Tools and Templates
THROUGHOUT THIS BOOK, we suggest that in creating human resources documents, you refrain from merely copying materials gathered from other companies and instead take the time to develop forms and materials that reflect the unique culture and goals of your organization. The tools and templates presented in this section are not intended to be the last word on the subject, but they are designed to help you put some of your thoughts in focus. You can revise each of these forms as you see fit.
1. Ten Questions to Ask by Phone Before Scheduling a Candidate for an Interview
2. Applicant Flow Log
3. Preemployment Telephone Reference Check
4. Sample Health Plan Comparison
5. Sample Acknowledgment of Receipt of Employee Handbook
6. Sample Goals Form for Performance Management
7. Management Focus Group Preparation for Updating a Performance-Management System
8. Self-Evaluation
9. Telecommuting Checklist
10. Discrimination/Sexual Harassment Formal Complaint Form
11. EEO-1 Voluntary Self-Identification Form
12. Termination Checklist
13. Exit Interview Questionnaire
14. Employment Reference Request
TEN QUESTIONS TO ASK BY PHONE BEFORE SCHEDULING A CANDIDATE FOR AN INTERVIEW
1. What is the correct spelling and pronunciation of your name?
Constant misspelling and mispronunciation make people feel unwelcome.
2. What position(s) are you applying for?
You may give a very brief description of the job. Job titles can be misinterpreted.
3. Where are you currently employed?
The resume you have may indicate that the candidate is employed, but his or her status may have changed to unemployed or another position.
4. Why did you leave your last job?
5. When are you available to start a new position?
6. What hours/shifts/days can you work?
7. What are your salary requirements for a new position?
Candidates may not want to be specific about an answer here; ask for a range or tell them a range for the job. You do not want to take the time to bring in a candidate seeking a $100,000 a year position to interview for a job paying $60,000.
8. 
Identify any special skill, knowledge, or licensing/certification needed for the position, such as software knowledge or a driver’s license. You should know if the candidate possesses these basic requirements before you bring her or him in.
9. Why are you interested in this position?
10. When are you available to come in for an interview?
If you have interview availability and you want to bring the person in you should say, “Can you come in on Wednesday at 10:00 a.m.?”
Name of Telephone Screener:_____________ Date:______ If the answer to any question indicates that a candidate should not be invited in for the interview or needs further discussion prior to an invitation, thank the candidate for his or her time and say you will review the matter and call if an interview is appropriate. If you are not interested, send the candidate a brief letter as you would any candidate you interview in person and do not pursue. If it is clear to both the interviewer and the candidate that this is not an appropriate position, acknowledge this at the time of the telephone conversation, say thank you, and conclude the conversation. If it is possible that the individual would be considered for another position at any time, mention this.
APPLICANT FLOW LOG
If spreadsheet software is used to develop an applicant flow, it can be sorted by candidate name, date of application, or even position, which will facilitate locating candidates in the employment process. Change column headings to suit your needs.You may also create abbreviations and explain their meaning on the bottom of the log.
PREEMPLOYMENT TELEPHONE REFERENCE CHECK
Name of Candidate:______________________
Position:_____________________
Name of Person Contacted:__________ Telephone:__________
Title/Company:___________________
1. Please verify dates of employment:_____________
2. Please verify position(s) held:________________
3. How would you describe this candidate’s quality of work?____
4. Please give me a specific example._______
5. Please describe this candidate’s relationships with other employees.
6. How did this candidate interact with his or her immediate supervisor?
7. What was this candidate’s greatest accomplishment while he or she worked for you (your company)?
8. If you would work with this employee again what would you like to see him or her change or improve?_______
9. Is there anything else you would like to add that would help us to make our decision?_____________
Name of Person Obtaining Reference:________
Signature:__________________
Date of Reference:____________________
SAMPLE HEALTH PLAN COMPARISON
SAMPLE ACKNOWLEDGMENT OF RECEIPT OF EMPLOYEE HANDBOOK
I, ________, acknowledge that I have received a copy of the XYZ Company (the “Company”) Employee Handbook (the “Handbook”) and that I have read the policies and procedures contained in the Handbook, understand them, and agree to abide by them. I understand that during the course of my employment with the Company, questions may arise that are not explicitly addressed in the Handbook, and I agree to consult with my supervisor or other member of the Company management regarding these matters.
I understand that the Handbook is intended to serve as general information about policies and procedures of the Company, but in no way constitutes, creates, or forms a part of an express or implied employment contract with the Company, nor does it guarantee employment for any definite or indefinite period of time. I recognize that my employment is employment “at will,” and that either the Company or I can terminate my employment at any time, with or without cause or notice.
The Handbook supersedes any and all prior written or unwritten policies, procedures, or practices of the Company pertaining to or inconsistent with the subjects detailed herein. The Company reserves the right to clarify, change, or supplement any information contained in the Handbook, and the Company will notify me if and when such changes occur. No changes to this Handbook may be made without the approval of the President of the Company, and any such changes will not be deemed to affect my “at will” employment status.
