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Preliminary Conduct Review Form, page 1
Moderate · 58/100Form Complexity Index

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What this form asks for

The AI fills all of it, from your answers or your documents.

The Preliminary Conduct Review Form is a crucial internal document for organizations to formally record the findings of an initial investigation into employee misconduct. It provides a structured way for conduct assessors and investigators to detail alleged violations, describe the incident's impact, and recommend whether a full conduct review is warranted, ensuring fairness and consistency. Today, this form can be filled out quickly and accurately using AI-powered services like Instafill.ai, which can also convert non-fillable PDF versions into interactive fillable forms.
Fillable fields50
Pages1
Sections19
Tables and lists1
Questions that depend on earlier answers5
Form Complexity IndexModerate, 58/100

The AI checks your answers before you download

15 checks built for this form, so a wrong date or a missing answer is caught before anyone else sees it.

Required Employee Information Fields

Verifies that 'Employee Printed Name', 'Payee ID Number', 'Job Title', and 'Unit/Division' are all completed. This information is fundamental for identifying the subject of the report and ensuring it is correctly filed and routed. A submission will be rejected if any of these core identifying fields are missing.

Valid and Logical Incident Date

Ensures that the 'Date of Incident' for each alleged violation is a valid date and is not in the future. This check maintains data integrity and logical consistency, as an incident cannot have occurred on a future date. The form will display an error and require correction if the date is invalid or in the future.

Conditional Requirement for PCA Justification

Validates that if the 'No (Previous PCA not addressed)' checkbox is selected, the 'PCA Justification' text field must be filled. This is critical for accountability and understanding why standard progressive corrective action procedures were not followed. Failure to provide the justification when required will prevent form submission.

Mutually Exclusive PCA Selections

Ensures that the 'No (Previous PCA not addressed)' checkbox is not selected at the same time as either the 'Counseling – PERS 181 Attached' or 'Employee Development Plan – PERS 182 Attached' checkboxes. This prevents contradictory information regarding prior corrective actions. The system will display an error if conflicting options are chosen.

Chronological Signature Date Sequence

Checks that the signature dates follow a logical chronological order: 'Conduct Assessor Signature Date' must be on or before the 'Investigator Signature Date', which must be on or before the 'Conduct Official Recommendation Date'. This validation upholds the integrity of the review process by ensuring steps are documented in the correct sequence. An out-of-order date will block submission and require the user to correct the dates.

Conditional Requirement for Contact Information

Verifies that if a contact method checkbox ('Email', 'Phone', 'Mailing Address') is checked, the corresponding data field ('Email Address', 'Phone Number', 'Mailing Address') is filled. This ensures that a selected contact method is actually usable and contains the necessary information. The form will not submit if a checkbox is ticked but the associated information is missing.

And 9 more checks
  • Valid Email Address Format
  • Mutually Exclusive Investigator Recommendation
  • Conditional Violation Numbers for Investigator Recommendation
  • Mutually Exclusive Conduct Official Recommendation
  • Conditional Requirement for Delay Justification
  • Separation of Duties Among Key Roles
  • Completeness of Alleged Violation Entry
  • Minimum Length for Narrative Fields
  • Conditional Violation Numbers for Official's Recommendation

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How to Fill Out Preliminary Conduct Review Online for Free in 2026

What the AI walks you through.

  1. Navigate to Instafill.ai and upload or select the Preliminary Conduct Review Form.
  2. Enter the employee's information, including their name, ID number, and job title in the 'Employee Information' section.
  3. Provide the names and job titles for the Conduct Assessor, Investigator, and Official in their respective fields.
  4. Detail the alleged violation(s), including the incident date, a full description of the incident, and an explanation of its impact on the agency.
  5. Document any previous corrective actions, checking the appropriate boxes for attached forms like PERS 181 or providing justification if no prior action was taken.
  6. Complete the investigator's and official's recommendation sections, indicating whether a formal conduct review is warranted, and provide signatures and dates.
  7. Review all entered information for accuracy and completeness before downloading, printing, or submitting the final document.

