INSTRUCTIONS FOR COMPLETING AND SUBMITTING THE MEMORANDUM FOR RECORD

The Statewide Corrections Policy Committee encourages members to document workload concerns, staffing shortages, competing priorities, and operational limitations through the attached Memorandum for Record (MFR).

The purpose of this document is to create a contemporaneous record that management has been notified of workload and resource concerns that may impact your ability to complete all assigned duties within expected timeframes. This memorandum is not a refusal to perform work and should not be used to challenge specific assignments. Rather, it serves as a professional notification regarding working conditions and workload realities.

Please complete the following steps:

1. Review the Memorandum for Record in its entirety.
2. Fill in all required information, including:
   • Date
   • Your name
   • Supervisor's name
   • Any additional facts specific to your workload, staffing concerns, or operational challenges
3. Sign and date the memorandum. Unsigned memorandums have limited value and may not effectively establish that you personally raised these concerns.
4. Submit the memorandum via email to:
   • Your immediate supervisor
   • Your Council Representative
   • Any additional management officials you believe should be aware of your concerns
5. Retain a copy for your records. We strongly recommend:
   • Saving the signed memorandum electronically
   • Retaining a copy of the email transmitting the memorandum
   • Keeping any email delivery confirmations or responses received
6. Continue to update and resubmit memorandums as conditions change or if workload concerns persist. A single memorandum may establish notice, but ongoing documentation provides a more complete record of continuing operational challenges.

In addition to documenting concerns with management, members should be aware that the Union intends to use aggregate information regarding workload, staffing shortages, administrative burdens, and public safety concerns in future advocacy efforts. You may be asked to provide copies of your Memorandum for Record to your State Representatives and other elected officials to help demonstrate the real-world impacts of chronic underfunding, increasing workloads, and competing priorities within Community Corrections. Your documentation may help policymakers better understand the challenges facing frontline staff and the effect those challenges have on public safety and offender accountability.

The goal of this process is to ensure there is a clear and documented record that employees have notified management when workload, staffing levels, competing priorities, or administrative requirements make it difficult to accomplish all assigned duties. Such documentation may become important in future discussions regarding workload expectations, staffing, resource allocation, performance evaluations, disciplinary matters, and legislative advocacy.

Download the Memoranda of Record here

Members with questions should contact their Council Representative.

In Solidarity,

Statewide Corrections Policy Chair

Vice Policy Chair

Statewide Labor Management Chair