During an Incident Review, if a policy violation may exist, which action should be documented?

• A. Do not document any findings
• B. Document that a policy violation may exist and articulate which Rules & Regulations may have been violated
• C. Terminate the employee immediately
• D. Refer the case to external investigators

Answer: (B)

When there might be a policy violation, you document that a policy violation may exist and specify which Rules & Regulations could have been violated. This keeps the investigation trail clear and avoids jumping to conclusions, while giving supervisors and HR a concrete starting point for further inquiry. By naming the potentially implicated policies, you provide the basis for any subsequent actions and ensure the case is handled consistently.

Not documenting anything would leave a murky record and hinder accountability. Immediate termination isn’t appropriate without a confirmed finding and due process. Referrals to external investigators can occur if the situation warrants it, but the essential step during the review is to record the possibility and the specific policies that could be involved.