Version: October 2025
Policy Aims
This policy ensures fair and consistent treatment of all colleagues when dealing with disciplinary issues. It provides a clear framework for managers and transparency for colleagues facing possible disciplinary action.
This policy covers:
- Our commitment to you
- What we expect from you
- Investigation
- Suspension
- Non-attendance
- Reasonable adjustments
- Disciplinary hearings
- Role of the companion
- Warnings
- Gross misconduct
- Alternatives to dismissal
- Appeals
Roles and Responsibilities
- Colleagues: Behave responsibly and professionally, following all rules and regulations.
- Line Managers: Take consistent action where standards are not met and follow this policy.
- ER Support / HRBP: Provide guidance throughout the process.
Definitions
- Investigation: Process to gather facts and assess allegations.
- Suspension: Temporary removal from work during investigation.
- Disciplinary: Formal process to address misconduct.
- Gross Misconduct: Serious misconduct that may result in dismissal.
- Appeal: Formal request to review a disciplinary decision.
Our Commitment to You
We have a clear policy and procedure to ensure fairness and consistency. You and your manager can seek advice from HRBP or ER Support at any time.
What We Expect from You
Behave responsibly and professionally. Cooperate with investigations and hearings, provide evidence, and inform us of any reasonable adjustments needed.
Standard of Proof
A disciplinary hearing is not a criminal trial. We require a reasonable belief based on investigation and evidence, not proof beyond reasonable doubt.
Minor Issues
Usually dealt with informally through coaching or training. A letter of concern or performance improvement plan may be issued.
Serious Issues
Formal disciplinary procedure applies for misconduct or repeated minor issues.
Investigation
No disciplinary action will be taken until a thorough investigation is completed. This may include interviews, CCTV review, document checks, and system audits. Investigation meetings are not disciplinary hearings.
Suspension
You may be suspended on full pay if your presence interferes with the investigation or poses a risk. Suspension is a holding measure and alternatives should be considered.
Non-Attendance
You must remain available for meetings during suspension. Failure to do so may result in suspension pay being withheld.
Reasonable Adjustments
Notify us in advance if adjustments are needed due to disability or other factors.
Disciplinary Hearing
You will receive at least 48 hours’ notice. You have the right to be accompanied by a colleague or accredited trade union representative. Recording hearings is not permitted.
Possible Outcomes
- First Written Warning: For serious misconduct or repeated minor issues.
- Final Written Warning: For repeated misconduct or serious first offence.
- Dismissal with notice: For misconduct with live warnings.
- Dismissal without notice: For gross misconduct.
Gross Misconduct
Examples include theft, fraud, bullying, falsification of records, assault, being under the influence of drugs or alcohol on duty, bribery, drug possession, serious breaches of health and safety, and insubordination. This list is not exhaustive. Gross misconduct usually results in dismissal without notice.
Alternatives to Dismissal
- Demotion
- Transfer
- Suspension without pay
- Loss of seniority or pay
Appeals
You can appeal within 7 days of receiving the disciplinary outcome. Appeals should be sent to ER.Support@stonegategroup.co.uk. Appeal hearings will be conducted by a senior manager and decisions are final.
Legal Compliance
This policy complies with ACAS Codes of Practice, Employment Rights Act 1996, Equality Act 2010, and other relevant legislation.
External Support
- ACAS
- Citizens Advice
-
Licensed Trade Charity: 0808 801 0550
Please find attached the Disciplinary Policy, this was last updated in October 2025.
If you have any further questions, please contact: er.support@stonegategroup.co.uk for Site Based Employees or your HRBP for PST employees.
Disciplinary Warning Friend Appeal Letter Unfair Gross misconduct Misconduct Conduct Behaviour Theft Harassment Timekeeping Late Meeting Hearing Investigation Evidence CCTV Proof Outcome