Social Media Access at Work May be Ground for Disciplinary Action – Sample Notice to Explain
Social media is undoubtedly an important part of modern life. However, too much time spent on it during office hours can impact on productivity.
Hence, employers may regulate the use or prohibit in its policy.
The post below is based on the book Human Resource Forms, Notices and Contracts Volume 2
Form No. 62 Notice to Explain (First Notice) – Habitual Violation on Accessing Social Networking Sites, unauthorized email service provider such as Yahoo, Gmail, Facebook, Twitter and others
To : Name of Employee
From : Human Resources Manager or other authorized officer
Subject : Habitual Violation on Accessing Social Networking Sites, unauthorized email service provider such as Yahoo, Gmail, Facebook, Twitter and others
Date : (Date of issuance of Notice) The incident which occurred in the premises of the office has been brought to our attention. That on various occasions, particularly on the following dates: _______ (date) ________, our computer network monitor showed that you have been accessing social networking sites such as Facebook/Twitter (using unauthorized email service provider such as Yahoo/Gmail) despite repeated reminders against such unauthorized use.
Accessing social networking sites (or Using an unauthorized email service provider) during working hours is strictly prohibited and is an unauthorized use of Company resources. As such, it is analogous to serious misconduct, which is a just cause for terminating employment under the Labor Code.
In view of the foregoing, you are hereby required to submit a written explanation to this office within five (5) days from receipt of this notice, stating why the Company should not impose the penalty of dismissal for the acts mentioned.
Furthermore, you are invited to a conference on _________ (date) at ___________ (venue) where you shall be accorded the opportunity to express your side on the matter. You may be accompanied by your own counsel at the said conference if you wish to be assisted by one.
Your failure to submit your written explanation within the period provided shall be construed as a waiver of your right to be heard and the Company shall decide the matter on the basis of all records and evidence available to it.
Your compliance is strongly encouraged.
Very truly yours, _________________
(Name and signature of authorized signatory)
Learn how to incorporate social media policies in your Code of Discipline. Grab a copy of the book How to Design and Formulate Employee Code of Discipline
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