1
Meeting Information
Basic identifying details for the record.
2
Who Was Present
Document everyone in the room — names and roles.
Rep guidance — why this matters
Every person present is part of the record. Administration representatives who were present may be called as witnesses. Note if anyone entered or left during the meeting.
e.g., Candice Milton, Assistant Principal; Dr. Reynolds, Superintendent
Your name and role, plus any other union reps in the room
3
Subject of the Meeting
What was this meeting about — as stated by administration.
Rep guidance — document exactly what admin said
Note the stated reason for the meeting as administration described it. Do not editorialize here — just capture what was said. The purpose stated at the start may differ from what actually occurred.
e.g., Article 3.101 (representation rights), Article 3.104 (progressive discipline), Article 7.61 (lesson plans)
4
Questions Asked & Member Responses
Log each question administration asked and what the member said.
Rep guidance — exact words matter
Record questions as close to verbatim as possible. For member responses, note what was said — including if the member declined to answer or deferred. Also note any objections you made as the rep (e.g., "Rep objected that the question was misleading").
- Use quotes where you can remember exact wording
- If the member said "I don't recall," write that — don't paraphrase it as a denial
- Note if administration rephrased or repeated a question
1
5
Rep Actions During the Meeting
What you did as the union representative.
Rep guidance — document your interventions
Note every time you spoke up — objections to questions, requests for breaks, requests to consult privately with the member, or any procedural concerns you raised. This is part of the record and protects both you and the member.
6
Meeting Outcome
How did the meeting end and what was communicated.
Rep guidance — capture how it ended
Note any disciplinary action stated or implied, any next steps administration mentioned, and the member's state at the end of the meeting. If administration said "we'll be in touch," write that exactly.
7
Mitigating & Extenuating Circumstances
Factors that context or reduce the severity of the situation.
What are mitigating and extenuating circumstances?
These are facts that, while they don't excuse the conduct at issue, provide important context that can influence the outcome.
Mitigating circumstances reduce culpability — e.g., the member has a clean disciplinary record, followed prior guidance, was dealing with a personal crisis, or acted in good faith based on unclear expectations.
Extenuating circumstances explain the situation — e.g., the member was not properly trained, was given conflicting instructions, was operating under unusual workload or conditions, or the administration failed to follow proper procedures first.
Always ask the member: "Is there anything else I should know that might explain or provide context for what happened?"
Mitigating circumstances reduce culpability — e.g., the member has a clean disciplinary record, followed prior guidance, was dealing with a personal crisis, or acted in good faith based on unclear expectations.
Extenuating circumstances explain the situation — e.g., the member was not properly trained, was given conflicting instructions, was operating under unusual workload or conditions, or the administration failed to follow proper procedures first.
Always ask the member: "Is there anything else I should know that might explain or provide context for what happened?"
Clean record, length of service, good faith effort, personal circumstances, prior positive evaluations, etc.
Unclear expectations, lack of training, conflicting directives, unusual workload, procedural failures by administration, etc.
Was notice given? Was rep present? Was progressive discipline followed? Were time limits met?
8
Rep's Assessment & Notes to Officer
Your professional judgment — for officer use only.
This section is for internal union use only
Do not share this section with administration or include it in any document submitted to the district. This is your candid assessment for the officer.
What do you think happened? Is the member's account credible? What concerns you most?
✓ Ready to send. Review the summary below, make any edits needed, then copy and email to Jeffrey Cunningham at jcunningham@ghbulldogs.org or text (234) 208-6180.
Fact-Finding Summary Report
Review and edit before copying. The rep assessment section is for officer use only — do not forward to administration.