SAMPLE INVESTIGATION CORRESPONDENCE
AMOUNT
Number:
Subject :
TO THE DEAN'S OFFICE/DIRECTOR'S OFFICE
Interest :
Working in ........................(unit and title where the personnel works) ............ .........(personnel's name will be written) ............................................. The interest in ........................(the alleged act) has been reported in writing/report.
About ...............(personnel's name), ........................ Due to ................................... (alleged act), Higher Education Institutions Administrator, In accordance with Article 17 of the Disciplinary Regulation for Academic Staff and Civil Servants, I hereby request that a disciplinary investigation be initiated.
Faculty/Institute/College Secretary
ANNEXES:
1-
2-
IT IS POSSIBLE
...../..../.......
Dean/Director
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DISCIPLINARY INVESTIGATION ORDER
(If an investigator will be appointed)
Number:
Subject :
Dear;
Interest :
Our university is …….. working as …….. in …….. It is claimed that (relevant) committed ..….(verb).
........................................................ Due to ............ (the alleged act), a disciplinary investigation has been opened in accordance with Article 17 of the Disciplinary Regulation for Administrators, Academic Staff and Civil Servants of Higher Education Institutions. You have been assigned to the investigator/investigation commission in the disciplinary investigation that has been initiated. I kindly request your information and instructions to carry out the disciplinary investigation and submit the investigation file and report you will prepare on this matter to the Dean's Office/Directorate within the required time.
Disciplinary Chief
Dean/Director
ANNEXES:
1-
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AMOUNT
Number:
Subject :
TO THE DEAN'S OFFICE/DIRECTOR'S OFFICE
Interest :
Working in ........................(unit and title where the personnel works) ............ .........(personnel's name will be written) ............................................. The interest in ........................(the alleged act) has been reported in writing/report.
About ...............(personnel's name), ........................ Due to ................................... (alleged act), Higher Education Institutions Administrator, In accordance with Article 17 of the Disciplinary Regulation for Academic Staff and Civil Servants, I hereby request that a disciplinary investigation be initiated.
Faculty/Institute/College Secretary
ANNEXES:
1-
2-
IT IS POSSIBLE
...../..../.......
Dean/Director
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DISCIPLINARY INVESTIGATION ORDER
(If an investigator will be appointed)
Number:
Subject :
Dear;
Interest :
Our university is …….. working as …….. in …….. It is claimed that (relevant) committed ..….(verb).
........................................................ Due to ............ (the alleged act), a disciplinary investigation has been opened in accordance with Article 17 of the Disciplinary Regulation for Administrators, Academic Staff and Civil Servants of Higher Education Institutions. You have been assigned to the investigator/investigation commission in the disciplinary investigation that has been initiated. I kindly request your information and instructions to carry out the disciplinary investigation and submit the investigation file and report you will prepare on this matter to the Dean's Office/Directorate within the required time.
Disciplinary Chief
Dean/Director
ANNEXES:
1-
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SWORN CLERK REPORT (If a verbal statement will be taken) Based on the investigation order of the Rectorate's Office dated …………… and numbered …….. …………. The meeting was held on ……… room and a disciplinary investigation was initiated against the defendant mentioned in the investigation order. To carry out editorial duties during the investigation ……. son/daughter of …… born in …… year ……. He was appointed as a sworn clerk and was made to swear that he would not tell anyone what he heard or knew. (Note: Appointing a clerk is optional). In this session, it was decided to send an invitation to testify to the defendant against whom a disciplinary investigation was initiated, to call witnesses who have knowledge about the subject and take their statements, and to prepare this report…../….2012 investigator (or Commission) Sworn Clerk (if applicable) signature signature
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ADDITIONAL TIME REQUEST LETTER TO ………..… AUTHORITY Interest: Write with … date and … number. With the article of interest, ……. I have been assigned as an investigator in the disciplinary investigation initiated against (relevant) on the allegation that he committed ……..(act). It does not seem possible to complete the investigation within the legal period due to (reason for the request for additional time, such as the nature and difficulty of the investigation; intervening holidays, etc.). Additional time is needed to complete the investigation. I respectfully request that additional time be granted. ..………….. investigator
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INVITATION TO EXPOSE Dear (regarding), Mission Relevance: Letter from … authority dated … and numbered … I have been appointed as an investigator in the disciplinary investigation initiated against you on the date of … with the allegation that you requested ... (verb) with the relevant letter. With this invitation, I hereby inform you that since your statement needs to be taken due to the act accused in the disciplinary investigation carried out against you, you must give your statement in writing by ….. (or be present at the place of testimony at ………….day, …..time……) . investigator ------------------------------------------------------------------------
DEFENSE INVITATION Dear (regarding), Mission Relevance: Letter from … authority dated … and numbered … With the relevant letter, a disciplinary investigation has been initiated against you on the date of ..., alleging that you committed ... (act). You have the right to defend yourself in accordance with Article 24 of the Disciplinary Regulation for Administrators, Academic Staff and Civil Servants of Higher Education Institutions. To make your defense regarding the incident, you must be present at … place on … day, at … time (make your defense in writing within …. days from the date you receive the notification) (the time given should not be less than 7 days); Otherwise, I would like to kindly inform you that you will be deemed to have waived your right to defense and an investigation report will be prepared against you based on the available evidence. …………….. Disciplinary Chief
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DEFENSE REPORT
INVESTIGATOR: (name, surname, position of the investigator)
DEFENDER: Related
Identity information:
Position: He currently works at our University as (his position).
