Disciplinary Guidelines for Supervisors

1 Disciplinary Guidelines for Supervisors Organizational Policies Regarding Discipline, Suspension, Demotion, and Termination Authority of administrator The disciplinary measures available to the department heads include suspension, demotion, and termination. Before suspending, demoting, or terminating an employee, the department heads are required to consult with the head of human resources for approval.

Justification of any action taken is the sole responsibility of the departmental heads or supervisors.

Disciplinary Guidelines for Supervisors a. Verbal reprimand – before suspending, demoting, or dismissing an employee, a supervisor shall hold a discussion with the concerned employee, advising and cautioning him or her about his or her misconduct or unsatisfactory work performance.

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b. Written reprimand – if the employee fails to change, the supervisor shall confirm the verbal reprimand in writing with a copy placed in the concerned employee’s personal file kept in the human resources department and another copy issued to the employee. c. Issue notice to the employee – before the suspension, demotion, or termination of an employee, supervisors shall notify the concerned employee in writing the reasons for the actions taken. d. Pre-disciplinary conference - before the suspension, demotion, or termination of an employee, they will be accorded a chance for a pre-disciplinary conference. In such meetings, the employee will be given a chance to give his or her response regarding the infractions or violations, which form the basis for the potential disciplinary action stipulated in the written notice that was given to the employee. The supervisor shall carry out separate interviews of the individuals who may have a better understanding of the situation according to the information given out by the employee. e. The supervisor shall place the employee under investigation on leave without pay if allegations of unlawful discrimination, harassment, workplace violence, or the employee's presence form a significant threat to the organization, supervisor, or other organizational members. f. The findings of the pre-disciplinary conference shall be issued to the concerned employee within six working days. After receiving the findings, the employee can appeal against the verdict within four working days. The decisions made will stand if an appeal is not made.

Citizen Complaint Procedures

3 If an employee perceives that the published procedures, policies, and regulations or written employment conditions were not adequately applied in the disciplinary action or termination about to be executed, the employee may express his or her grievances through the human resources office. The employee must state his reason for grieving in writing to the office within four working days after receiving the written notice of the dismissal or disciplinary action.

The request will be examined by human resources to determine the appropriateness of the established grievances procedure.

Suspension Cause of suspension An Employee will be sent home from work due to unsatisfactory job performance or gross inefficiency, or unacceptable personal conduct. Suspensions are meant to allow for adequate investigation of the disciplinary issue without hindrance from the accused.

Types of Authorized Suspensions 1. Disciplinary suspension with pay – an employee who allegedly violated the organization’s procedure or policy, safety guideline, or standard of professional conduct may be placed on administrative leave or suspended with pay by the firm to allow for the completion of the investigation.

2. Disciplinary suspension without pay – an employee may be suspended without pay after being found guilty of violating the company's procedures or policies, safety practice, a standard of professional conduct, or engaging in unacceptable behavior that warrants termination of employment. He or she will work without pay for some time according to the extent of his or her violation.

Demotion

4 Cause for Demotion Demotion is a disciplinary measure based on non-performance. If the supervisor determines that an existing employee lacks the required skills or fails to deliver on his or her job expectations, the employee may be reassigned to another department or position characterized by a reduction in pay.

Guidelines and Procedures for Demotions a. Organize a meeting with the concerned employee in a pre-determination conference and hold a discussion with him or her on the potential demotion. The conference will not be necessary if the employee requests the demotion. b. Within four working days, supply the employee with a written notice detailing the reasons for the demotion decision. The notice should also entail a detailed outline of the specific expectations of the new position as well as the consequences of not meeting such requirements. c. A 15 days advance notice of demotion shall be given to the employee to allow him or her to respond to the decision in writing. If the employee fails to deliver again on the newly assigned role, the organization will resort to more stringent measures that may entail dismissal.

Termination Causes of Termination Termination of employment may occur due to a variety of reasons, including chronic absenteeism, insubordination, and unprofessional conduct, failure to perform competently as per the administrative practices, and neglect of duties. A conviction for a crime and direct bullying,

5 harassing, intimidation, and threatening other organizational members may also lead to employment termination.

Guidelines and Procedures for Termination a. Organize a meeting with the employee in a pre-determination conference and inform the concerned employee of the planned dismissal. b. Give the employee a written dismissal notice within four working days detailing the reasons for the termination. c. A 15 days advance notice of demotion shall be given to the employee to allow him or her to respond to the decision in writing. d. The organization will be forced to immediately terminate an employee who fails to report to work for five consecutive working days without any formal communication of their whereabouts. e. If a supervisor supports the recommendation to terminate an employee's services, a notification letter will have to be sent to the head of human resources, who will meet with the employee to discuss the termination of employment and make it effective as per the date provided.

Employees' Rights to Appeal Any employee has the right to appeal against any disciplinary action taken against them.

This must be done within four working days upon the receipt of the written notice detailing the disciplinary sanction. The employee's notice of appeal should be handed to the head of human resources, clearly indicating the grounds upon which the disciplinary sanction should be reviewed. Any relevant documentation regarding the appeal can be enclosed.

Procedure for the Appeal of Disciplinary Measures

6 Upon the receipt of the appeal notice, an appeal hearing meeting will be convened four days after the receipt of the letter. The employee shall be informed of the meeting and invited to come with a colleague or trade union representative to present their case. The hearing meeting will only focus on the specific issues the employee feels were not efficiently considered during the investigation. The hearing of the appeal will be done by a senior manager who was not involved in the initial investigations. After hearing of the employee's grounds of appeal, the manager of the appeal hearing will come up with an informed final decision within 4 days.

Reasons for the Adoption of the Policy This organizational policy regarding discipline, suspension, demotion, and termination helps the company's employees achieve and maintain acceptable conduct, attendance, and work standards. It also provides a clear explanation of the course of action taken when the organizational members are not meeting the standards. The primary purpose of developing this policy is to encourage employees to get more involved in their job responsibilities to attain their required improvement. It ensures the achievement of organizational objectives by seeing to it that there is a fair, clear, and useful tool for the organizational leadership for correcting and improving issues relating to performance. This includes an effective process that can be used by the supervisors to handle cases of unacceptable personal behaviors or unsatisfactory job performance. The strict measures stipulated in the policy are instrumental in encouraging employee commitment and performance on their job responsibilities while working in the organization (Apalia, 2017). That notwithstanding, the measures stipulated in the policy also play a significant role in ensuring the development of favorable organizational culture characterized by favorable behavior change among the employees, which ensures the success of the individuals and the organization as a whole.

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8 Reference Apalia, E.A. (2017). Effects of discipline management on employee performance in an organization: The case of county education office human resource department, Turkana County. International Academic Journal of Human Resource and Business Administration, 2(3), 1-18.