Common Mistakes in Completing Preliminary Conduct Review

The ones the AI is built to catch.

Role Confusion in Assessor, Investigator, and Official Fields
Users often enter the wrong person's name or title in the sections designated for the Conduct Assessor, Investigator, and Official. This mistake occurs when one person holds multiple roles or when the form is passed between individuals without clear instructions, leading to invalid sections that require correction and re-signing. To avoid this, carefully read the title of each section and ensure the person named corresponds to that specific role in the investigation process.
Forgetting to Attach Referenced Documents
A frequent error is checking boxes like 'PERS 181 Attached' or 'Statement Attached' without actually including the physical or digital documents with the submission. This makes the report incomplete and halts the review process until the missing documents are provided. Before submitting, create a checklist of all items you've indicated are attached and verify their inclusion to ensure a complete and processable report.
Mishandling Conditional Logic Fields
The form contains many fields that depend on a checkbox being selected, such as providing a 'Phone Number' only after checking the 'Phone' box. Users often complete only one part of the pair—either checking the box but forgetting the data, or vice-versa—which can cause the information to be missed or create confusion. To prevent this, treat the checkbox and its related field as a single unit, completing both before moving on. AI-powered tools like Instafill.ai can prevent this by automatically showing or requiring fields based on your selections.
Incomplete or Subjective Incident Description
The 'Description of Incident' is often filled with personal opinions or lacks crucial objective facts like specific times, locations, and all individuals involved. A vague or biased narrative makes it difficult for a reviewer to understand what happened and can weaken the validity of the report. To avoid this, provide a clear, factual, and chronological account of the event, focusing on who, what, when, where, and how, while omitting emotional language.
Missing Justification for No Previous Corrective Action
When checking the box for 'No (Previous PCA not addressed)', users frequently forget to provide the mandatory explanation in the 'PCA Justification' field. This omission leaves a critical procedural question unanswered and can lead to the form being rejected for incompleteness. Always provide a clear, factual reason in the justification field to explain why progressive corrective action was not previously taken.
Contradictory Selections in Recommendation Sections
In the recommendation sections, a user might accidentally check conflicting options, such as both 'Recommend a Conduct Review' and 'Do Not Recommend a Conduct Review'. This logical error makes the final recommendation unclear and invalidates that section of the form, requiring it to be returned for correction. Carefully review your final selections to ensure they are not contradictory and accurately reflect the single, intended outcome.
Failure to Obtain a Neutral Third-Party Signature
If an employee refuses to provide a statement, the form requires a neutral third party's signature to witness the refusal. This crucial step is often overlooked, which invalidates the attestation and can create procedural challenges later. If the 'Employee refused to provide a statement' box is checked, it is essential to immediately secure the signature of an eligible neutral witness.
Using Incorrect or Inconsistent Violation Numbers
Users may enter an internal tracking number for a violation in one section but reference a different number or format in the recommendation section. This inconsistency creates ambiguity and risks having the wrong violation reviewed or dismissed. To ensure clarity, use the official and consistent agency-assigned violation identifier throughout the entire document, from the initial entry to the final recommendation.
Entering the Wrong Date for the Incident
A common data entry error is putting the current date (the day the form is being filled out) in the 'Date of Incident' field instead of the actual date the event occurred. This can have serious consequences for the investigation's timeline and procedural compliance. Always double-check that you are entering the specific date of the alleged incident and use a clear, unambiguous format like MM/DD/YYYY.
Vague Agency Impact Explanation
In the 'Impact Explanation' field, filers often describe interpersonal conflicts rather than the required impact on the agency, its services, or operations. This fails to provide the necessary context for assessing the organizational severity of the misconduct. To complete this correctly, focus on specific, tangible consequences like disruption to workflow, negative effects on client services, misuse of resources, or damage to the agency's reputation.
Using Informal Job Titles or Department Names
People may enter outdated or informal job titles and department names that do not match official personnel records. This can cause delays and difficulties in routing the form or verifying employee data within the HR system. Always use the official, full job title and current unit/division name as they appear in the agency's records. AI-powered form filling tools like Instafill.ai can help prevent this by populating data from a verified source.
Forgetting to Fill Dependent 'Delay' Fields
When the 'The preliminary conduct review was delayed by' box is checked, users often forget to fill in the two dependent fields: 'Delay Duration (days)' and 'Reason for Delay'. Leaving these blank makes the initial checkbox meaningless and the report incomplete. If you indicate a delay, you must provide both the length and the reason to create a complete record. If the form is a flat PDF, a tool like Instafill.ai can convert it to a smart, fillable version that helps enforce these rules.