Address:
DISCIPLINARY OFFENSE: (Detailed explanation of the act that is the subject of the disciplinary investigation and constitutes a disciplinary offense)
DEFENSE DATE AND PLACE: … day, time … at … place
DEFENSE WRITER: Sworn Clerk (name-surname, position)
FORM OF THE OATH: The oath was administered to the clerk in due form.
The defender was not made to take an oath.
DEFENSE:
Question 1: The action that is the subject of the disciplinary investigation and constitutes a disciplinary offense was explained to the person concerned. He was asked to tell what he knew about the incident that was the subject of disciplinary investigation.
Answer 1:
Question 2:
Answer 2:
He was asked if he had anything else to say about the incident. “I don't have anything else to say,” he said. The minutes were read to him. After he declared that what was written was the same as what he said, the minutes were signed together. ..../..../...........
............... ........................ ...... ........................
Relevant Sworn Clerk Investigator
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WITNESS TESTIMONY INVITATION
Dear (witness),
Relevant: Letter from the authority of … dated … and numbered ….
With the relevant letter, I have been appointed as an investigator in the disciplinary investigation initiated on ..…, on the allegation that ……..(relevant) committed ………(act). I hereby inform you that, as a witness regarding the incident under investigation, you must be present at …., at …., place, to give a statement (or give your statement in writing within 7 days from the date you receive the notification).
……………
investigator
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WITNESS/COMPLAINANT STATEMENT REPORT
INVESTIGATOR: (name, surname, position of the investigator)
STATEMENT GIVEN: Witness / Complainant
Identity Information:
Mission:
Address:
SUBJECT OF STATEMENT: (Taking a witness statement due to the alleged act committed by the officer (relevant) as ….. at our university and which is the subject of the disciplinary investigation)
DATE AND PLACE OF STATEMENT: … day, time … at … place
WRITTEN THE STATEMENT: Sworn Clerk (name-surname, position)
FORM OF THE OATH: The witness/complainant who testified was sworn to in accordance with the procedure. (If the complainant is also a victim, he/she will not be sworn in)
If there is a complaint or complainant;
The complaint petition was read to the complainant, and he was asked whether the signature belonged to him and whether he was a complainant. The complainant accepted and declared that the petition and signature belonged to him and that he was the complainant.
EXPRESSION :
Question 1: The action that is alleged to have been committed by the officer (relevant) at our university and who is the subject of the disciplinary investigation was told to the witness. He was asked to tell what he knew about the incident that was the subject of disciplinary investigation.
Answer 1:
Question 2:
Answer 3:
He was asked if he had anything else to say about the incident. "I don't have anything else to say," he said. The minutes were read to him. After he declared that what was written was the same as what he said, the minutes were signed together. ..../..../...........
............... ........................ ...... ........................
Witness/Complainant Sworn Clerk Investigator
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REQUEST REGISTRATION SUMMARY AND DOCUMENTS
TO THE PERSONNEL DEPARTMENT
Relevance: Letter from … authority dated … and numbered …
With this letter, I have been appointed as an investigator in the disciplinary investigation initiated against ……(relevant) working as ..….. at our University, on the allegation that he committed …….(act).
Within the scope of the investigation, to immediately send the record summary of ……(relevant) and whether he has received any disciplinary punishment before;
I present your information and what is necessary.
