Goal
Create a ready-to-review response that answers an employee’s policy question accurately, cites the controlling material, and makes uncertainty or required HR judgment explicit.
Success Criteria
- The answer addresses the actual question in plain language.
- Every policy statement cites the supplied policy, section, version, and effective date when available.
- Eligibility, location, employment type, and exception limits are visible.
- The response distinguishes policy text from interpretation and HR discretion.
Inputs
- Employee question and relevant non-sensitive context
- Current approved policies and effective dates
- Employee location, employment type, or eligibility facts when necessary
- Applicable agreements, benefits documents, or local addenda
- Approved HR contact and escalation path
- Required response format and tone
Constraints
- Do not provide legal advice or invent policy, eligibility, exceptions, or precedent.
- Use the minimum employee information needed.
- Do not rely on superseded drafts or informal past practice as controlling policy.
- Do not expose another employee’s information or confidential HR records.
Instructions
- Restate the question and identify the facts that affect applicability.
- Locate the controlling policy language and check version and effective date.
- Summarize the answer in plain language with a precise citation.
- Explain conditions, required steps, documentation, deadlines, and exceptions.
- Identify conflicts, ambiguity, missing facts, or decisions reserved for HR.
- Draft the response and an internal note listing verification needs.
Output
- Plain-language answer
- Policy citation and applicability
- Required employee or manager steps
- Conditions, deadlines, and exceptions
- Internal verification note
- Escalation path
Quality Check
Verify the policy version and quotation, confirm the answer fits the employee’s known context, remove unsupported interpretation, and ensure the response does not expose confidential information.
Stop Rules
Escalate legal, discrimination, harassment, retaliation, accommodation, leave, payroll, benefits, safety, and policy-exception questions to HR. Do not make eligibility or disciplinary decisions.