Dismissal and Discipline Policy

Template policy and guidance to allow Nightlines to handle instances of volunteer misconduct and allowing volunteers to learn from these instances.

Table of contents

1. Discipline and Dismissal Policy
2. Contents
3. Guidance
4. Defining Policy, Process and Procedure
5. Background
6. Policy Considerations
7. Contact
8. Dismissal and Discipline Policy
9. Purpose
10. Scope
11. Roles and Responsibilities
12. Reviews and amendments
13. Discipline and Dismissal Procedure
14. Procedural Steps for Escalating to the Students’ Union
15. Process
16. Appendix 1

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Discipline and Dismissal Policy

Contents

Guidance

Dismissal and Discipline Policy

Dismissal and Discipline Procedure

Guidance

Defining Policy, Process and Procedure

Background

Good Practice Guidelines

The latest version of the GPGs state that:

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Definitions

Purpose

Whilst most listening volunteers in Nightlines will abide by the respective Nightline’s and governing body’s rules, there will be times where some volunteers do not do this. In these instances, it is important that these volunteers are disciplined so they are aware of their misconduct and can also learn from it. If the volunteer is believed to continue to misbehave, then they may be dismissed from the Nightline.

The template policy and procedure outlined below can be adapted and does not supersede any dismissal or disciplinary policy your Nightline’s stakeholder may have.

Scope

This policy applies to Nightline volunteers responsible for escalating disciplinary action, and those being disciplined. It is recommended the person who leads the Nightline (ie Coordinator) is the one to escalate disciplinary issues relating to volunteers. In most instances, this responsibility will mean reporting the issue to the Nightline’s governing body. However, if this person is being disciplined, then there should be a clear procedure to handle this conflict of interest.

Below is a non-exhaustive list of examples of positions who may discipline volunteers:

• The lead of the Nightline (ie coordinator/director).
• The lead of training.
• The lead of the Nightline volunteer wellbeing.

Research

The disciplinary policies from the University of York Nightline, University of Bath Nightline and London Nightline were used to help draft this template policy and procedure [accessed August 2022].

Policy Considerations

When drafting your Nightlines Discipline and Dismissal policy, it is important to consider certain factors, such as:

• How long this policy is valid for.
• How much responsibility the Nightline will take when disciplining a volunteer and when disciplinary responsibilities should be handed over to the Nightline’s parenting body (eg students’ union).
• Who will deliver the discipline and what to do if there is a conflict of interest.
• What the disciplines should be.

Roles and Responsibilities

This policy should be reviewed yearly to ensure it remains up to date. The person or people who review this policy should be named by their title. For example, Coordinator or Wellbeing Officer.

Contact

Dismissal and Discipline Policy

Purpose

This policy outlines what [X] Nightline needs to do when someone in the organisation breaches a policy, behaves in a concerning manner or receives a complaint about them. This policy ensures this Nightline follows the disciplinary procedures of [University] Students’ Union and maintains a high standard of performance and conduct.

Scope

This policy applies to all listening volunteers and members of the committee.

When a Students’ Union can Discipline a Volunteer

A volunteer must be referred to the Students’ Union if [amend as deemed necessary]:

• They have breached the volunteer’s confidentiality and commitment agreement.
• They have compromised the service [X] Nightline offers.
• They have breached any of the organisation’s policies.
• Their actions have a negative effect on either volunteer or caller wellbeing, or the reputation of [X] Nightline.
• Breached any other rules or conduct expectations of Student members as defined by the code of conduct and other applicable policies of [University] Students’ Union.
• They acted against the law.

When a volunteer is being investigated by the Students’ Union, they should stop taking shifts until the Students’ Union says they can return.

When a Nightline can Discipline a Volunteer

A volunteer may be disciplined by [X] Nightline Coordinator via a warning if they:

• Do not fulfil their shift commitments.
• Turn up late to shift.
• Do not fulfil their training commitments.
• Cancel a shift with less than [48 hours] notice.

However, if this escalates to suspending or terminating their membership of Nightline, it must be referred to the Students’ Union.

Roles and Responsibilities

In this policy, the responsibilities of each committee member are outlined in the table below. [Below is an example. Amend as necessary] It’s important to assign additional roles in case the person responsible for escalating disciplinary action cannot do so, for example, because of a conflict of interest. Disciplinary action and dismissals must be kept confidential between members of the committee and the individual being disciplined.

Reviews and amendments

List any changes to this policy that need to be recorded for historical purposes.

*E.g. May 2021: changed wording on \_\_\_, updated definitions*

Discipline and Dismissal Procedure

Procedural Steps for Escalating to the Students’ Union

[X] Nightline has a set procedure for disciplines and dismissals. The procedure on how to escalate to the Students’ Union is outlined below [amend as necessary].

• If a member of [X] Nightline has committed any of the acts outlined in the ‘Scope’ underneath the ‘When a Students’ Union can Discipline a Volunteer’ section, the Coordinator must escalate the issue to the Student’s Union via email and follow the Students’ Union instructions.
• If there is a conflict of interest with the Coordinator raising the issue, the Designated Disciplinary Member must escalate the issue to the Student’s Union via email and follow the Students’ Union instructions.
• If there is a conflict of interest with the Coordinator and Designated Disciplinary Member raising the issue, another member of the committee must escalate the issue.

Procedural Steps for the Discipline Occurring via the Nightline

The procedure for discipline performed by the Nightline is outlined below.

• If a member of [X] Nightline has committed any of the acts outlined in the ‘Scope’ underneath the ‘When a Nightline can Discipline a Volunteer’ section, the Coordinator must be informed via email as soon as possible.
• Once the Coordinator is informed, they will meet with the volunteer and issue a warning. If after [three] warnings the volunteer is still misbehaving, then escalate to the Students’ Union via email.
• If there is a conflict of interest with the Coordinator raising the issue, the Designated Disciplinary Member must escalate the issue to the Student’s Union via email and follow the Students’ Union instructions.
• If there is a conflict of interest with the Coordinator and Designated Disciplinary Member raising the issue, another member of the committee must escalate the issue.

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Process

Insert a flowchart here if necessary!

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Appendix 1

Add further information here as necessary.