Real Life HR: Employee Refuses to Sign a Policy Acknowledgment

Question:

We recently introduced a new policy and asked all employees to sign an acknowledgment form. However, one employee refuses to sign. What should we do?

Answer:

Here are a few steps you can take to address this situation effectively:

1. Discuss Reservations
   Start by having a conversation with the employee to understand their concerns. There may be a misunderstanding or a reason behind their reluctance. This discussion can provide an opportunity to clarify the policy or address any issues.
2. Clarify Policy Adherence
   If the employee still refuses to sign after the discussion, it’s important to let them know that they are required to follow the policy, whether or not they sign the acknowledgment. The signature simply confirms that they have received the policy, but it doesn’t exempt them from complying with the rules.
3. Document the Refusal
   In case the refusal persists, ask the employee to note their refusal on the acknowledgment form. If they won’t do this, you can write a statement on the form yourself, indicating their refusal to sign.
4. Witness and Documentation
   When possible, have a manager or witness present during the conversation. Make sure to sign and date the document, noting that the employee was informed of their obligation to comply with the policy, regardless of their signature. Proper documentation is key for your records.

These steps can be applied to various situations, including refusal to sign the employee handbook or a performance improvement plan. Keeping thorough documentation ensures you have a clear record for future reference.

Need more HR guidance on exemption statuses? Work with a certified HR professional today.

Article courtesy of Ahola.

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