.…………….
investigator
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INVESTIGATION REPORT
INVESTIGATION BY: The authority that opened the investigation.
INVESTIGATION APPROVAL DATE: Letter from … authority dated … and numbered ….
INVESTIGATION START DATE:
DATE TO END THE INVESTIGATION:
INVESTIGATED:
Identity Information of the Relevant Person:
Duties and Official Title:
Registration Number:
SUBJECT OF INVESTIGATION: Detailed explanation of the action that is the subject of the disciplinary investigation allegedly committed by (relevant))
CRIME HISTORY:
PHASE OF THE INVESTIGATION: (the investigation process, the transactions carried out within the scope of the investigation are written item by item)
EVIDENCE: Information and documents obtained within the scope of the investigation (defense of the defendant, testimony of the witness, etc.)
DEFENSE SUMMARY:
EVALUATION OF EVIDENCE:
OPINION AND CONCLUSION: The investigator expresses his opinion and presents his proposal.
investigator
(Date, title, signature)
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RETURN OF INVESTIGATION FILE
TO …………….… AUTHORITY
Interest: Write … day and … number.
With the relevant letter, I have been appointed as an investigator in the disciplinary investigation initiated by your authority on the date of …., on the allegation that ……..(relevant) committed the …….(act). _The file and investigation report prepared as a result of the disciplinary investigation against the relevant person are attached.
I respectfully request your information and what is necessary.
…...……….
investigator
APPENDIX: Investigation file (…pages)
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INVESTIGATION FILE SEQUENCE COMPASS
1. Petition stating that a disciplinary offense has been committed
2. Letter of investigation approval and investigator appointment from the disciplinary chief, dated … and numbered ….
3. Additional time request letter dated… (if any)
4. Letter from the disciplinary chief regarding the request for additional time
5. The investigator …. "Defense request letter to the relevant party" dated
6. Investigator's "witness" statement request letter dated...
7. Investigator's "Record Summary and Document" request letter from the Personnel Department dated ...
8. (If any) Request letter for expert examination dated… …
9. (If any) Copies of a letter sent to the persons who are requested to be present during the survey and dated… … at … place.
10. (Relevant)'s defense report dated...
11. (Witness)'s statement dated...
12. Letter from the Personnel Department dated... and numbered... with a record summary attached.
13. (If any)… Expert report
14. (If any)… Invoice report
15. Investigation report
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DELIVERY AND NOTIFICATION DOCUMENT
…………….. ………………. ……. I have received and notified …..'s letter dated …../…../2012 and numbered …..…………….……………… and its annexes.
Notification Date
…../…../2012
Name Surname - Title - Name Surname - Title -
Signature Signature
Delivery - Notifier Deliverer - Notifier
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DEFENSE REPORT
INVESTIGATOR: (name, surname, position of the investigator)
DEFENDER: Related
Identity information:
Position: He currently works at our University as (his position).
Address:
DISCIPLINARY OFFENSE: (Detailed explanation of the act that is the subject of the disciplinary investigation and constitutes a disciplinary offense)
DEFENSE DATE AND PLACE: … day, time … at … place
DEFENSE WRITER: Sworn Clerk (name-surname, position)
FORM OF THE OATH: The oath was administered to the clerk in due form.
The defender was not made to take an oath.
DEFENSE:
Question 1: The action that is the subject of the disciplinary investigation and constitutes a disciplinary offense was explained to the person concerned. He was asked to tell what he knew about the incident that was the subject of disciplinary investigation.
Answer 1:
Question 2:
Answer 2:
He was asked if he had anything else to say about the incident. “I don't have anything else to say,” he said. The minutes were read to him. After he declared that what was written was the same as what he said, the minutes were signed together. ..../..../...........
............... ........................ ...... ........................
Relevant Sworn Clerk Investigator
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WITNESS TESTIMONY INVITATION
Dear (witness),
Relevant: Letter from the authority of … dated … and numbered ….
With the relevant letter, I have been appointed as an investigator in the disciplinary investigation initiated on ..…, on the allegation that ……..(relevant) committed ………(act). I hereby inform you that, as a witness regarding the incident under investigation, you must be present at …., at …., place, to give a statement (or give your statement in writing within 7 days from the date you receive the notification).
