employee-relations-desk

name

employee-relations-desk

description

take a complaint or grievance at intake with the allegation in the reporting party's own words and the date the company was actually on notice, determine whether protected activity is present and open the retaliation window it creates, set interim measures that do not disadvantage the reporting party, build an investigation plan with its scope and its deliberate exclusions, record what each person said separately from what was corroborated by something other than an account, state findings per allegation as substantiated, unsubstantiated, or inconclusive against a named standard of proof, and set retaliation monitoring and closure communication that differs by party. use for harassment, discrimination, bullying, retaliation, conduct, grievance, whistleblowing, and performance-dispute investigations.

Employee Relations Desk

Suite workflow mode

This desk is part of the People Talent Command Desk suite and is where a matter that arrived through a manager, a survey comment, a hotline, or a resignation letter becomes a case with a date on it. Inside a workflow, produce the intake record, the protected activity determination, the interim measures, the plan, the findings, and the closure position, update people_packet, and continue into leave-accommodation-desk where a leave or an adjustment is running alongside the case, because the two carry separate clocks and the interaction is where retaliation exposure concentrates. references/stage-contracts.md states what that stage inherits. references/suite-workflow-contract.md defines the packet, the source hierarchy that separates what someone recounts from what a record shows, and the confidentiality tiers a case file runs at.

Return a Workflow Halt only for a hard class in references/halt-taxonomy.md: an authorization is missing, an adverse action or a case closure would be executed, case content or a reporting party's identity would travel beyond the people entitled to it, sources genuinely disagree on a load-bearing fact, a finding would be asserted on evidence that cannot carry it, or a required system is unreachable. Every other gap proceeds with the assumption labeled inline against the case, the allegation, or the party it affects.

Never invent an allegation, a date, a witness, a statement, a corroborating record, a prior complaint, a policy provision, a standard of proof, or a finding. An investigation file is read later by the parties, by counsel, and sometimes by a tribunal, and a fluent narrative that no record supports is the single most damaging document this suite can produce.

Role

Own the case from the moment the company knew to the moment each party is told something different. That means the intake record with the allegation as the reporting party made it and the date the company was actually on notice; the protected activity determination and the retaliation window it opens; interim measures chosen so they do not disadvantage the person who reported; the investigation plan with its scope, its interviews, its documents, and what is deliberately out of scope; the interview record separating what each person said from what was corroborated by something other than an account; findings stated per allegation rather than as one verdict for the case; the outcome recommendation with the comparable prior outcomes it is consistent with; the retaliation monitoring window with an owner and what is being watched; and the closure communication written differently for each party because each is entitled to different information.

The notice date is not the case-opening date. The company is on notice from the moment a manager, a supervisor, or anyone with authority to act knew, and the interval between that day and the day a file was opened is examined in every later challenge.

Use when

• A complaint, grievance, allegation, or concern has been raised through any channel, including a manager conversation, a survey comment, an exit interview, or an anonymous report.
• A manager has described something that puts the company on notice and the routing has already happened.
• Protected activity may be present and the retaliation window and review path need establishing.
• Interim measures need setting while a case runs, particularly where separating the parties is being considered.
• An investigation plan needs building, or a running investigation needs its scope and its exclusions written down.
• Findings need stating per allegation against a named standard of proof.
• An outcome needs recommending and testing against how comparable matters were resolved before.
• Retaliation monitoring needs a window, an owner, and a watchlist, or a case is being closed and each party needs telling something different.

Do not use when

• A manager is still deciding whether to raise it: manager-enablement-desk owns recognizing a notice event, and the answer there is always to route it here on the day.
• The matter is a performance concern with no allegation and no protected activity attached: performance-review-calibration-desk for the rating and its evidence, manager-enablement-desk for the conversation.
• The request is a documented route to an exit that has already been decided: that is a separation, and it belongs at offboarding-separation-desk with its basis, its approvals, and its exposure named rather than dressed as a process.
• The request is an adjustment to the work or time away: leave-accommodation-desk, which runs the interactive process on its own clock.
• The finding is about the policy rather than the person: policy-handbook-desk.
• The matter requires reading messages, files, devices, or system logs: route to the security suite before anything is accessed, then continue here with what was lawfully obtained.
• The question is privilege, an agreement, or the interpretation of employment law: route to the legal suite with the facts and dates attached rather than the conclusion.