Signature of Employee:____________
Print Name:____________
Date:____________
SAMPLE GOALS FORM FOR PERFORMANCE MANAGEMENT
(Here we provide an example of the types of questions you might prepare before convening an employee focus group.)
MANAGEMENT FOCUS GROUP PREPARATION FOR UPDATING A PERFORMANCE-MANAGEMENT SYSTEM
We are looking forward to a successful focus group session to gather information for updating the Performance-Management System. Your involvement in this process will ensure that the final product will meet your needs as a manager, the needs of your employees, and company goals.
Our session will last no more than two hours. In order to make the most out of this time and to gather the best information, please complete the following questions that we will discuss during the focus group.
1. Why is performance measurement important?
2. What happens when a company does a good job of measuring performance?
3. What happens when a company does a poor job of measuring performance?
4. Think about any best practices in the area of performance management that you have seen at other companies.
5. Identify the best practices in performance management at our company.
6. Describe the mission/goals of our company.
7. What are some organizational obstacles you face in setting and achieving goals and expectations at this company?
8. What are some personal obstacles you face in setting and achieving goals and expectations at this company?
9. List five results expected at our company for a successful employee.
10. List and describe five words or phrases frequently used here to describe or measure performance or results.
11. In your opinion when is the best time to review performance?
12. What training do you need to measure performance effectively?
SELF-EVALUATION
Name:___________ Position:_____________
Reviewing Manager:_______________
Date in Position:___________ Original Hire Date:_____________
Evaluation Period: From ___________ To _______________
A. Describe your major accomplishments that have been achieved during the period covered by this review.
B. Would you prefer to remain in your present position, or if you were to be considered for a new position in the near future (6–12 months) what position(s) do you feel you would be most qualified to assume?
C. In what areas do you see the greatest need for development and what training or experiences would meet these development needs?
D. What are your long-range career goals and how does your employment at this company help you to reach these goals?
TELECOMMUTING CHECKLIST
DISCRIMINATION/SEXUAL HARASSMENT FORMAL COMPLAINT FORM
Instructions:
The Company is committed to providing a working environment that is free from discrimination and harassment. It is not a requirement that you use this form to file a complaint. If you do choose to use this form, please include all the information requested below in your complaint. By being as specific as possible when discussing incidents of harassment, discrimination, or retaliation, you will assist the investigators in the fact-gathering process. Be sure to include the date(s) the incident(s) occurred, the name(s) of the person(s) involved, and the name(s) of those who may have witnessed the incident. Your complaint is not limited to the space provided. You are encouraged to use additional paper as needed and to attach additional materials that may assist in the investigation process. Please note that information provided on this or any other form is not considered an official complaint unless it is signed by you and dated.
Upon receipt of your complaint, the members of the Company’s Anti-Discrimination and Harassment Committee (the “Committee”) will review and investigate it. You will be informed of the outcome of the investigation.
To investigate your complaint, it will be necessary to interview you, the alleged offender(s), and any witnesses with knowledge of the allegations or defenses. The Company will notify all persons involved in the investigation that it is confidential and that unauthorized disclosures of information concerning the investigation could result in disciplinary action.
It is the expectation of the Company that those who file a complaint will remain active and cooperative in the investigation process, and will keep the complaint and investigation process confidential except to the extent necessary to participate in the investigation process. The Company will not condone or permit any retaliation as a result of the filing of any complaint or participation in the resulting investigation.
Submit this completed and signed form by mail or in person to any member of the Company’s Human Resources Department or the Committee. The names of members of the Committee can be found on the Company intranet site and are posted on bulletin boards in your facility.
Location:_________ Department:___________
I wish to complain against:_____________
(Identify the person(s) directly responsible for the alleged violation.)
Date of incident of alleged discrimination:_______________
Place of incident of alleged discrimination:_______________
Nature of alleged discrimination:_________________
(Sexual harassment; discrimination on the basis of your race, sex, sexual orientation, national origin, age, disability, color or religion; retaliation because you filed a complaint.)
Describe in detail the specific incident that is the basis of the alleged discrimination:
(Describe each incident of harassment, discrimination, or retaliation separately. Please be as detailed as possible, giving names, dates, and place. Use additional paper if needed.)
Did the person you are complaining against state a reason for the action prompting your complaint? If yes, please describe:
Describe why you believe the incident you described was related to your race, sex, or whatever basis you indicated above, or why you believe you were retaliated against:
List and describe all documents, e-mails, records, materials, and other evidence pertaining to your complaint:
List and identify all witnesses to the incident(s) or persons who have personal knowledge of information pertaining to your complaint:
Have you previously reported or otherwise complained about this or related acts of harassment, discrimination, or retaliation to the Company? If so, please identify the individual to whom you made the report, the date you made the report, and the resolution:
Please submit any additional information pertaining to the alleged discrimination/harassment:
Describe the injury or harm you suffered because of the alleged discrimination/harassment:
Complaint Acknowledgment:
I certify that to the best of my knowledge the information I have provided is accurate and the events and circumstances are as I have described them.
