LSUS MHA 702 Ch 16 latest actual questions with accurate expert solutions + rationales ( LATEST RELEASE )

Despite _______________________, paper has not been totally replaced.

increase in computerization

Paper is _______________________ in many legal settings.

required

Much documentation is created and maintained largely as ________________________.

protection against legal challenges

- Weak, inaccurate, or incomplete documents

- Needed, but not available

Documentation problems:

_________________________________ is often inferred from the content of documentation relating to employees.

evidence of discrimination or its absence

___________________________ involves disparate treatment.

the most common kind of discrimination

All individuals must be treated ____________________________________.

fairly and evenly

Being treated unfairly or unevenly are violations of _______________________________.

the Civil Rights Act 1964

Legislation requires all individuals to be ___________________________ concerning terms and conditions of employment.

treated equally

_______________________ involves allegations of discrimination against members of a protected group.

Disparate impact

For any charge, ______________________ concerning all affected employees may be requested.

documentation

Every page of every document should have a ____________________________________. This includes an organizations _____________________________.

unique page number and an identifying title; personnel policy and procedure manual

_________________________ to the document complicate the request.

changes and revisions

All documents should be ________________________________ that they become effective and/or a time that will expire.

dated with a time

_______________ should retain complete copies of all versions or revisions of all organizational documents that affect employees (Employee Manual, memos, etc.)

HR

Any information that cannot legally be uses as the basis for a ____________________________ should never enter an employee's _______________________ and should never be retained in a manager's personal files.

personal decision; personnel file

Some records are retained on the basis of ________________________________. Other records are retained because of ___________________________.

common sense; external or legal requirements

In most organizations, __________________________ is a continuing responsibility of HR.

retaining records

_________________________________ that administer employment legislation specify the minimum length of time that pertinent records must be retained. These times _______________.

Regulatory agencies; differ

Under the rules of the ___________________________________, records of any personal or environmental monitoring of exposure to hazardous materials must be retained for ___________________.

Occupational Safety and Health Administration (OSHA); 30 years

In New York State, records of _______________________________ must be kept for _______________.

exposure associated with the New York State Right-to Know Law; 40 years

_______________________________ requires all employee-related records be kept for ___________ (same as statute of limitations for claims under the act).

Age Discrimination in Employment Act (ADEA); 1 year

The threshold for retaining most employment documentation under Federal Law is _______________________.

3 years

Many orgs simply assume that ____________________________ must be _________________________.

all personnel files; permanently retained

Personnel files of ____________________________ must occasionally be accessed.

former employees

Old files are often stored on _____________________________.

microfilm

Newer systems save documents in ___________________ form.

electronic

________________________ are scanned and then stored as electronic images. This approach requires that records be _______________________________________.

Paper files; periodically re-saved on different media

HR has the responsibility for ___________________ employee documentation.

obtaining and retaining

HR must ensure that ___________________________ in each _______________________ are in fact there and __________________.

all required documents; personnel file; complete

_________________________ cooperate so that documents such as __________________________ are filed.

Department managers; appraisals and disciplinary actions

_______________ documentation may be shared responsibility (particularly, professionals).

licensure

Dept. managers often have the responsibility to ensure that ___________________________ renew their licenses in a timely fashion and submit __________________________ for their personnel files.

licenses; copies

_____________ maintains files.

HR

Orgs. occasionally maintain a separate __________________________ for licenses.

central respository

The objective of a ___________________ is to correct behavior.

warning

The point of invalidating and removing older warnings is to __________________________________________________.

prevent an infraction from permanently harming an employee

___________________________ in employee files are often considered to expire after a period of time if subsequent relate infractions do not occur.

written warnings

HR must monitor ________________________ and invalidate them as needed.

written warnings

Documents that are removed should not be ________________ in case they are needed in a future __________________.

destroyed; legal action

Documents removed from employee files should be _____________________ in a separate, central location.

re-filed

HR must control access to _____________________________.

personnel files

An employee's _______________________________________ often have limited access to employee files.

immediate supervisor and dept. manager

Organizational ________________________ has access to pertinent files as required when addressing legal matters, but not _________________.

legal counsel; all files

Potential managers may have limited access to specific employee's files when _______________________________________.

considering them for promotion or transfer

________________________ have the right to review their own personnel files, although this is permitted only under ___________________________ and a prohibition against removing any documents.