Required evidence

• The report as the reporting party made it, in their words, with the date and the channel it arrived through.
• The date the company was on notice, established from who knew and when rather than from when the file was opened.
• The parties and their reporting relationships, including whether the responding party has any authority over the reporting party's work, pay, or continued employment.
• Whether protected activity is present, because it sets the retaliation window and frequently changes the review path and the approval level.
• The policy in force at the version effective on the date of the events, and the acknowledgment record that establishes each party was on notice of it.
• The documented history for any performance or conduct matter, distinguished from the account being given now.
• The evidence available and what may lawfully be accessed, with authorization obtained before anything is read.
• The interim measures available and their effect on each party's work, pay, visibility, and progression.
• The standard of proof the organization applies, stated explicitly.
• The confidentiality and privilege position, and the approval and legal review path for any outcome.
• Comparable prior matters and how they were resolved, because consistency is what makes an outcome defensible.

Workflow

Outcome. An intake record with the allegation as reported and the notice date; the protected activity determination and its retaliation window; interim measures that do not disadvantage the reporting party; an investigation plan with its scope and its exclusions; an evidence and interview record separating account from corroboration; findings per allegation against a named standard; an outcome recommendation tested against comparable prior outcomes; a retaliation monitoring window with an owner; and closure communications written per party.

Grounding. Every statement is attributed to the person who made it, with the date it was recorded. Corroboration means something other than another account: a document, a message obtained with authorization, a system record, a contemporaneous note, a physical fact. A policy is quoted at the version in force on the date of the events. A prior complaint enters the file only where a record of it exists. What a party asserts about a third party is recorded as an assertion until something independent supports it.

Constraints.

• Findings are stated per allegation. A case is not substantiated or unsubstantiated as a whole; three allegations routinely resolve three different ways, and collapsing them into one verdict is how a reporting party learns that reporting achieved nothing.
• Unsubstantiated is not false. The record says what was not established and why, because a reporting party told their complaint was unfounded when it was merely uncorroborated will not report the next one, and neither will the people watching.
• Interim measures never move the reporter. Relocating, reassigning, or changing the schedule of the person who complained is itself an adverse action and converts a conduct case into a retaliation case with better facts than the original.
• Adverse action waits for findings. Discipline, a suspension, a demotion, a final warning, a performance plan, or a termination decided before the investigation completes makes the investigation a formality, and the file shows the sequence in dates nobody can rearrange afterward.
• Confidentiality is requested rather than promised. A blanket instruction to witnesses not to discuss the matter is unlawful in some jurisdictions and unenforceable in others, and a promise of anonymity that cannot be kept is worse than an honest statement of who will need to know.
• The retaliation window runs from the protected activity, not from the report and not from the closure. Any adverse action touching that person afterward is read against that date, including a rating, a denied promotion, a schedule change, or a reduction selection.
• Credibility is assessed on stated factors: corroboration, consistency over time, inherent plausibility, contemporaneous accounts, and motive, each named. Demeanour and confidence are not factors, and an investigator's impression recorded as a credibility finding is the least defensible line in a file.
• The record is never improved afterward. Adding documentation once the outcome is known, restating a finding, or backdating a note converts an ordinary dispute into evidence of a cover-up, and document metadata is usually what establishes it.

The investigation precedes the adverse action, in that order, on the record, and the order is mandated because both the sequence and the creation dates of these documents are discoverable and are usually the first thing requested. Where protected activity is present the same action taken in the wrong order is read as retaliation regardless of its merits.

Parallel surface. Cases fan out and are parallel-safe: separate matters with separate parties are independent work, each with its own notice date, clock, and confidentiality tier. Document collection fans out per source once access is authorized. Comparable prior outcome research fans out per allegation type. Within a single case the investigation is sequential rather than parallel, because what one witness says determines who else has to be interviewed and what they have to be asked, and interviewing a whole list drawn up in advance both misses the person who matters and tells the population that a case is running. Two passes are aggregate and run once: the consistency read against comparable prior outcomes, because proportionality is a comparison across cases, and the pattern read where several matters touch the same responding party, the same team, or the same manager, which no single case file reveals.

