Note taker for disciplinary and grievance meetings
Transcripts and live notes for investigation meetings, disciplinary hearings, grievance meetings and appeals, set out so that each stage reads alongside the last.
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Meetings covered
| Stage | The record covers |
|---|---|
| Investigation meeting | Questions and answers, with interviewers, the employee, any companion and representatives named. |
| Disciplinary hearing | The chair, presenting officer, employee, companion and anyone else present, attributed throughout. |
| Grievance meeting | The complaint, questions, clarifications and responses, at the verbatim level you choose. |
| Appeal | A separate document in the same conventions as the earlier stages. |
Why the record is read again
Written for the reader who was not in the room.
The Acas Code of Practice advises employers to keep a written record of any disciplinary or grievance case they deal with. That record is often read again at an appeal, and sometimes long afterwards, so it has to show who said what, in order, without summary or interpretation.
Illustrative extract
- 005MCThank you. Elena, have you received the appeal papers and the meeting procedure?
- 006EMYes, I received them on Friday. I have read them, although I have one correction to the chronology.
- 007MCWe will take that correction when we reach the chronology. Is there anything you need before we begin?
- 008EMNo, thank you.
011 EMSorry – may I clarify that the 20 May report was sent before the deadline?
Common questions
- 001Q.Can the note taker come from our own HR team?
- 002A.Yes, as long as they have no part in the case. An external note taker adds independence when a case is sensitive or likely to be challenged. See the note taker’s role.
- 003Q.Does the note taker take part in the hearing?
- 004A.No. The note taker records what is said and does not ask questions, advise or comment on the outcome.
- 005Q.How soon are the notes ready?
- 006A.On a date settled before booking, based on the length of the meeting and the format you choose.
- 007Q.Can the employee see the notes?
- 008A.That is for your procedure to decide. If you share them, corrections can be raised by line number.
Your part
You manage the process, advise the people involved and make the decisions; the transcriber produces the record only.
Live verbatim capture has limits: see what live capture can and cannot do.