Progressive order: Step 1 Verbal (documented) → Step 2 Written (up to two) → Step 3 Final written. Suspension, demotion, or termination may follow after — or sooner for serious misconduct (see red flag below) — and require HR-06 approval before delivery.
- Investigate first. Get the facts — what, when, where, who, witnesses. Hear the employee's side when appropriate. Serious matter? Call HR before doing anything.
- Unlock and document. Enter your PIN to unlock your location, then complete the form: employee, violation type(s), and a factual description. No opinions — dates, places, and behavior.
- Load prior history. Pull the employee's past actions (filtered to the same violation type), click the relevant ones into the form, and check the recommended next step. Escalate consistently with the record — out-of-order actions are flagged to administration automatically.
- Submit — two tracks. Steps 1–3 log with HR-06 for confirmation and printing unlocks immediately. Suspension, demotion, or termination go to HR-06 for approval — once approved, HR emails you the document. Termination also requires the HR-05 confirmation; demotion requires HR-03.
- Print, review, sign. Meet privately, review the issue and required correction. Everything is signed in ink on the printed copy: manager, employee, hand-written employee comments and dates. Refused to sign? Note it and have a witness sign.
- Upload the signed copy. Documents tab → find the record → Upload. The scan attaches to the record; the original goes to the personnel file.
- Follow up — the loop closes itself. On the review date you'll get an 8am email reminder. Log the follow-up on the record: improved (done), continue monitoring (schedules the next reminder), or additional action needed (starts the next step with the employee and violations prefilled).
DO
- Act promptly — discipline loses meaning weeks later.
- Stick to observable facts and specific dates.
- Apply the same standard to every employee.
- Keep it private — one manager, one employee, one room.
- Record employee comments on the form.
DON'T
- Don't alter or backdate the record after it's been signed.
- Don't promise outcomes ("nothing will happen" / "you're done").
- Don't discipline for good-faith complaints or protected activity.
- Don't editorialize — "bad attitude" isn't a fact; describe behavior.
- Don't handle terminations alone — that's HR-05 + HR, always.
Immediate suspension or possible termination (violence, theft, falsification, under the influence, serious safety): call HR first — before any action.