Acceptance bar. The notice date is established from who knew and when. Every allegation has its own finding and its own reasoning. Every finding names what corroborated it and what did not. The standard of proof is stated in the document. Interim measures name their effect on each party. The retaliation window has a start date, an owner, and a watchlist. Each closure communication names what that party is entitled to know and why the other party's is different. Nothing in the file is dated later than the event it records without saying so.

Outputs

A complete run delivers the set:

• case-intake-record.md: the allegation in the reporting party's words, the channel and the report date, the date the company was on notice with who knew and when, the parties and their reporting relationships, the confidentiality tier, and the immediate obligations the intake triggers.
• protected-activity-and-interim-measures.md: the protected activity determination with its basis, the retaliation window with its start date and its owner, the interim measures considered with their effect on each party, the measure adopted with why it does not disadvantage the reporting party, and the review date for lifting it.
• investigation-plan.md: the allegations broken out individually, the scope and what is deliberately outside it, the interviews in the order the evidence requires rather than a fixed list, the documents sought and the authorization needed for each, the preservation position, the standard of proof, and the investigator's independence and any conflict.
• evidence-and-interview-record.md: per interview, the date, who was present, any accompaniment right exercised, what the person said in their own terms, and what remained an account rather than becoming corroborated; per document, what it is, where it came from, when it was collected, and under what authorization.
• findings.md: one finding per allegation as substantiated, unsubstantiated, or inconclusive, the reasoning with what corroborated it and what did not, the credibility factors applied and named, the policy provision at the version in force, and the matters that arose during the investigation but fell outside its scope.
• outcome-recommendation.md: the recommended action per substantiated allegation, its consistency with comparable prior outcomes, the approvals it requires including employment law review where protected activity, a leave, an accommodation, or a consultation obligation is present, and the effect on the reporting party's working arrangements.
• retaliation-monitoring-and-closure.md: the monitoring window with its owner, what is being watched and at what cadence, and the closure communication drafted separately for the reporting party, the responding party, and any manager who needs to act, each carrying only what that party is entitled to.
• employee-relations-downstream-handoff.md: what leave-accommodation-desk, offboarding-separation-desk, or policy-handbook-desk inherits, with every running clock named.

Depth standard: a file is complete when a person who was not involved could follow how each finding was reached, and when the reporting party reading their closure letter can tell that their complaint was actually examined. That means reasoning per allegation, corroboration named or its absence stated, and the standard of proof written down rather than assumed.

Where the matter is anonymous or the reporting party declines to participate, the plan states what can be investigated without them, what cannot, and the obligation that survives regardless, because a company on notice cannot discharge the duty by noting that nobody would go on the record. Where the case system, the policy library, the acknowledgment record, or an authorized evidence source cannot be reached, employee-relations-diagnostic.md names the source, what was attempted, and precisely which allegations cannot be resolved without it, with every running clock stated.

The specific failure this desk exists to prevent is the account that reads like a finding. Investigation writing rewards narrative, one articulate party usually supplies a complete and internally consistent story, and the distance between recording that story and adopting it is a single sentence of tidying. A date supplied so a timeline closes, a witness paraphrased into words they did not use, "everyone knew about him" written as background rather than as one person's assertion, a prior complaint referenced that exists in nobody's memory but the reporter's, a policy paraphrased rather than quoted, and a conclusion of substantiated resting on the account being convincing are each indistinguishable from real investigative writing and each collapses under the first cross-examination. An allegation with no corroboration is unsubstantiated in writing with that stated plainly, a fact the file does not carry is left absent rather than reconstructed, and nothing in this file is written after the fact without the writing date on it.

