Managing a disciplinary case in iTrent

Login to iTrent using your Case Manager profile

Click on Cases to access the Case Management dashboard.

• The green menu bar displays the status of cases i.e. Open, Flagged, Overdue, Number raised in the current week and Number closed in the current week.
• Use the drop-down menu (“more filters”) to filter cases by the date they were raised, type, sub-type, stage, due date, owner or advisor.
• Use the drop down menu (“Sort by…”) to sort cases as required.

• Click on the underlined text in the Structure item 3, Structure item 4, Raised date, Case type or Case sub type columns to open the case record.

Notes are added to the disciplinary case to record information from conversations, emails or any information relevant to the case.

• Click on the three dots to access the Stage Options menu.
• Select Add note

• Enter your note into the text box
• Click the Add note icon to save your note.

Your note appears underneath the case stages as a time and date stamped entry.

You may need to edit a note to add additional information or to correct an error.

To correct or edit a note click on the pencil ‘edit note’ icon to access the text box.

Update or change the text in the text box, click the ‘Save note’ icon to save your edited note.

Your edited note is saved to the case report and is time and date stamped with a Last updated status attached.

Forms (e.g. the initial assessment forms), emails and any relevant documents should be uploaded to the case record at the relevant stage when required.

• Click on the three dots to access the Stage Options.
• Select Add attachments from the drop-down menu.

• Document: type in the title of the document.
• Document type: use the drop-down menu to select Case Management Documents.
• Select Choose Files to search and attach your document.
• Click Save to upload the document to the case.

The attached document appears in the case stage field. Click the attachment to download and view.

If you would like to correct an error in an attachment the document can be removed. Please ensure you upload the amended document if required.

Hover your mouse over the attached document then click the delete attachment icon to remove the attachment.

The system generates a message to inform you the attachment will be deleted.

A date and time stamped system notification is added to indicate an attachment has been removed from the case.

When another manager is involved in the disciplinary case you can share the case to enable them to access the case details in iTrent. Please check with your HR Adviser before sharing a case to ensure confidentiality is maintained.

Click on the three dots to access the options menu.

Select Sharing from the options menu.

• Click on the spyglass to open the User Search window.

• Enter the forename, personal reference, surname or user name of the employee.

• Select the appropriate option from the (“Surname”) drop-down menu.

• Click the spyglass to search for the employee you would like to share the case with.

• Check the details of the employee are correct to ensure you share the case with the correct person (note there are employees in the council with the same name).

• Lock – do not select

• Click Save to share the case with the person you have selected.

Select Sharing from the options menu.

• Employee details of the person sharing the case are displayed.
• To stop sharing the case click on the employee details.

• Click the delete icon to remove the selected employee details.
• Click Save to ensure stop sharing the case with the selected employee.

In accordance with Argyll and Bute council’s Disciplinary Procedures Code of Practice: The Council will refer matters to professional / statutory / regulatory bodies in line with professional, statutory or regulatory frameworks.  This includes, in cases involving childcare issues, referring the details to Disclosure Scotland for consideration by them in relation to an individual’s continued membership of the Protecting Vulnerable Groups (PVG) Scheme. The SSSC also requires to be informed where the issue concerns childcare and /or vulnerable adults. Depending on the relevant body, the timing of the referral can be at the point of investigation through to implementing of specific disciplinary action.

How to update UDF details with external referrals

Only required if these details have not previously been uploaded by HR.

Click the Add UDF Details button to access the UDF to access the Add UDF details Disciplinary window.

• External referral: use the drop-down menu to select the appropriate external body e.g. General Teaching Council for Scotland (GTCS), Protection of Vulnerable Groups (PVG) or Scottish Social Services Council (SSSC).
• External referral date: add the date the case was referred to the external body.
• Scroll to the bottom of the Add UDF Details – Disciplinary window and click save.

Please upload the confirmation of notification email from GTC or SSSC to the case records when a case is referred to an external body for auditing and reporting purposes.

For more information on, and details of relevant links related to the PVG scheme and Disclosure refer to Appendix 18 Protection of Vulnerable Groups information note. Please contact ERHRprocess@argyll-bute.gov.uk  (FORMS and processes only) for a copy of this document

For details of other relevant professional / statutory / regulatory bodies within your own service area you should contact your line manager.