Signature: _____________________ Date:_____________
EEO-1 VOLUNTARY SELF-IDENTIFICATION FORM
The Equal Employment Opportunity Commission (EEOC) requires organizations with one hundred or more employees to complete an EEO-1 report each year that collects workforce data about gender and race/ethnicity by type of job groupings. The information is used for reporting purposes only and is kept confidential by the EEOC.
Completion of this data is voluntary and will not affect your opportunity for employment or terms or conditions of employment. This form will be used for EEO-1 reporting purposes only and will be kept separate from all other personnel records accessed only by the Human Resources Department. Please return completed forms to the Human Resources Department.
Name:_____________ Job Title:_________________
Gender: (Please check one of the options)_______ Male_______________ Female
Race/Ethnicity:
(Please check one of the descriptions below corresponding to the ethnic group with which you identify.)
___ Hispanic or Latino A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin regardless of race.
___ White (Not Hispanic or Latino) A person having origins in any of the original peoples of Europe, the Middle East or North Africa.
___ Black or African American (Not Hispanic or Latino) A person having origins in any of the black racial groups of Africa.
___ Native Hawaiian or Other Pacific Islander (Not Hispanic or Latino) A person having origins in any of the peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
___ Asian (Not Hispanic or Latino) A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
___ American Indian or Alaska Native (Not Hispanic or Latino) A person having origins in any of the original peoples of North and South America (including Central America) and who maintain tribal affiliation or community attachment.
___ Two or More Races (Not Hispanic or Latino) All persons who identify with more than one of the above six races.
Date completed:_____________
Please return form to the Human Resources Department.
Thank you for your participation.
TERMINATION CHECKLIST
Employee Name:_____________ Date of Termination:_____
Termination is: Voluntary _____________ Involuntary _________
Before employee’s last day of employment
Human Resources
_____ 1. Prepare COBRA letter or contact COBRA administrator
_____ 2. Schedule exit interview
_____ 3. Notify insurance carriers
_____ 4. Compile all benefits conversion information and forms
_____ 5. Request final paycheck
Accounting/Finance
_____ 1. Prepare final paycheck including any benefit days due
_____ 2. Cancel any company credit cards
_____ 3. Ensure final expense reports are submitted or provide a timetable for submission
_____ 4. Pay outstanding expenses
IT/Telecommunications
_____ 1. Cancel voice mail access on appropriate date
_____ 2. Cancel network access on appropriate date
Last day of employment
_____ 1. Nondisclosure agreement date received: _____
_____ 2. Reference release date received: _____
_____ 3. Last paycheck date received:_____
_____ 4. Collect keys
_____ 5. Collect ID/access cards
_____ 6. Collect cell phone, BlackBerry
_____ 7. Verify address
_____ 8. Provide benefit conversion information (this can be done before last day)
_____ 1. Check if any additional amounts owed (commissions, expense reports, etc.)
_____ 2. Mail final pay stub to former employee if necessary
_____ 3. Check to ensure that COBRA notification was sent
Reason for leaving: ________________________________
Employee Signature:_________________ Date:___________
Company Signature:_________________ Date:___________
EXIT INTERVIEW QUESTIONNAIRE
We would appreciate your taking a few minutes to answer the following questions about your decision to terminate your employment with our organization. This information will assist us in analyzing our employee turnover and in making this organization a better place to work. Please answer these questions honestly. Your responses will be treated as confidential and will not be placed in your employment file.
Name:_________________
Position:___________
Department:_________
Supervisor:_________________
Dates of Employment:___________
What factors contributed to your accepting a job with this organization?_______________
Did you understand the job expectations of the position when you were hired?_________
Did you receive the support of the organization in meeting these expectations?__________
Please rate the following on a scale of 1 to 5, 5 being the most positive:
What did you most enjoy about working for this organization?___
What did you like least about working for this organization?_______
What is your reason for leaving the organization?________
Could this organization have done something to prevent your leaving?
If asked, would you recommend employment at this organization to a prospective employee?______
Please comment on any other areas you believe would improve the workplace quality of this organization.________
Employee Signature:_______ Date:_________
EMPLOYMENT REFERENCE REQUEST
I, __________________ [print name], acknowledge that I have been informed by the XYZ Company (the “Company”) that it is the policy of the Company to disclose only limited information in response to the request of a prospective employer for reference information about a current or former employee, including dates of employment, title of job performed, and confirmation of salary.
By executing this document, I am requesting that the Company depart from its general reference policy and provide to any and all prospectors that may contact the Company to request employment-related information about me, any information about my employment that the Company considers appropriate, including but not limited to opinions and assessments about my performance and conduct as an employee; job duties; evaluations; reasons for separation; and eligibility for rehire.
In exchange for the Company’s agreeing to my request to provide additional employment-related information to prospective employers, I hereby release and discharge the Company, and its employees, officers, directors, and successors and assigns from all claims, liabilities, or actions arising in connection with this Employment Reference Request and any related exchange of records or other communication related to my employment with the Company.
__________________ _______________
Employee Signature Date
Witness Signature