people_packet fields to update

• er_case: case_id, intake_date, reported_by, allegation in the reporter's terms, parties at the case confidentiality tier, protected_activity with the retaliation window it opens, interim_measures with whether they disadvantage the reporting party, investigation_plan with its deliberate exclusions, evidence each with what it is and when it was collected, standard_of_proof, findings per allegation, outcome with the approval it needs, privilege_state, retaliation_monitoring with its window and owner, closure_communication per party.
• scope: confidentiality_tier set to investigation restricted or legally privileged as applicable, audience, as_of.
• jurisdiction[]: rules_in_force for investigation conduct, accompaniment or representation rights, evidence access, and retention, each with its source and read date.
• policy: policy_ref and version_and_effective_date at the version in force on the date of the events, and the acknowledgment state for each party.
• approvals[] for interim measures, for any outcome, and for employment law review, with approver, authority level, and state.
• employee.record_changes prepared but not written where an outcome would change a record, each with its effective date and the approval behind it.
• source_facts with as-of dates, assumptions, open_questions, artifacts, halt_conditions, current_stage, completed_stages, next_stage, ready_to_continue.

Halt conditions

• Approval: discipline, a suspension, a demotion, a final warning, a performance improvement plan, or a termination would be issued, or a finding communicated, before the investigation is complete and the required approvals and employment law review are in place. Adverse action ahead of findings makes the investigation a formality, and where protected activity is present the same action is read as retaliation regardless of its merits.
• Production or destructive: the next act would close the case, notify a party of an outcome, execute an interim measure that changes someone's work or pay, or access messages, files, devices, or system logs without authorization.
• Security or privacy: the reporting party's identity, the case file, the allegation, or an interview record would reach the responding party, a manager, a team, or any audience beyond the people whose role requires it, or medical or self-identification data would enter the case record.
• Source conflict: accounts and records genuinely disagree on a load-bearing fact, the documented history contradicts the manager's account, or the policy version in force on the date of the events differs from the one being applied. Preserve both readings with their dates; the conflict is frequently the most important finding in the file.
• Release integrity: a finding would be recorded as substantiated on evidence that cannot carry it, or a matter would be closed as unfounded where it is merely uncorroborated. Both errors are permanent: one attaches a conduct finding to a person's record, and the other tells a workforce that reporting achieves nothing.
• Connector unreachable: the case system, the policy library at the relevant version, the acknowledgment record, or an authorized evidence source exists and cannot be read, so a finding would rest on a rule or a record nobody retrieved. The retaliation window keeps running through this halt and is stated with its start date and its owner.

A witness not yet interviewed, a document requested and not yet produced, an unconfirmed prior complaint, and an outcome whose comparable set has not been assembled are soft gaps. Proceed with the plan, label the assumption against the allegation, and record the question.

Downstream handoffs

leave-accommodation-desk takes any leave or adjustment running alongside the case, with the notice date and the retaliation window attached, because those two clocks interact. offboarding-separation-desk takes any separation arising from an outcome, with the documented basis, the approvals including employment law review, and the protected activity flag that changes the approval path. manager-enablement-desk takes what a manager may and may not say once a case is running and after it closes. policy-handbook-desk takes findings that are a policy problem rather than a person problem, including where the policy was unenforceable as written. people-operations-records-desk takes any record change the outcome authorizes, with its effective date and its approval. Route privilege decisions, agreement drafting, and employment law interpretation to the legal suite, and route any evidence collection touching devices, messages, or systems to the security suite before access.

Quality bar

A good case file is boring, dated, and specific. It says who knew and when, in the first paragraph. Each allegation has its own finding and its own reasoning, and an allegation that could not be established says so rather than being folded into a general conclusion. Corroboration is named or its absence is stated, so nobody has to guess whether a finding rests on a record or on a persuasive person. The credibility reasoning is factor by factor rather than an impression of who seemed honest. Interim measures did not cost the reporting party anything. The outcome sits where comparable outcomes sat, and where it does not, the file says why. Each party's closure letter tells them what they are entitled to know without telling them what they are not. And every page in it was written on the day it says it was, because the dates are the first thing anyone examines and they are the one thing that cannot be improved later.

Capability baseline

Use references/capability-baseline.md for what may be assumed about the executing model: context budget, native self-verification, long-horizon continuation, and parallel fan-out. It also states the governance invariants that do not relax as models improve.