Page 33 - My Clinic Employee Handbook Draft V.1

3.1.1 Procedure
The procedural steps set out below are a guide and will not be followed in full in every case. The point at which
the procedure is entered or the omission of any of the stages will depend entirely on the seriousness of the
offence from the Company's perspective. Thus, a series of minor offences or a repetition of one such offence
may involve the entire procedure whilst a more serious offence may well call for a final warning or dismissal as
the initial sanction.
It should be recognised that informal reprimands given by an employee's manager/supervisor are part of their
working relationship and are outside the scope of the disciplinary procedure.
Stage 1 Verbal Warning - (For Minor Offences). In the case of minor offences, the employee will be
given a formal verbal warning. This warning will be confirmed in writing. If the employee makes
satisfactory progress, the verbal warning will cease to be live after six (6) months, that is, it will
then be disregarded for future disciplinary purposes.

Stage 2 First Written Warning - If a second or subsequent minor offence occurs after the issue of a
formal verbal warning, or if a more serious offence occurs, the employee will be given a first
written warning. The written warning will be confirmed to the employee in writing and a copy
will be placed in the employee's personnel file for a period of 12 months, after which time it
will be disregarded for disciplinary purposes, subject to satisfactory conduct and performance.

Stage 3 Final Written Warning - If a second or subsequent offence occurs after the issue of a first
written warning, or if there is a first offence, which the Company considers warrants it, a final
written warning will be given to the employee. The final written warning will be confirmed to
the employee in writing and a copy will be placed in the employee's personnel file for a period
of 12 months, after which time it will be disregarded for disciplinary purposes, subject to
satisfactory conduct and performance.

Stage 4 Dismissal - is regarded as the ultimate sanction and will only be used as a first sanction in cases
other than minor offences. Dismissal will be used in relation to minor offences where the
employee on a former occasion has been issued with a final written warning in respect of
previous complaint for the same type of, or different offence. Demotion or redeployment may
be considered as an alternative to dismissal in appropriate cases.

Where a decision to dismiss has been taken the employee will be informed that they will receive a formal written
notice of this decision, together with a clear statement of the reasons for dismissal.

3.1.2 Procedure appropriate at each stage
At each stage the complaint against the employee shall be notified to the employee and they shall be
interviewed and given the opportunity to state their case accompanied by a representative,
Where relevant, and in circumstances where a sanction is applied short of Dismissal, the employee shall be
informed of:
• Their alleged shortcoming/misdemeanour

• What, in the view of the Company, needs to be done by way of improvement
• The period of time during which such improvement is to be shown.

• The consequences of there being no improvement

If any assistance or training is to be provided this will be detailed in writing after any stage within the procedure.
If a verbal warning is given, then written record of this warning will be made in the employee's file.

As each warning is given the Company and the employee shall agree (or in default of agreement between the
Company and employee, the Company shall specify), the period of time to be allowed for improvement not only
to be achieved but also to be sustained.

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