Documenting a Complaint
When concerns of harassment arise, it is important to document what is happening.
Proper documentation is very important to case resolution.
Documentation of a complaint should be clear, detailed, and events noted in chronological order.
The contents of the complaint should answer the following questions:
When did the incident(s) occur?
provide date(s) of the incident(s)
provide time(s) of occurrence, including duration
Where did the incident(s) occur?
location of incident(s) (e.g., office, cafeteria, parking lot, social function)
medium of communication of harassment: verbal, non-verbal (e.g., gestures and physical contact), written (including e-mail), etc.
What exactly happened during the incident(s)?
provide details of the incident(s): specify the actions taken by the harasser (e.g., sent e-mail or a letter, touched complainant, made harassing comments, etc.)
Were there any witnesses?
who, if anyone, saw the harasser's actions
is anyone else aware of the incident(s) taking place
Did the complainant tell anyone about the incident(s)?
who else was told about the incident(s) (e.g., supervisor, co-worker, human resources, counsellor, friend, etc.)
What attempts, if any, have been made to remedy the situation?
have there been any steps taken to stop the harassment
if action has been taken, specify the steps taken to rectify the situation (e.g., complainant told the harasser that his/her actions were unacceptable, complainant approached personnel about the situation, warning was issued to the harasser, etc.)
How did the complainant feel when the incident took place?
specify how the harasser's actions emotionally affected the complainant (e.g., angry, fearful, feelings of inferiority, etc.)
I am of the opinion that if she quits then the aggresser has won, don't allow him to win like that. Copy that information and even pass it out among other emplyees. Build a case, and act on it.
I know that stepping out back would be what you want, but I can not suggest such a thing.
I have to deal with assults, larceny/thefts, medicals, drunk/dissorderly,...etc and it all comes down to what you put down on paper.
One other suggestion, a small micro recorder would not be a bad investment.
Thomas