|Subchapter 4752 - Disciplinary or Alternative Action
Section E - How to Document Properly
|Documentation Is Critical||
Sometimes corrective or disciplinary actions cannot be taken because there is insufficient documentation, or because the documentation, improperly done, does not support taking an appropriate action. It is critical to document properly. Also, it is crucial to document any employee counseling session while it is fresh in your mind.
It is important to give an employee an opportunity to explain, and to document the employee's explanation. Supervisors should not merely document employee's misconduct or misdeeds without counseling the employee about the need to correct the behavior. This mere documentation has little value in most cases.
|Checklist for Documenting Properly||
The following is a checklist of items a supervisor should remember when documenting:
* NOTE: In the Washington, DC area, there is a 24-hour answering service available for calling an EAP counselor. The telephone number is (301) 774-8898. Outside the Washington, DC area, dial 1-800-765-3277.
|What to do With Your Documentation?||
After meeting with an employee and preparing a summary of your conversation with the employee, it is recommended that you:
|Maintaining Employee Administrative Files||
Supervisors may maintain administrative files on employee which contain information to be used as memory joggers. The files can contain cautionary, documentation of counseling sessions, letters of reprimand, leave restriction letters, letters of appreciation, awards, training taken, copies of work assignments, or other information which serve as reminders to the supervisor.
Documentation in supervisory files should not contain private information of which an employee is unaware because a supervisor may be required to furnish an employee a copy of the information in the supervisory file if the employee makes a request under the "Freedom of Information Act." In most cases, the information must be provided unless it is part of an official ongoing investigation.
Documentation or supervisory notes which is a part of a regularly maintained system of records (i.e., an employee's administrative file), should be destroyed after approximately 1 year, or whenever further misconduct incidents have not occurred and it is not anticipated that further incidents of misconduct will occur.
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