HR Written Protocol

HR WRITTEN PROTOCOL

Purpose and Scope

This HR Written Protocol establishes standardized procedures, responsibilities, and minimum standards for human resources activities including recruitment, onboarding, employee relations, investigations, disciplinary action, recordkeeping, and training. This protocol applies to all employees, contractors, and temporary workers across all departments unless otherwise specified in writing by the HR Director.

Definitions

For purposes of this protocol, "HR" refers to the Human Resources Department, "Manager" refers to a direct supervisor with delegated personnel authority, and "Employee" refers to any person employed by the organization on a W-2 or contractor basis.

Personal Information

Position Information

Reporting Manager:    Start Date:    Salary/Pay Rate:

Employment History (Most Recent 2)

Dates Employed:    Reason for Leaving:

Dates Employed:    Reason for Leaving:

Education

Major/Field:    Graduation Date:

References (Professional)

HR Procedures and Responsibilities

HR Responsibilities: HR shall maintain compliant personnel files, conduct consistent recruitment and selection processes, administer benefits enrollment, facilitate required training, and ensure records retention in accordance with the retention schedule provided in this protocol. HR will document all formal employee actions and provide written notices to employees where required.

Manager Responsibilities: Managers are responsible for timely performance feedback, documentation of performance issues, cooperating in investigations, and initiating approvals for disciplinary actions in consultation with HR. Managers must escalate allegations of misconduct to HR within 48 hours of learning of such allegations.

Employee Responsibilities: Employees must follow workplace policies, report perceived violations promptly, cooperate in inquiries, and preserve confidentiality of sensitive HR matters.

Investigations and Discipline

Investigation Steps: Allegations received by HR will be logged, assessed for credibility, and assigned an investigator. The investigator will collect documentary and testimonial evidence, interview involved parties, and prepare a written summary of findings. All parties will be afforded an opportunity to provide information. Timeframes: initial assessment within 3 business days; full written findings where practicable within 15 business days of assignment.

Disciplinary Action: Progressive discipline may include counseling, written warning, suspension, or termination depending on the severity and recurrence of the misconduct. Termination decisions require written recommendation from the Manager and approval from HR and the appropriate approving authority.

Confidentiality, Data Protection, and Records Retention

Confidentiality: All investigative materials and personnel records are confidential. Access is limited to authorized HR staff, the employee's manager when necessary, and legal counsel. Unauthorized disclosure may lead to disciplinary action.

Training and Communication

HR will provide initial orientation and periodic training on key policies, mandatory compliance topics, and reporting procedures. Managers must ensure team members complete assigned training within designated timeframes and maintain training records.

Non-Retaliation and Equal Opportunity

Non-Retaliation: The organization prohibits retaliation against any person for reporting concerns in good faith or participating in an investigation. Reports of retaliation will be investigated promptly and may result in disciplinary action.

Equal Employment Opportunity: The organization is committed to providing equal employment opportunity without regard to protected characteristics. Reasonable accommodation requests will be assessed in accordance with applicable law and this protocol.

Authorizations and Disclosures

Authorization to Contact Previous Employers and Perform Background Checks:

I authorize the organization and its designated agents to contact my previous employers and references and to obtain background check information, including but not limited to employment verification, criminal history, and education verification, where permitted by law.

I consent to pre-employment or reasonable-cause drug and alcohol testing in accordance with organizational policy and applicable law.

Applicant / Employee Certification

I certify that all information provided in this protocol acknowledgement and in associated employment documents is true and complete to the best of my knowledge. I understand that falsification or omission of material facts may result in disciplinary action, including termination. I agree to abide by the policies and procedures set forth in this HR Written Protocol.

Certification: I certify the above statement is true.

Exceptions, Review and Amendment

Exceptions to this protocol require written approval by the HR Director and, when necessary, legal counsel. This protocol will be reviewed periodically by HR, with documented updates as required.

Acknowledgment

By signing below, the undersigned acknowledges receipt of, understanding of, and agreement to comply with the HR Written Protocol as set forth above. The undersigned further acknowledges that compliance is a condition of continued employment and that violations may result in disciplinary action.

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