Your Full Name:
Your Job Title:
Department:
Phone Number:
Email Address:
Date of Report:
Date of Incident:
Time of Incident:
Location of Incident: (e.g., Office, On-site, Remote)
Type of Incident (Check all that apply):
Candidate Misconduct (e.g., unprofessional behavior, falsified information)
Employee Misconduct (e.g., discriminatory behavior during an interview, breach of confidentiality)
Data Privacy Breach (e.g., unauthorized access to candidate data, accidental sharing of personal information)
System/Technical Error (e.g., system outage during onboarding, technical issue with an application)
Discrimination/Harassment (e.g., based on race, gender, age, disability)
Policy Violation (e.g., failure to follow hiring protocols, onboarding procedure not followed)
Other:
Description of the Incident:
Please provide a detailed, factual account of what happened. Include a clear timeline of events. Do not include personal opinions or assumptions.
Please list all individuals directly involved in the incident.
Name | Role | Phone Number | ||
|---|---|---|---|---|
Please list any witnesses to the incident.
Name | Role | Phone Number | ||
|---|---|---|---|---|
Please list any documents, emails, screenshots, or other evidence related to this incident.
Screenshots of communication
Email correspondence
Relevant policy documents
Candidate application materials
Other:
Please describe how to access or where to find this evidence.
Did you take any immediate action in response to this incident?
What resolution or outcome do you believe is appropriate? (e.g., further investigation, disciplinary action, policy review, technical fix)
I certify that the information provided in this report is accurate and truthful to the best of my knowledge.
Signature:
Form Template Insights
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This comprehensive HR Incident Report Form is designed to collect a wide range of information, ensuring a thorough investigation into any incident within the HR, Recruitment, and Onboarding processes. Here's a breakdown of the form's key sections and why each is crucial.
This section serves as the foundation of the report. Collecting the reporter's full name, job title, and contact information is essential for follow-up questions and clarification. It establishes a clear line of communication, which is vital for a smooth investigative process. The date of the report helps to track the timeliness of the submission and the subsequent investigation.
This is the core of the report. By asking for the date, time, and location of the incident, the form helps to establish a clear timeline and context. The various categories for the Type of Incident are critical for initial classification and for directing the report to the appropriate HR specialist. For example, a Data Privacy Breach would require immediate attention from a legal or IT team, whereas a report of Candidate Misconduct would likely be handled by a different HR or recruitment professional.
The Description of the Incident field is one of the most important parts of the form. It prompts the reporter to provide a detailed, factual account, which helps to avoid assumptions and personal bias. This factual-based narrative is crucial for a fair and objective investigation.
This section is vital for identifying all parties involved in the incident, including both direct participants and witnesses. Providing a field for the Role of each individual helps to understand their relationship to the incident and their level of involvement. For instance, knowing if a person was a Hiring Manager or an Interviewer can provide context to the reported events.
Collecting witness information is equally important. Witnesses can corroborate the reporter's account and provide a different perspective, which can be invaluable in a complex or disputed situation.
This section transforms the incident report from a simple narrative into an evidence-based document. Encouraging the submission of supporting materials like emails, screenshots, or relevant policy documents strengthens the validity of the report. This evidence can be used to verify the reporter's claims and provides an objective basis for any decisions that are made. The field asking for how to access this evidence ensures that the HR team can quickly gather all necessary information without delay.
This section is forward-looking and helps to determine if the reporter took any immediate steps to mitigate the situation. This is important for understanding the initial response to the incident and for preventing further escalation. The field for appropriate resolution prompts the reporter to think about potential solutions, which can provide valuable insight and guidance for the HR team. This also allows the reporter to feel heard and a part of the solution process.
The final section, requiring the reporter's signature and the date, adds a layer of accountability. The certification statement ("I certify that the information provided in this report is accurate and truthful to the best of my knowledge") underscores the seriousness of the report and helps to ensure that the information provided is honest and not based on speculation.
This comprehensive form ensures that all critical information is gathered systematically, leading to a more efficient and effective resolution of incidents. It provides a clear, structured framework for reporting, which protects the integrity of the process and ensures fairness for all parties involved.
Mandatory Questions Recommendation
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Based on the provided HR Incident Report Form, the following questions are mandatory and are crucial for the form's purpose.