Disciplinary Policy & Procedure - February 2021

14. Keeping Records

• Written records must be kept throughout the disciplinary process, including:

• The complaint against the employee.
• The employee’s defence.
• Findings made and actions taken.
• The reasons for actions taken.
• Whether an appeal was lodged.
• The outcome of the appeal.
• Any grievances raised during the disciplinary procedure, and
• Subsequent developments.
• A copy of all correspondence relating to the disciplinary investigation, hearing and appeal process.
• Copies of notes of any formal meetings.

• Records should be retained on the employee’s personal file. 

• Records should be treated as confidential and kept in accordance with the Data Protection Act 2018. 

• If an employee is represented by a Trade Union official or work colleague, copies of disciplinary meeting notices, meeting notes, response letter, etc will be sent to that person, unless the employee advises otherwise, in writing.

Training and Support  

• All Officers and Councillors involved in the disciplinary process must receive appropriate support and/or training.  Contact the Occupational Development Team for further information.