Frequently Asked Questions About Preliminary Conduct Review

 

Is it really free for 7 days?
Yes. You pay $0 today. Cancel before Nov 10 and you are never charged. Keep it, and it is $19.99 a month for 5 fills of your Preliminary Conduct Review.
Can I fill other forms too?
This plan is for your Preliminary Conduct Review: your own AI agent fills it as often as 5 times a month. To fill other forms and upload your own, choose a Professional plan from your account.
How do I cancel?
From your account, in two clicks, any time. No email, no call.
How does the AI fill out Preliminary Conduct Review?
You answer a few questions in plain words, or upload a document you already have. The AI reads what you give it and puts each answer into the right field of Preliminary Conduct Review, on every page, in seconds. It checks the answers against the form's own rules, and you review and change anything before you download, print or sign.
What happens to my information?
It is encrypted in transit and at rest, and it is never used to train AI.
How complex is Preliminary Conduct Review to fill out?
Preliminary Conduct Review has a Form Complexity Index of 58 out of 100, in the moderate tier: 50 fillable fields across 1 page. Instafill.ai's AI fills it in under a minute, with every field there for you to review before you download.
What is the purpose of this form?
This form is used to document the findings of a preliminary conduct investigation into an employee's alleged misconduct. It helps determine whether a formal conduct review is necessary and is completed by agency officials.
What is the difference between the Conduct Assessor, Investigator, and Official?
The Conduct Assessor initiates the process, the Conduct Investigator performs the preliminary investigation and makes a recommendation, and the Conduct Official makes the final decision on how to proceed.
What information do I need to start filling out this form?
You will need the employee's full name and ID number, job title, and details of the alleged violation(s), including the date of the incident and a thorough description.
What does 'Previous Corrective Action (PCA)' mean, and what if there wasn't any?
PCA refers to prior disciplinary steps like counseling. If no PCA was taken, you must check the 'No' box and provide a justification explaining why the misconduct was not previously addressed.
What should I do if the employee refuses to provide a statement?
If the employee declines to give a statement, check the box indicating their refusal. A neutral third-party must then sign that section to verify the employee's refusal.
What documents should be attached to this form?
You should attach any relevant documents, such as investigative reports, witness statements, the employee's statement, and any previous corrective action forms like PERS 181 or PERS 182.
How do I list more than two alleged violations on this form?
This form has fields for two alleged violations. If you need to document more, you may need to use an additional form or an addendum as per your agency's specific procedures.
What details are required in the 'Description of Incident' section?
Provide a clear and detailed narrative of the incident, including what occurred, who was involved, and where it happened. Remember to attach any related investigative reports for full context.
When do I need to explain a delay in the review process?
The Conduct Investigator must fill out the delay section if the preliminary review was not completed in a timely manner. You will need to enter the number of days delayed and the reason for it.
Can I use an AI tool to help fill out this form?
Yes, services like Instafill.ai use AI to accurately auto-fill form fields from your records, which can save you time and help prevent errors.
My PDF of this form is not fillable. How can I complete it online?
You can use a service like Instafill.ai to solve this problem. It can convert flat, non-fillable PDFs into interactive forms that you can easily fill out and sign on your computer.
What are the final decision options for the Conduct Official?
The Conduct Official can determine that a formal conduct review is warranted, that no further action is needed, or that the issue should be returned to the conduct assessor for progressive corrective action (PCA).
Why is it important to provide the employee's verified contact information?
Providing verified contact details like email, phone, and mailing address ensures the investigator has reliable means to communicate with the employee during the investigation process.
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