Checklist For Documentation Of File

Management should have a comprehensive and well-documented confidential file. The documentation on file should:

Provide a working document outlining performance throughout the course of the probationary period

Record objective facts concerning actual performance/behaviour as they occur rather than relying on memory (include dates, times, witnesses and other relevant facts)

Record only job-related behaviour

Record direct observations rather than rely on hearsay reports from others

Describe specific behaviour rather than making evaluative statements or describing an individual’s personality

Record both positive and negative behaviours

Keep the same level of detail and format of documentation for each employee

Record on-going discussions that have taken place with the employee over the course of the probationary period

Be accurate – document facts, not opinions

Be consistent

Be congruent with actions taken

Not condemn an employee for one undesirable action

Record efforts that have been taken to improve performance/behaviour

Record options investigated when performance/behaviour does not improve

Each confidential file must have enough documentation to allow a third party to reach the conclusion that there was in fact an employment-related reason for rejecting the employee on probation. Only those aspects of performance or behaviour that significantly contribute to or hamper the work effort are appropriate.