Keeping effective HR records
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Tara Lloyd of small business HR training firm www.calibrehr.com explains what you need to note down when handling HR issues What to record when you are recruiting
You need to show how you assessed candidates and the reasons you selected one candidate over others. Any candidate who has grounds to feel they’ve been treated unfairly could make a discrimination claim against you. To defend yourself you need to be able to provide candidates with feedback about why they didn’t get the job. Any subsequent Tribunal will also want evidence of why someone was not selected for the role and how they did not match the specification.
Recruitment records should contain:
· A job description identifying what the role is
· A person specification identifying what qualities, skills and experience the ideal candidate needs
· Shortlisting criteria for assessing who does/does not meet the spec and will/will not be invited for interview
· Interview notes for every candidate detailing their answers to questions
· An assessment of their overall ability to do the role (match against job description and person spec)
· Clear reasons for rejecting a candidate and why they are being rejected
· Clear reasons for offering a candidate the role
What to record at investigations or disciplinary, grievance and appeal meetings:
In the event of a dispute, you need full verbatim notes of any discussions between a manager and an employee. These notes can be used to show that the company followed its own policies and procedures and that it acted fairly and reasonably. A copy of the handwritten notes should also be given to the employee at the end of the meeting, after they have had a chance to review them and to sign to confirm they are an accurate record.
Because memory is subjective, everyone remembers a different version of events. Should a case go to an Employment Tribunal, a lack of material evidence leaves the Tribunal having to decide whose version of events they believe. A lack of evidence also makes it more difficult to demonstrate that you are a fair and reasonable employer who takes your responsibilities seriously.
Meeting notes should contain:
· The nature of the meeting
· Names of people present and their roles
· Accurate verbatim notes of what was said and by whom
· Sequential page numbers on the handwritten notes
· Signature of the employee and manager at the end of the notes confirming the notes are an accurate reflection of what was said
· Start and finish times of any adjournments
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