April 2024
De
p
tf
o
r
d
H
ous
i
ng
C
oop
e
r
a
t
i
v
e
Di
sc
i
p
li
n
a
r
y
P
o
li
cy
1.0 P
o
li
cy
a
nd
P
u
r
pos
e
1.1 Deptford Housing Co-op (DHC) is committed to treating all staff fairly and equitably
and to helping employees to perform effectively. However, there will be occasions
when it may be necessary to invoke disciplinary procedures. Should the need arise,
the employee will be given the opportunity to improve throughout the stages of the
procedure.
1.2 If work falls below an acceptable standard, help will be given to the employee to
improve. If standards of work continue to fall and there is a necessity for action, it
will automatically begin with a pre-disciplinary informal discussion. Similarly, when
a
n employee’s behaviour is potentially inappropriate and
unacceptable, it will
mean the initiation of a pre-disciplinary informal discussion or the disciplinary
procedure, depending on the severity.
1.3 If disciplinary action should become necessary, each case will be treated consistently
and fairly, and the disciplinary procedure will be observed at all steps. The employee
will be given the opportunity to provide their version of events and any extenuati
ng
circumstances will be considered. An employee’s
rights will be upheld at all
times, and employees will have the right to:
1.3.1 Know the case against him/her
1.3.2 Reply
1.3.3 Due consideration of their case
1.3.4 Be accompanied
1.3.5 Appeal.
This policy is adopted on a non-contractual basis and therefore does not
make up part of employees’ contractual terms and conditions.
2.0 I
nv
e
s
t
i
g
a
t
i
on
2.1 Prior to taking the decision to invoke the disciplinary procedure, DHC will ensure
that a thorough investigation is carried out. This is a fact-finding process and may
necessitate the gathering of detailed information as well as the carrying out of
formal interviews, taking of written statements, etc.
2.2 A proper investigation is an integral part of the process and, where an allegation of
gross misconduct is involved, may require employees to be suspended on
contractual pay whilst this is carried out. Suspension on pay is not considered to be
a sanction taken under the disciplinary procedure. It is there to ensure that issues
are dealt with in a fair and reasonable manner, and adequate protection is given to
all employees.
3.0 I
n
f
o
r
m
al
p
r
e-
d
i
sc
i
p
li
n
a
r
y
d
i
scuss
i
on
3.1 Where appropriate, before using the formal aspects of
DHC’s disciplinary
procedure, a pre-disciplinary discussion will be held with the employee.
3.2 Minor misconduct, poor performance or minor breaches of rules will normally result
in an informal warning being given by the immediate manager. This will not be
recorded in writing. If that approach is not successful, the Organisation is likely to
escalate it to the formal disciplinary procedure.
4.0 T
h
e
d
i
sc
i
p
li
n
a
r
y
p
r
oc
e
du
r
e
4.1 This procedure will be used in cases of a breach of the rules or poor performance
that have not been remedied by an informal warning. Normally, the procedure will
follow the steps listed below, although it is acceptable to move directly to steps two
or three if a case is sufficiently serious.
4.2 From the first formal step of the disciplinary procedure, there will be the
presence of the immediate manager in conjunction with the Chair of the
Management Committee. Employees have the option to have a work
colleague or trade union representative present.
4.3 At each step in the procedure, a disciplinary meeting will be held where all the facts
will be considered and any mitigating circumstances discussed. Where a
warning is
issued a copy will be placed on the employee’s personnel file for
the specified
period. All warnings issued under this procedure will state clearly that the employee
will be liable for further disciplinary action should their performance not improve or
should there be a further breach of the
Organisation’s rules. In the event of no
furth
er misconduct occurring and the
performance improving, the warning will be
removed and the employee’s file
will be clear. The employee will also be advised
of their right to appeal against the decision to take disciplinary action.
The steps in the disciplinary procedure are as follows:
4.5 Fi
r
s
t
w
r
i
tt
e
n
w
a
r
n
i
ng
(
s
t
e
p
on
e)
A first written warning will be applied where the matters of concern are
substantiated. A record of the first written warning will be given to the
employee and a copy will be retained on the personnel file for 6 months
unless there is repetition within this period.
4.6 Fi
n
al
w
r
i
tt
e
n
w
a
r
n
i
ng
(
s
t
e
p
t
wo
)
A final written warning will be applied where the matters of concern are
substantiated. A record of the final written warning will be given to the employee
and a copy will be retained on the personnel file for 1 year unless there is
repetition within this period. The employee will be informed that further
misconduct within the specified period may result in their dismissal.
4.7 Di
sm
i
ss
al
o
r
a
c
t
i
on
sho
rt
o
f
d
i
sm
i
ss
al (
s
t
e
p
t
h
r
ee)
An employee will be dismissed if they have failed to improve during the previous
steps. In the event of a gross misconduct allegation, the Organisation may enter
the process at step three and dismissal for first offence may occur. Alternatively,
to dismissal, the Organisation may decide that suspension without pay or
demotion are appropriate sanctions.
4.8 G
r
oss
m
i
sconduc
t
The following offences will be viewed by the organisation as gross
misconduct:
4.8.1 Unauthorised use of
the Organisation’s assets and equipment
.
4.8.2 Insubordination eg refusal to carry out duties or obey reasonable
instructions, except where employee safety may reasonably be in
jeopardy.
4.8.3 Intentional sexual harassment, harassment, bullying or violent,
dangerous or intimidatory conduct.
4.8.4 Serious breach of rules, policies or procedures, especially those
designed to ensure safe operation.
4.8.5 Divulging or misusing confidential information.
4.8.6 Theft or fraud.
4.8.7 Possession or consumption of alcohol or drugs, or intoxication by reason of
alcohol or drugs, which could affect work performance in any way or have an
impact on other employees.
4.8.8 Unauthorised or inappropriate use of email, internet and/or computer
systems.
4.8.9 Falsification of any of the
Organisation’s records including reports,
accounts, expenses claims or self-certification forms.
4.8.10 Bringing unauthorised person(s) onto the Organisations premises.
This list of examples is not exhaustive or exclusive, and offences of a similar
nature will be dealt with under this procedure. Gross misconduct will result in
the initiation or escalation of the Organisations disciplinary procedure and
may result in immediate dismissal without notice or pay in lieu of notice.
4.9
App
eal
s
At every step, the employee has the right to appeal in writing. In all cases of
dismissal or demotion, the decision of the Management Committee will be
considered as the final arbiter. If you wish to appeal, you should do so in
writing within 5 working days of the decision. You will be invited to attend an
appeal hearing, after which a decision will be made on whether the
disciplinary sanction is to be upheld or overturned. The decision of the appeal
panel will be final.
4.10 T
h
i
r
d
p
a
rt
ie
s
We reserve the right to engage an independent third party to assist at any
stage of the disciplinary procedure.
5.0 Re
v
ie
w
The management committee is responsible for ensuring that this policy is
reviewed annually to ensure continued relevance and good practice. Updates
and amendments may be proposed, considered and approved via an SGM.
L
a
s
t
upd
a
t
e
d
:
April 2024
Da
t
e
o
f
n
e
x
t
r
e
v
ie
w
:
April 2025