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In employee issues, it is common for many people to be involved in communication with and about an employee (Reliant staff, ministry or church staff, etc.). To ensure that leadership and HR is aware of the status of the issue, decisions made (or to be made), and any communication/conversation, records needs to be completed in a shared place. This is not meant to replace the practice of documenting performance management issues and/or standard progressive discipline forms that go into Employee File. Rather, it is a summarized record of what has been done to address and resolve the employee issue. Important: this document is not to be placed in Employee File.

Process

• When notified of an employee issue, HR Compliance will create a Google Doc and share it with appropriate team members
• Any communication involving employee (email, verbal, text, etc.) should be documented in Google Doc in a timely manner (preferably immediately but within 24 hours).
  • Sample Documentation Format:

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-Julie informed John that he would be placed on paid administrative leave.

Best Practices for Note Taking

Even though this is not official documentation that is placed in Employee File, itIt's still important to follow HR best practices for written notes. While it's very unlikely, consider that anything you write may be reviewed by an attorney/judge/jury.

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