• Disciplinary meetings should be held with all necessary parties present. These may include immediate supervisors, managers, HR representatives, employee representatives, and safety/security personnel.
• The violation or misconduct should be presented with evidence and documentation followed by an opportunity for the employee to tell their side of the story.
• Confidential written records regarding the details and outcomes of the meeting, acknowledgment of the consequences by the employee, and plans to correct the behavior should be kept by all necessary people.

When meeting with an employee to discuss disciplinary actions, it is important to have the appropriate individuals present. These can include: the employee’s immediate supervisor, manager, human resources department representative, employee representative, or safety and security personnel.

At the meeting, the alleged rule violation should be explained with evidence and documentation presented. The employee should be permitted to discuss their side of the story. The employee’s arguments should be taken into account before a final decision is made regarding disciplinary action.

Keep written records to show that the:

• Complaint was formally presented to the employee.
• Employee signed a statement acknowledging the complaint.
• Employee responded to the complaint.

Once an employee has been informed of the disciplinary action to be taken, management should make sure the employee fully understands what they are expected to do to correct their behavior.

If an employee refuses to sign an acknowledgment, inform them that signing does not indicate agreement or admission of guilt, but simply shows that the topic was discussed with them. If the employee still refuses, the manager or supervisor may inform them that their refusal to sign will be noted and may be considered insubordination. A poor attitude does not indicate a willingness to correct the situation.

It is important to maintain confidential files of all written records concerning disciplinary action cases. It may be appropriate for the HR department to keep these files.