Vocations · Professional Development

Write it down the same day,
as facts.

When a problem at work keeps happening, the person with dated notes is the one who gets taken seriously. Record each incident while it is fresh: when, where, who, what was said and done, who saw it and how it affected your work, then who you reported it to. The organizer keeps the timeline and flags deadlines that matter.

Write up an incidentWhat you get
$5one-time · every device you sign in on
Buy · $5

Included with the Caveat Academy pass and Whole-school licenses. Or get it in the Job search kit, $29 for 34 items.

Incidents

The worked example is made up: comments about an employee’s accent in a team meeting a week ago, not yet reported, and an earlier credit dispute whose follow-up date has passed. Records save on this device only.

Loading the incident form. If nothing appears, turn on JavaScript.

What you get

Vocations · Professional Development$5

What you finish with
A dated record per incident with time, place, kind of problem, who was involved, what happened, exact words, witnesses and the effect on your work; what you did, who you reported it to, when and the follow-up date; six habits of good documentation; a count of incidents and repeats with the same person; flags for unreported incidents, a passed follow-up date, the EEOC filing window for harassment tied to a protected trait and OSHA’s window for safety retaliation.
Who it is for
Employees, interns and apprentices dealing with a conflict or mistreatment at work, and young workers in their first jobs.
Format
Browser organizer with a saved record per incident. Prints an incident, the full timeline as a table or a blank form; downloads a spreadsheet (.csv); exports and imports a file to keep a copy off your work devices.
Access
$5 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with the Caveat Academy pass and Whole-school licenses. Also in the Job search kit ($29) and the Vocations Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Professional Development space in Caveat Vocations.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Write it up the same day, facts and exact words first.
  2. Name people by role and initials.
  3. Note the effect on your work, and any witnesses.
  4. Check the handbook and report it in writing to the right person.
  5. Log the response and follow up on the date you set.

Write up an incident

Facts, not labels

Fact or labelHe was rude to me.→He said, “Maybe someone who speaks clearlyshould do the numbers,” in front of sixpeople.She always ignores me.→My last three emails, Oct 2, 9 and 16, gotno reply; others on the thread got answers.It was unprofessional.→The meeting ended with my item given tosomeone else, without a reason.Fact or labelHe was rude to me.He said, “Maybe someone who speaksclearly should do the numbers,” infront of six people.She always ignores me.My last three emails, Oct 2, 9 and16, got no reply; others on thethread got answers.It was unprofessional.The meeting ended with my itemgiven to someone else, without areason.
Labels invite argument; dated facts and exact words are what HR, a manager or an agency can act on.

When federal law applies

Federal law bars harassment and discrimination at work based on race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, age 40 and over, disability and genetic information, for employers above a size set by each law, and protects you from retaliation for reporting it. A charge with the EEOC is generally due within 180 days, extended to 300 where a state or local agency enforces a similar law. Federal employees have a different, shorter process.

Keep it yours

Keep this record on a personal device, and keep copies of work documents only as your employer’s policy allows. Ordinary disagreements are worth writing down too: a calm record of dates and facts helps a manager or HR resolve things before they grow.

Sources

  1. U.S. Equal Employment Opportunity Commission. Time Limits for Filing a Charge and Harassment (eeoc.gov).
  2. Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act and the Americans with Disabilities Act, as enforced by the EEOC.
  3. Occupational Safety and Health Administration. Filing a Whistleblower Complaint: section 11(c) retaliation complaints within 30 days (osha.gov/whistleblower).
  4. U.S. Department of Labor. Know your rights resources for workers (dol.gov).

The worked example is made up. This organizer is not legal advice; deadlines and coverage can differ for your situation, and state law may add protections. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.