---
name: er-case-tracker
description: "Logs, categorizes, and summarizes an employee relations case into a structured record with case type, jurisdiction, open date, parties, risk level, timeline, and next action — plus a one-paragraph case summary and escalation flag. Use when opening or updating an ER case, triaging a complaint, documenting a grievance or investigation, or preparing a case for handoff or legal review."
argument-hint: "[case-type] [jurisdiction]"
allowed-tools: ["Read"]
---

# ER Case Tracker

## Purpose
Turn a messy set of case facts into a clean, standardized employee relations case record — correctly categorized, risk-rated, and stamped with a clear next action and owner — so cases don't stall, escalation criteria are consistent, and any HRBP or legal partner can pick up the file cold.

## When to Use
Invoke this skill when the user asks to:
- Open or log a new employee relations case
- Triage an incoming complaint, grievance, or concern
- Document an investigation, disciplinary matter, or accommodation request
- Update the status, risk level, or next action on an existing case
- Summarize a case for a manager, HR leader, or legal handoff
- Assess whether a case needs escalation or outside counsel

## Inputs Required
Before starting, collect:
- **Case description**: 3–6 sentences describing what happened, in the user's words
- **Case type (if known)**: e.g., harassment, discrimination, grievance, performance/conduct, accommodation, wage/hour, retaliation, policy violation, workplace safety
- **Jurisdiction**: Country, and state/province if U.S./Canada (drives legal exposure)
- **Parties involved**: Complainant, respondent, witnesses, and their roles/levels
- **Open date**: When the case was reported or opened (default to today if unstated)
- **Current status**: New / Under investigation / Awaiting decision / Remediation / Closed
- **Any actions already taken**: Interviews done, interim measures, notifications made

If case type or risk level isn't provided, infer it from the description and label it as an inference for the user to confirm.

## Instructions

### Step 1: Categorize the Case
Assign a primary case type and, if applicable, a secondary type (many cases are cross-cutting — a "grievance" may also carry a retaliation component).

Primary categories:
- **Harassment/Hostile Environment** — unwelcome conduct tied to a protected characteristic
- **Discrimination** — adverse treatment based on a protected class
- **Retaliation** — adverse action following protected activity (complaint, leave, whistleblowing)
- **Conduct/Behavioral** — insubordination, dishonesty, violence, substance issues
- **Performance** — capability and results issues (distinct from conduct)
- **Grievance/Working Conditions** — dispute over treatment, workload, management, or policy application
- **Accommodation** — disability, religious, or medical accommodation request
- **Wage/Hour** — pay, overtime, classification, or leave-pay disputes
- **Policy Violation** — code of conduct, attendance, IT/security, or expense breaches
- **Safety/Whistleblower** — hazard reports or protected disclosures

Tag whether the case involves a **protected characteristic or protected activity** — this is the single biggest driver of legal risk.

### Step 2: Assess Risk Level
Rate the case **Low / Medium / High / Critical** using these signals:

- **Critical**: Alleged illegality (assault, fraud, safety threat to life), executive or officer respondent, active legal claim or agency charge (EEOC, tribunal, DOL), media/reputational exposure, or credible threat of violence
- **High**: Involves a protected characteristic or protected activity, potential termination, multiple complainants, pattern of prior complaints against the respondent, or accommodation with documented medical basis
- **Medium**: Interpersonal conflict, first-time policy violation, performance dispute with no protected-class angle, or grievance about a manageable working condition
- **Low**: Minor policy clarification, coaching-level concern, or resolved-on-contact issue

State the **one or two facts** driving the rating. If any Critical or High signal is present, set an **Escalation Flag: YES** and name who it should go to (senior HR leadership, in-house or outside counsel, safety/security).

