Requirements for Termination Approval
To request approval for termination, the following documentation is required:
- Timeline of Events
A detailed list of dates and descriptions of instances where the employee’s performance did not meet expectations.
- Documented Attempts to Correct Behavior
At least one documented conversation or formal disciplinary action that was shared with the employee, clearly outlining the performance concerns and expectations for improvement.
Tip: Journals are a helpful tool for collecting the documentation required for both steps above.
Selecting the Appropriate Journal Type
Choose the journal type that best matches the purpose of your documentation:
- Note
Used for general documentation of employee performance
- No signature required
- Can be shared or kept private
- Does not qualify as a corrective action unless shared with the employee
Examples of appropriate use:
- Setting expectations during a development conversation
- Creating your timeline of events leading up to a disciplinary action
- Tracking progress after disciplinary action
- Documenting training or coaching sessions
- Career Planning
Helps employees understand growth opportunities and requirements for advancement or raises.
- Best used alongside Career Progressions found on the Manager Resources Page on the intranet.
- Kudos
Used for providing positive, private feedback that is stored in the employee’s record.
- Shared only with the employee’s reporting tree or tagged contributors
- For more public recognition, use the Community Tab
- Performance Improvement Plan (PIP)
A structured and collaborative effort to support an employee's performance improvement over a defined period.
- Includes specific expectations, support strategies, and consequences if improvement is not achieved
- To initiate a PIP, please contact HRBP for assistance with drafting.
- Written Warning – Signature Required
Part of the formal disciplinary process.
- Must be shared with and signed by the employee
- Details specific concerns and expectations for improvement
- Recommended to have at least one written warning on file before submitting a termination request.
- Your HRBP is always available to help you draft these
Using Journal Settings Correctly
Refer to the visual below and use the explanations here to ensure you’re applying journal settings appropriately:
Make Journal Private - (yellow)
This toggle controls who can see the journal entry.
- When turned ON (blue): Only you can see the entry — it is completely private.
- When turned OFF (grey): The entry is visible to you, HR, and the employee’s reporting structure (e.g., their manager and above).
Who is this Journal About - (magenta)
This field connects the journal entry to a specific employee’s file.
- Important: This does NOT mean the employee can see the journal. Visibility is controlled by the sharing settings below.
Share this Journal with About Person - (green)
This toggle determines whether or not the employee (the "About Person") can see the journal entry.
- When OFF (grey): The employee cannot see the journal.
- When ON (blue): The employee will be able to view the journal.
Contributors - (light blue)
Add contributors only if you want someone outside of HR or the employee’s reporting structure to see the journal.
- For example, if you co-manage an employee with another leader, you might add them here.
- This feature is rarely needed.
