• Make meetings count by including the appropriate people, explaining the alleged violation with evidence, and keeping a written record.

When meeting with an employee to discuss disciplinary action, it is important to have the appropriate people present. The appropriate parties will depend on the nature and the severity of the offense, as well as the stage you are in within you progressive discipline system. Parties to have present may include the employee’s immediate supervisor, manager, human resources department representative, employee representative, and/or safety or security personnel.

At the meeting, the alleged rule violation should be explained and evidence and documentation presented. The employee should be permitted to discuss his or her side of the story. The employee’s arguments should be taken into account before making a final decision about 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.