HR Practices: What is HR’s role in documenting discipline and terminating employees?

07/30/07

Question: I need help in understanding my role as human resources supervisor when it comes to documenting discipline and terminating employees. Can you help? Answer: Since managers/supervisors work closest with their employees, they are - or should be - the ones handling the disciplinary process in most cases. They are also generally responsible for deciding to terminate and employee, thought in situations like a mass layoff, you may be called in to do the job.

Whatever the case, HR has an important job: ensuring that supervisors are coaching and counseling employees properly, as well as documenting performance issues before they terminate. While some managers like to get rid of poorly performing employees immediately, it is good business practice to first put them on a performance-improvement plan to assist them in meeting the company's expectations.

HR must also ensure that all disciplinary and dismissal procedures are handled consistently and "by the book," based on the company's stated disciplinary and termination policies. To do otherwise is to invite legal problems.

In most companies, the standard termination practice is for the immediate supervisor to do the firing. The task should be done in person and in a private location. If the person being terminated is a "hard case," or if you think a legal challenge might result, it is often useful to have a third person present. As often as not, that would be you, the HR person.

You should also ensure that any manager terminating an employee discusses issues such as final paycheck arrangements and benefits information, retrieves company-owned equipment, and communicates information about outplacement or other help during the period of joblessness.

Every company, however, handles things differently. In some, HR handles all discipline and firings. Perhaps you can meet with your supervisor to discuss and clarify your role and responsibilities. Once you are clear as to the role HR plays in your organization, you can feel more confident in communicating ways you can help others in the management team. This will ensure they keep you in "the loop" in the future.

Here are few resources that outline your responsibilities in greater detail and help you carry them out:
The Employer's Legal Handbook
Discipline and Termination
Counseling Report
Performance Improvement Plan
Employee Warning Notice
Separation Notice
Checklist for Employee Separation
Fast Answers for People Managers: Performance