Complaints & Disciplinary Procedure
Policy statement
In the unlikely event of any complaint being raised against any AVDS Volunteer they will be immediately suspended pending a full investigation of the complaint.
a. This Disciplinary Policy aims to achieve resolution of a problem quickly and with fairness, care and understanding. The confidence of all parties will be preserved as far as possible.
b. There is an expectation that an officer of the AVDS Committee, nominated by the Chairman of the Committee, will first seek to resolve the issue with the volunteer or beneficiary where the issue is of a more minor nature, in order to clear the air and agree on a course of action.
c. If it is not so resolved or the AVDS Committee considers the situation warrants a more formal approach or a particular course of action then the Formal Disciplinary Procedure will be followed.
Disciplinary Procedure
a. The AVDS Committee will appoint an Officer of the Committee to deal with the matter under the following procedure.
b. A formal letter setting out the allegations of misconduct will be sent to the person concerned by the Officer with a suggested timetable for dealing with matter.
c. A suitably convenient meeting will be arranged as soon as practical between the person concerned and the Officer to discuss the allegations and issues.
d. The Officer will then report his or her findings to the AVDS Committee who, with the exception of the chairman, will then consider the matter, taking into account any mitigating circumstances and agree what course of action to take.
e. The sanction will be notified to the person concerned in writing, by the Officer.
f. The possible forms of sanction include a verbal warning to last for a fixed period of time, a written warning to last for a fixed period of time and in either case stating what will happen if the conduct is repeated, a final written warning, exclusion from a group or as a final resort termination of the person’s involvement with AVDS.
Right of Appeal
a. If the person concerned does not accept the sanction particularly in the case of either exclusion from a group or termination of his or her involvement, the person concerned should appeal in writing to the Chairman of the AVDS Committee within 7 days of notice of the sanction, setting out the grounds of appeal.
b. The Chairman will hear the appeal promptly, but will allow the person concerned to make any such further representations as may be necessary and relevant in writing or in person. The person concerned may be accompanied by a friend who may speak on behalf of the person concerned at any appeal hearing. The Chairman will then make a final decision, which will be confirmed in writing to the person concerned as promptly as possible.
c. All actions steps and outcomes will be documented by a note taker, appointed by the AVDS Committee, who will be in attendance at all meetings and all reports papers and records of meetings will be kept confidential by the Secretary of the AVDS Committee.
E Newsham 28/03/2022