How Should I Handle a Staff Member Delaying Work for College Commitments?

Please help me with this matter: We converted a practical student to permanent staff on 22 July 2013. After working for one month, he was required to go back to college to complete his final presentation. The staff member just sent a message to the Project Manager to inform him that he is required back at college for one week to complete the presentation.

After one week (today), he sent another message to the Project Manager to inform him that he has not yet completed his presentation and will continue to stay at his college until he finishes this presentation.

With the above matter, should I send him a warning letter?

Thank you.

Celine

Employment Terms and Conditions

Before making him a permanent employee, have you ever apprised him of the rules, regulations, and terms/conditions of employment? If yes, have you issued any appointment letter to him? If yes, please take necessary action with reference to the Appointment Letter.

Before you arrive at any conclusion that the staff/employee should be penalized, have you made any efforts to check if he was telling the truth? For all you know, maybe he was speaking the truth. I suggest first checking this aspect before moving to do what you wish to do. One way could be to call his college/institution. Another way could be to talk to any other students from the same college who joined your company along with him.

Penalizing as a Last Resort

In principle, penalizing should be the last resort—not the first one when you deal with employees/staff of this level. After all, they are still raw, and even if you would have informed him of the rules/policies, they would take time to get out of the student mentality and into a professional attitude—give him the benefit of the doubt. Once you make the checks and if you find evidence that he is misusing the trust reposed in him, then go for the tough measures. All the best.

Regards,
TS

Yes, I have issued him an offer letter as a permanent staff member. I already went through the leave application process with him during orientation; supposedly, he should know the process. Besides that, I have called his college's lecturer for verification, and the lecturer's admin said this is the final section for the student to complete. This proves my staff are telling me the truth, but he failed to fulfill the company policy of the leave application. Could I send him the first warning letter?

I plan to make this decision to avoid other staff from following his steps.

Regards, Celine