiving it. This response will be attached to the LOR in their personnel file.

  • Administrative Appeal: Alternatively, employees may file a written request for an administrative appeal within the same thirty (30) day period.

Appeal Panel and Hearing:

LOR appeals are heard by an Administrative Appeal Panel comprising three individuals at the Division Director II level or higher, selected from outside the employee's chain of command. A Human Resources representative typically serves on this panel. SEBA members are entitled to representation during the hearing. The appeal process focuses on the presentation of relevant facts by the employee or their representative; it does not include witness confrontation.

Panel Findings:

The Administrative Appeal Panel will issue one of the following findings:

  • LOR Sustained: The panel determines the LOR is justified based on the presented information. A notice confirming the LOR will be placed in the employee’s Personnel File.

  • LOR Not Sustained: The panel determines the LOR is not justified. The original LOR will be removed from the employee’s Personnel File.

  • LOR Modified: The panel determines a modification of the LOR is warranted. The modified LOR will replace the original in the employee’s Personnel File.

Post-Appeal Response:

If the LOR is sustained or modified, employees may submit a written response to the panel’s decision within thirty (30) days of receiving the notice. This response will be attached to the LOR.

SEBA Assistance:

SEBA representatives are available to assist members who receive an LOR. For appeal assistance or to submit a written response, please contact the SEBA office at (909) 885-6074.

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