……………
investigator
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WITNESS/COMPLAINANT STATEMENT REPORT
INVESTIGATOR: (name, surname, position of the investigator)
STATEMENT GIVEN: Witness / Complainant
Identity Information:
Mission:
Address:
SUBJECT OF STATEMENT: (Taking a witness statement due to the alleged act committed by the officer (relevant) as ….. at our university and which is the subject of the disciplinary investigation)
DATE AND PLACE OF STATEMENT: … day, time … at … place
WRITTEN THE STATEMENT: Sworn Clerk (name-surname, position)
FORM OF THE OATH: The witness/complainant who testified was sworn to in accordance with the procedure. (If the complainant is also a victim, he/she will not be sworn in)
If there is a complaint or complainant;
The complaint petition was read to the complainant, and he was asked whether the signature belonged to him and whether he was a complainant. The complainant accepted and declared that the petition and signature belonged to him and that he was the complainant.
EXPRESSION :
Question 1: The action that is alleged to have been committed by the officer (relevant) at our university and who is the subject of the disciplinary investigation was told to the witness. He was asked to tell what he knew about the incident that was the subject of disciplinary investigation.
Answer 1:
Question 2:
Answer 3:
He was asked if he had anything else to say about the incident. "I don't have anything else to say," he said. The minutes were read to him. After he declared that what was written was the same as what he said, the minutes were signed together. ..../..../...........
............... ........................ ...... ........................
Witness/Complainant Sworn Clerk Investigator
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REQUEST REGISTRATION SUMMARY AND DOCUMENTS
TO THE PERSONNEL DEPARTMENT
Relevance: Letter from … authority dated … and numbered …
With this letter, I have been appointed as an investigator in the disciplinary investigation initiated against ……(relevant) working as ..….. at our University, on the allegation that he committed …….(act).
Within the scope of the investigation, to immediately send the record summary of ……(relevant) and whether he has received any disciplinary punishment before;
I present your information and what is necessary.
.…………….
investigator
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INVESTIGATION REPORT
INVESTIGATION BY: The authority that opened the investigation.
INVESTIGATION APPROVAL DATE: Letter from … authority dated … and numbered ….
INVESTIGATION START DATE:
DATE TO END THE INVESTIGATION:
INVESTIGATED:
Identity Information of the Relevant Person:
Duties and Official Title:
Registration Number:
SUBJECT OF INVESTIGATION: Detailed explanation of the action that is the subject of the disciplinary investigation allegedly committed by (relevant))
CRIME HISTORY:
PHASE OF THE INVESTIGATION: (the investigation process, the transactions carried out within the scope of the investigation are written item by item)
EVIDENCE: Information and documents obtained within the scope of the investigation (defense of the defendant, testimony of the witness, etc.)
DEFENSE SUMMARY:
EVALUATION OF EVIDENCE:
OPINION AND CONCLUSION: The investigator expresses his opinion and presents his proposal.
investigator
(Date, title, signature)
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RETURN OF INVESTIGATION FILE
TO …………….… AUTHORITY
Interest: Write … day and … number.
With the relevant letter, I have been appointed as an investigator in the disciplinary investigation initiated by your authority on the date of …., on the allegation that ……..(relevant) committed the …….(act). _The file and investigation report prepared as a result of the disciplinary investigation against the relevant person are attached.
I respectfully request your information and what is necessary.
…...……….
investigator
APPENDIX: Investigation file (…pages)
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INVESTIGATION FILE SEQUENCE COMPASS
1. Petition stating that a disciplinary offense has been committed
2. Letter of investigation approval and investigator appointment from the disciplinary chief, dated … and numbered ….
3. Additional time request letter dated… (if any)
4. Letter from the disciplinary chief regarding the request for additional time
5. The investigator …. "Defense request letter to the relevant party" dated
6. Investigator's "witness" statement request letter dated...
7. Investigator's "Record Summary and Document" request letter from the Personnel Department dated ...
8. (If any) Request letter for expert examination dated… …
9. (If any) Copies of a letter sent to the persons who are requested to be present during the survey and dated… … at … place.
10. (Relevant)'s defense report dated...
11. (Witness)'s statement dated...
12. Letter from the Personnel Department dated... and numbered... with a record summary attached.
13. (If any)… Expert report
14. (If any)… Invoice report
15. Investigation report
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DELIVERY AND NOTIFICATION DOCUMENT
…………….. ………………. ……. I have received and notified …..'s letter dated …../…../2012 and numbered …..…………….……………… and its annexes.
Notification Date
…../…../2012
Name Surname - Title - Name Surname - Title -
Signature Signature
Delivery - Notifier Deliverer - Notifier
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