Trackument

District Information

Enter your district information. This will appear on every document you generate.

District Name Board Policy Website URL

Document Types

Choose which documentation types appear in the dropdown. Drag to reorder by severity — they'll appear in this order.

⠿ Conference Summary ⠿ Written Warning ⠿ Letter of Reprimand ⠿ Notice of Unsatisfactory Performance ⠿ Final Written Warning ⠿ Notice of Unprofessional Conduct

Collective Bargaining Agreements

Store contract documents here. When you select an employee classification on a memo, the matching agreement will be applied automatically. Set the bargaining unit on each agreement so the system knows which classification it covers.

No agreements saved yet.

Personnel Commission Rules

Merit system districts operating under a Personnel Commission (Ed Code §45240 et seq.) may upload their Personnel Commission Rules here. These will be available for reference when documenting classified employee matters.

Employee Information

Complete the fields below for this memo. District information is pulled from your saved profile.

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Site

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Date of Memo

Type of Documentation

Document Administrator

Employee Salutation

Employee Name

Employee Position/Title

Employee Classification

Nature of Situation * (select all that apply)

Attendance / Tardiness

Performance / Incompetency

Conduct / Insubordination

Professional Conduct

Safety Violations

Alcohol / Drug Related

Dishonesty / Fraud

Other

Facts

Describe what happened with specificity. Include dates, times, locations, witnesses, and observable behaviors only. Save opinions and conclusions for later sections.

Coaching tip: Facts must be observable and verifiable. Ask yourself: could a camera have recorded this? Stick to who, what, when, where, and how. Avoid words like "inappropriate," "unprofessional," or "unacceptable" here — those belong in the Impact section.

Date(s) of Incident(s)

Time(s) of Incident(s) — optional

What to include:

• Who was involved — names, titles, and their role in the incident

• What happened — observable behaviors and direct quotes, not conclusions

• When and where — specific dates, times, and locations

• Video evidence — if available, note the camera location, timestamp range, and what it captured

• Witnesses — names and what they observed (upload statements below)

Example: "On February 14, 2026 at approximately 8:15 AM, I observed Mr. Jones arrive at classroom 214 approximately 22 minutes after the start of 1st period. Students were unsupervised. Campus security aide Maria Lopez was also present and observed the same. This is the third documented late arrival this semester."

Witness Statements — optional

Upload any written witness statements. Attached documents will be included for AI reference when generating the memo.

📎 Attach Witness Statement

Prior Documentation on File

Describe any prior verbal warnings, written counseling, or earlier formal documentation. You may also upload prior writeup documents for reference.

📎 Attach Prior Writeup (optional)

PDF or Word. Attached documents will be included for AI reference when generating the memo.

Citations

The citations below are suggested based on your facts and classification. Review, add, or remove as needed.

Trackument will analyze your facts and automatically suggest the most relevant Ed Code sections, board policies, and contract references for this specific situation.

Impact

Use the Impact Draft Generator below to produce a draft at the intensity level that matches the situation, then edit each section directly.

Why this matters: Generic language like "this behavior is unacceptable" is not defensible in a hearing. Impact must specifically connect the conduct to real consequences: for students, for operations, and for the employment relationship. The more specific and concrete, the stronger the documentation.

Impact Draft Generator

Uses the facts from Step 2 to generate the impact section. Add any additional context below if helpful — both fields are optional.

How Were Students Actually or Potentially Affected? — optional How Were Operations or Staff Affected? — optional

Intensity Level

Directives

State clearly and specifically what the employee must do differently going forward. These should be measurable, reasonable, and time-bound where applicable.

Coaching tip: Directives must be actionable and specific. "Improve your attendance" is not a directive. "You are directed to report to your assigned classroom no later than 7:55 AM on all assigned workdays, beginning May 14, 2026" is a directive. Be precise about what is expected and when.

Additional Directives

Add your own directives — click the text to edit each one. Save to your database to reuse in future writeups.

Support Resources Suggested

All applicable resources are pre-checked. Uncheck any that don't apply, and click the text to edit.

Additional Support Resources

Add your own support resources.

Closing Language

Review and edit the closing sections. Uncheck any to exclude from the document.

Consequences of Future Violations Auto-populated

          Complete Setup with a classification to populate.
        

Personnel File Notice Based on document type

Right to Respond to This Document

Additional Closing Notes — optional

Others Present at the Meeting — optional

For conference summaries: indicate if anyone else was present at the conference meeting (e.g. union representative, HR director, witness).

Generate Document

Review your entries in the summary below, then generate the final document.

Ready to generate

Employee:

Document type:

Incident date:

Classification:

This usually takes 1–3 minutes.

Review & Edit

Click anywhere in the document to edit. Review carefully before issuing.

Next Steps

Administrator guidance only — nothing on this tab appears in the document.

Administrator Guidance

Based on classification selected in Setup.

Draft Meeting Notice to Employee

Use this as a starting point for notifying the employee of the meeting. Edit as needed, then copy and send.

Verify Before Issuing

Ed Code citations: Verify current language and confirm the sections cited are applicable to this employee's classification and the specific conduct at issue.

Board Policies and ARs: Policy numbers are based on the standard California (CSBA) model. These match most districts' adopted numbers. A quick check at your district's policy site before issuing takes 1–3 minutes.

CBA language: Confirm article numbers and language are current for your active contract year.

Personnel file procedures: Confirm the file placement language matches your district's practice and any applicable CBA requirements.

Drafting your document...