Date for review: 06 October 2027
Reference: Disciplinary Management
1. Introduction
ICYE UK has developed this policy to ensure a fair, systematic and consistent approach is taken when a member of staff, intern, trustee or camp volunteer displays behaviours or actions that contravene the ethos of the organisation.
The relevant elements of this policy may be applied to anyone representing ICYE UK in an official capacity, while supporting a culture of fairness, openness and learning, and encouraging people to speak up when things go wrong, rather than fearing blame.
Most issues should be resolved through informal discussions between the relevant stakeholders, which should:
- Highlight any problems in an individual’s performance or actions;
- Agree on a course of action for improvement or resolution;
- Set a timescale.
If the informal approach does not result in improvement or resolution as agreed, or if the issue is of necessary gravity, the formal process should be initiated.
An objective and prompt examination of the issues and circumstances should be carried out to establish whether there are truly grounds for a formal process. Training for the individual, support, guidance or informal management if more appropriate and productive should be considered.
1.1 Aims of the Policy
This policy aims to ensure fair and consistent treatment of all ICYE UK representatives in disciplinary matters, promoting orderly relations and encouraging improvement. The policy will provide structure and guidance to the relevant ICYE UK stakeholders to:
- Adhere to best practice;
- Apply a rigorous decision-making methodology;
- Ensuring people are fully trained and competent to carry out their role; and
- Safeguarding people’s health and wellbeing.
This policy does not cover actions carried out by stakeholder’s external partner organisations such as those hosting volunteers, but ICYE UK should seek assurance that effective management systems are in place. Volunteers participating in ICYE programmes are also managed through a separate policy.
2. Roles & Responsibilities
2.1 Board of Trustees
ICYE UK’s Board of Trustees (“The Board”) is responsible and accountable for ensuring the aims of this policy are met and sufficient safeguards and resources are available.
The Board of Trustees has responsibility for providing leadership and ensuring that matters managed under this policy are dealt with fairly, equitably and consistently.
Where a named Trustee is nominated to support the ICYE staff, this Trustee will be the point of escalation for the Office Manager where they are unable to resolve any identified matters under this policy. In the absence of a named Trustee, the Vice Chair or other Trustee nominated by the Chair at the time, will take the escalations.
Board Chair will be the point of contact for any further escalations where matters cannot be resolved by other members of The Board.
2.2 Office Manager (OM)
The Office Manager (OM) is responsible for the day to day management of ICYE UK and is the first point of escalation where matters cannot be locally or informally resolved.
2.3 Case Lead (CL)
The CL is responsible for writing the terms of reference of an investigation in the event of a formal process being initiated, and ensuring these are conducted speedily, objectively and fairly. The CL appoints an Investigating Officer and once the investigation is concluded and report provided, determines if a formal disciplinary hearing should be convened.
2.4 Investigating Officer (IO)
The IO appointed upon the initiation of a formal process, is responsible for conducting a thorough, fair, impartial and timely investigation that establishes the facts. Their role is to:
- Meet with the CL at the outset to agree the terms of reference;
- Develop the terms of reference and an investigation plan and get it signed off by the CL;
- Conduct investigation interviews, write up interviews and get the interviewee to check and sign off;
- Provide regular updates on the progress of investigations to the CL;
- Escalate any additional allegations or concerns that emerge during the investigation to the CL, including any issues that are delaying the investigation;
- Produce a report presenting the investigation findings for the CL;
- Attend hearings if required, to answer questions arising from the investigation report.
2.5 All staff, interns, contractors, and volunteers
Everyone has a responsibility to identify and report issues promptly, thereby allowing appropriate processes to be followed and individual’s health and wellbeing safeguarded.
3. Formal Processes
3.1 Statement of grounds for action, and invitation to meeting
The individual in question will receive a written statement outlining the reasons for disciplinary action.
The individual will be invited to a meeting to discuss the matter within 10 working days.
3.2 The meeting
The meeting will take place before any action is taken, except in cases of gross misconduct.
The individual has the right to be accompanied by a fellow worker or colleague.
Following the meeting, the individual will be informed in writing of the decision within 5 working days and notified of their right to appeal.
3.3 Appeal
If the individual wishes to appeal, they must do in writing within 10 working days of receiving the decision.
An appeal meeting will be arranged and the individual informed of the outcome in writing.
3.4 Examples of misconduct
Minor misconduct: lateness, unauthorised absence.
Gross misconduct: theft, fraud, violence.
3.5 Record keeping
All records of disciplinary proceedings will be kept confidential and retained in relevant personal or organisational files.
4. Review of Policy and Procedures
This policy and applicable procedures noted within should be reviewed at least every three years or following the issuance of new or changed relevant guidance or following an incident that appropriately warrants an earlier review.
The reviewed policy will then be submitted to the Board of Trustees for review and ratification.