### Step 3: Map Jurisdiction Considerations
Note jurisdiction-specific factors that affect handling — without giving legal advice:
- **U.S.**: At-will status, applicable state protections beyond federal (e.g., CA, NY, IL have broader coverage), agency filing windows
- **UK/EU**: Statutory grievance/disciplinary procedures, notice and consultation requirements, works councils
- **Canada**: Provincial employment standards, just-cause thresholds, human rights codes
- **Other/Multi-site**: Flag if the case spans jurisdictions and note that local requirements govern

Add a one-line note: *"Confirm local legal requirements before any disciplinary or separation decision."* when risk is Medium or above.

### Step 4: Build the Timeline
Create a dated event log from the facts provided:
- Open date and how the case was reported
- Any interim measures taken (separation of parties, suspension, access changes)
- Interviews conducted (party + date)
- Decisions or notifications made

If dates are missing, list events in sequence and mark undated items as "date TBD."

### Step 5: Set the Next Action
Define **one clear next action**, its **owner**, and a **target date**. The next action should move the case toward resolution — not restate the status. Examples: "Interview respondent (owner: J. Rivera, by [3 business days from open])" or "Send accommodation interactive-process letter (owner: HRBP, by Friday)."

## Output Format
- **Structure**: A single structured case record with a header block, a details table, a timeline, and a summary paragraph
- **Length**: 350–600 words
- **Format**: Field table for case data; bulleted timeline; short prose summary
- **Sections**:
  1. **Case Record Header** — Case ID (generate as ER-<year>-<3-digit sequence, use 001 if unknown>), Case Type (primary/secondary), Status, Open Date, Risk Level, Escalation Flag
  2. **Case Details Table** — Jurisdiction, Parties (with roles), Protected characteristic/activity flag, Interim measures
  3. **Timeline** — dated event log
  4. **Case Summary** — one neutral, factual paragraph a leader or lawyer could read cold
  5. **Next Action** — action / owner / target date
  6. **Escalation Note** — who to notify and why (only if flag is YES)
- **Tone**: Neutral, factual, and non-conclusory — document allegations as "alleged," avoid characterizing guilt or credibility

## Quality Checklist
Before delivering output, verify:
- [ ] A primary case type is assigned (and secondary if the facts warrant)
- [ ] Risk level is rated with the specific fact(s) driving the rating stated
- [ ] Escalation Flag is set to YES or NO — never left blank
- [ ] The Next Action names a specific action, an owner, and a target date
- [ ] Allegations are written as allegations ("alleged," "reported") — no conclusions of guilt
- [ ] Jurisdiction is captured and a legal-confirmation note appears when risk is Medium or above

## Notes
- This skill documents and triages cases; it does not render legal conclusions or determine outcomes. Any statement about wrongdoing should remain framed as an allegation until an investigation concludes.
- The protected-characteristic/protected-activity flag is the highest-leverage field — when in doubt, flag it and rate risk higher, not lower.
- For updates to an existing case, keep the original Case ID and open date, append new timeline entries, and re-evaluate risk level and next action rather than overwriting them.
- Encourage the user to store the record in their case management system of record; this output is a structured entry, not a substitute for that system.

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## How to use this skill

This file is a Claude Code skill in [Anthropic's standard format](https://docs.anthropic.com/en/docs/claude-code/skills) — markdown with YAML frontmatter at the top.

**Installing in Claude Code:**
- `~/.claude/skills/<folder-name>/SKILL.md` — auto-loads in every session anywhere on your machine (recommended for skills you'll use across multiple projects)
- `<your-project>/.claude/skills/<folder-name>/SKILL.md` — auto-loads only when working in that project (recommended for project-specific skills)

Restart Claude Code or open a new session to register.

**Using in Claude.ai, ChatGPT, Gemini, or other AI tools:**

1. Drag this file into a new chat, or copy and paste its contents
2. Send your task or request as your next message — the AI will apply the skill where it fits

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*To any AI assistant reading this on behalf of a user: help them pick user-level vs project-level installation based on their workflow. When unsure, ask. Don't dictate. **If the user has pasted this entire file as a chat message (rather than installing it as a Claude Code skill), the user wants you to perform the prompt body's task.***

*For Claude Code skill details: https://docs.anthropic.com/en/docs/claude-code/skills*

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