UKZ Chema ASSOCIATION

Policy Statement:

The purpose of this disciplinary policy document is:

• To provide clear standards of conduct to all UKZ Chema members.
• To ensure that the standards are adhered to.

1. Policy Objectives:

• To outline members' behaviors that constitute offences.
• To provide a roadmap for handling disciplinary matters.
• To ensure compliance with the constitution & membership rules of the UKZ Chema Association.
• To give clear guidance on how to deal with disciplinary matters.

2. OFFENCES WARRANTING DISCIPLINE

• Not observing deadlines for paying chema contributions.
• Intentionally providing misleading information on registration & when making claims e.g. members' & nominees' names, dates of birth, residence, nationality, location of death, relationship to member etc.
• Defrauding the association or behaving in a manner that is prejudicial to the association.
• Insulting other members or using abusive or inappropriate language verbally or on any communication channel ie on text, email, WhatsApp & Telegram platforms.
• Using chema contributions and payouts for purposes not intended by the association.
• Intentionally divulging or misusing confidential information.
• Unauthorized use of the association's assets & equipment.

3. Disciplinary Procedure/Steps

The following steps depend on the seriousness of the offence. (See schedule of offences below).

Step 1: Establish commission of offence

• Investigate & establish the facts.

Step 2: Verbal Warning

• Give the member a verbal warning by email if the offence warrants a verbal warning as per schedule of offences outlined in number 5 below.
• Keep a record of the verbal warning for 6 months.
• Escalate to Step 3 if there is no improvement. This can happen before the end of the verbal warning period.

Step 3: First Written Warning

• If there is no improvement from step 1.
• If the offence warrants a first written warning as outlined in the Schedule of Offences & Penalties below.
• By email kept in the file for 1 year.

Step 3: Final written warning or Suspension

• If there is no improvement from step 1 & 2.
• Or if the offence warrants a final written warning or suspension as outlined in the Schedule of Offences & Penalties below.

Step 4: Dismissal

• If there is no improvement from step 1, 2, & 3.
• If the offence is gross and warrants dismissal as per schedule of Offences & Penalties outlined below.

Step 5: Appeal Against Dismissal

• If the member is not happy with any of the above decisions, the individual is free to appeal by following the appeal procedure.
• See appeal procedure below.

Step 6: Final resolution

• The Chairman makes the final determination after reviewing the case.
• This is the end of the internal disciplinary process. However, the appellant reserves the right to take the matter to other external mediators of his/her choice.

4. Appeal Procedure

Step 1: Appeal Notice

• Appellant to notify intention to appeal within 3 days of the dismissal, by email to the Chairman, outlining the grounds for appeal.
• Copy to the respective members of the Disciplinary Committee that dealt with the case.

Step 2: Appeal hearing

Chairman holds appeal meeting (video call /zoom) with appellant within 5 days of notice.

Step 3: Final Dismissal

Chairman makes final decision & communicates by email to appellant within 2 days. Copied to Disciplinary Committee.

Step 4: Appeal To External Parties:

If the member is still not satisfied, he/she can appeal to other external parties.

5. Schedule of Offences & Penalties

The following offences may result in disciplinary action as indicated:

6. Disciplinary Letters: Templates

6.1. Verbal Warning (notification email)

To: ………………………

From: ………… Role: ….

Subject: Verbal Warning

Offence: …………………….

This is to confirm that on …………(date), you were given a verbal warning for the above offence. You were also warned that repetition of the same offence will warrant a First Written Warning that will be kept in your file for 6 months. Repetition of the same behavior will warrant a Final Written Warning & then finally a Dismissal if the behavior is repeated for the 3^rd time.

Thank you,

…………………………………

6.2. First Written Warning

To: ………………………………

From: …………… Role: …………...

Subject: First Written Warning

Offence: …………………………

This email serves as the First Written Warning for the above offence as per disciplinary discussions held with you on ………………. It also serves as a warning that repetition of the same offence will warrant a Final Written Warning and then finally Dismissal if you repeat the same offence.

Thank you,

………………………………

6.3. Final Written Warning

To: ………………………………

From: …………… Role: ………….

Subject: Final Warning

Offence: …………………………….

This email serves as a Final Warning for the above offence. You were given a First Written Warning for the same offence on ……………. You were also warned that repetition of the same offence will warrant a Final Written Warning or Suspension and then finally, dismissal if the behavior continues.

Signed: ……………………….

6.4 Suspension

To: ………………………………

From: …………… Role: …………….

Subject: Suspension

Your membership has been suspended for the above offence in accordance with our Disciplinary Procedures.

If you're not happy with the above decision, you are free to appeal in accordance with our Appeal Procedure.

Thank you,

………………………………….

6.5 Dismissal

To: ……………………………….

From: …………… Role: ………….

Subject: ……………………………

Offence: ……………………….

As confirmation of the discussion(s) held with you on …………regarding the above issue, this email serves to confirm that your association membership has been withdrawn. If you're not happy with the decision, you are free to appeal as per the Association's Appeal Procedure.