All employees; HR supervision

Access to personnel files by interests ____________________ to an organization is strictly _____________________. Such requests are typically limited to having a _____________ of documents furnished only upon receipt of a ____________________ signed by the affected employee giving permission to release specific information.

external; limited; written release

Documents specifically requested via ________________________ must be furnished as requested. No employee ________________ required.

subpoena or other court order; permission

Job description provide _______________________________ for workers.

day-to-day guidance

Supervisors use job descriptions when ____________________ their subordinates.

evaluating

HR uses job descriptions for when ____________________.

recruiting

Organizations have a vested interest in ____________________________________ and maintaining their currency.

creating accurate job descriptions

Dept. managers and HR are often required to _________________ on job descriptions.

work together

Ordinarily, the _______________ comes from managers while HR provides the _____________________________________________ that are contained in every position description in an org.

content; format, arrangement, and items

Employees should be involved in an _________________________ of their own job descriptions.

annual review and update

Employees should participate in _________________________________.

revisions of existing job descriptions

An easy way to avoid problems with different versions of job descriptions is to _____________________________________________________.

date each document when it is modified in any way

A message to ____________________ all previous versions should accompany the distribution of any _________________________ job description.

destroy; revised

HR must issue all _________________________________ of every description in a _____________________________________. This reduces confusion and provides a resource to determine that the most ___________________ documentation is being used.

revisions and retain a copy; Master Job Description file; current

Every org. should have an __________________________.

employee handbook

All department managers and supervisors should be ______________________ with the contents of the employee handbook for 2 reasons:

familiar; personal knowledge/use and to answer employee questions

Managers must be able to ______________________ about the handbook's contents and must know ___________________________ to secure clarification of any of the book's contents.

handle general questions; how and where

__________________ include work rules as well as general information about an org and often include key personnel policies.

handbooks

Supervisors must ensure that ______________________________________________________________.

all employees in their depts have copies of the handbook or maintain ready access to the current version

When an employee handbook is re-issued or made available to all employees, supervisors must ensure that ____________________________________________________________.

all employees receive a copy and sign and submit the receipt acknowledging that they have received and read the handbook.

A signed handbook receipt is retained as _________________ that the employee has received and reviewed the handbook.

evidence

The receipt is kept in _________________________________.

the employee's personnel file

Employee handbooks must be carefully written to ________________________________________________. Ex. "a temporary employee becomes permanent at end of probationary period" This implies the employee cannot be ________________!

avoid conveying the impression of promises or guarantees; fired

An organization's ________________________________ is ordinarily issued by HR.

personnel policy and procedure manual

Department managers or the person ______________________________should file updates as soon as they are received.

delegated to maintain a policy and procedure manual

A policy and procedure manual should be stored ___________________________________, without having to ask for it.

where employees can access it and make reference to it as needed

Because personnel files exist for __________________, all employees deserve ________________ to the manual.

every worker; equal access

Requests for employee information from __________________ of an org. should not be honored.

outside

Requests should be _________________ to HR.

referred

_________________________ should be released to an outside party without a ______________________ from the affected employee or a court order/subpoena.

No information; signed consent

Organizations should only provide ______________________ information that can be supported or verified by an official record.

objective

_______________________________ should never be offered.

opinions and subjective assessments

Requests from ________________ an org. should be honored on a _________________________.

within; need-to-know basis

Dept. managers occasionally keep particular records, ________________________________, concerning their employees.

both formal and informal

Files maintained by a manager should ____________________________ in a careless manner.

not be approached or maintained

Employee files that are maintained by managers are not the manager's _______________________.

personal property

Managers should always maintain a separate file for each employee as this ___________________________________________________.

avoids charges of favoritism or discrimination

Supervisors' files ordinarily include __________________________________________. Older _____________________ are available in HR files.

copies of the most recent one or two performance appraisals; performance appraisals

Notes regarding __________________________ to include the next performance appraisals are in supervisors' files.

both positive and negative items

Copies of __________________________ should be retained by manager instead of going to HR (permanent personnel file) and should be purged in a timely fashion if behavior ____________________________.

warnings, reprimands and other disciplinary information; does not recur

Save positive and negative comments including:

records of performance improvement activities, including all reminders of follow-up and notes indicating that problems are being resolved; copies of complaints or compliments received; notes of counseling sessions held with an employee

Everything that managers write for employee files must be expressed in __________________________________________________.

accurate, objective language without name-calling or unsupportable opinions

Avoid writing anything that can be __________________________ - remember that EVERYTHING may be read in _____________ one day!

personally or organizationally embarrassing; court

These files should be _________________________________________.

periodically reviewed and cleaned

Documentation should be completed ____________________________________.

on a timely basis

Many problems occur ________________________________ because of documentation that is ______________________.

after the fact; missing or incomplete

All information must be _________________________________________!!!

timed and dated

The importance of ________________________________ cannot be exaggerated or overstated.

complete and accurate documentation

Although not a manager's favorite task, ______________________ is an absolute organizational necessity.

record-keeping