Company Policy

 Code of Ethics

Jubilee Enterprise will conduct its business honestly and ethically wherever we operate in the world. We will constantly improve the quality of our services and operations. We will also strive to create a reputation for honesty, fairness, respect, responsibility, integrity, trust and sound business judgment. No illegal or unethical conduct on the part of officers, directors, employees or affiliates is in the organization’s best interest. Jubilee Enterprise will not compromise its principles for short term advantage. The ethical performance of this organisation is the sum of the ethics of the men and women who work here, thus, we are all expected to adhere to high standards of personal integrity.

Officers, directors and employees of the organisation must never permit their personal interests to conflict or appear to conflict with the interests of the organisation, its clients or affiliates. Officers, directors and employees must be particularly careful to avoid using Jubilee Enterprise in any transaction with others with whom there is any outside business affiliation or relationship. Officers, directors and employees shall avoid using their organisation contacts to advance their private business or personal interest at the expense of the organization, its clients or affiliates.

No tribes, kickbacks or other similar remuneration or consideration shall be given to any person or organization in order to attract or influence business activity. Officers, directors and employees shall avoid gifts, gratitudes, fees, bonuses or excessive entertainment in order to attract or influence business activity.

Officers, directors and employees of Jubilee Enterprise will often come into contact with, or have possession of proprietary, confidential or business sensitive information and must take appropriate steps to assure that such information is strictly safeguarded. This information- whether it is on behalf of our organization or any of our clients or affiliates- could include strategic business plans, operating results, marketing strategies, customer lists, financial records, personnel records, upcoming acquisitions and divestitures, new investments, and manufacturing costs, processes and methods. Proprietary, confidential and sensitive business information about this organisation, other companies, individuals and entities should be treated with sensitivity and discretion and only be disseminated on a need-to-know basis.

Officers, directors and employees will seek to report all information accurately and honestly, and as otherwise required by applicable reporting requirements.

Officers, directors and employees will refrain from gathering competitor intelligence by illegitimate means and refrain from acting on knowledge which has been gathered in such a manner. The officers, directors and employees of Jubilee Enterprise will seek to avoid exaggerating or disparaging comparisons of the services and competence of their dealings.

Officers, directors and employees will obey all the Equal Employment Opportunity laws and act will respect and responsibility towards others in all of their dealings.

Officers, directors, and employees will remain personally balanced so that their personal life will not interfere with their ability to deliver quality products and services to the organisation and its clients. Officers, directors and employees agree to disclose any unethical, dishonest, fraudulent and illegal behavior or the violation of the organisation policies and procedures, directly to management.

Violation of this Code of Ethics can result in discipline, including possible termination of contract. The degree of discipline related in part of whether there was a voluntary disclosure of any ethical violation and whether or not the violation cooperated in any subsequent investigation.

Remember that good ethics is good business

Organisation Goals and Values

Mission is to positively influence the economic development of Malawi in its generation, that is to salvage the systems that exists. To build, adapt and create the ones that are necessary for the economy’s development.

Values

  • Christocentric Organization

  • Pro Youth Empowerment

  • Positive Social Impact

  • Ecofriendly Development

  • Integrity

  • Honesty

  • Excellence

Goal

Jubilee Enterprise will endeavor within its capacity using available resources and partnerships to achieve the following goals:

  • To Identify and profile entrepreneurs

  • To train and build the capacity of entrepreneurs and their enterprises

  • To finance and give access to markets

  • To create events and platforms that leverage and network

  • To create deliberate economic building blocks i.e. systems, entrepreneurs, organizations that foster the economic environment

  • To service gaps in enterprises, orgs, value chains and the Malawian economy

  • To establish security and access to opportunity to unemployed youth

  • Will work with projects that develop platforms for others to find opportunities.

Code of Conduct

Jubilee Enterprise is committed to providing a diverse and inclusive work environment which promotes freedom of expression and open communication. The organization seeks to be free of all forms of unlawful discrimination, including any type of harassment. As such, the Organisation expect all employees to follow our code of conduct which are highlighted in the following sections.

Compliance with law

All employees must protect our company’s legality. They should comply with all environmental, safety and fair dealing laws. We expect employees to be ethical and responsible when dealing with our company’s finances, products, partnerships and public image.

Respect

The Organisation’s greatest strength lies in the talent and ability of its associates. Since working in partnership is vital to the Organisation’s continued success, mutual respect must be the basis for all work relationships. Engaging in behavior that ridicules, belittles, intimidates, threatens or demeans, affects productivity, can negatively impact the Organisation’s reputation. You are expected to treat others with the same respect and dignity that any reasonable person may wish to receive, creating a work environment that is inclusive, supportive and free of harassment and unlawful discrimination.

Equal Employment Opportunity

The talents and skills needed to conduct business successfully are not limited to any particular group of people. Organisation has a long-standing commitment to a meaningful policy of equal employment opportunity. The Organisation’s policy is to ensure equal employment and advancement opportunity for all qualified individuals without distinction or discrimination because of race, color, religion, gender, sexual orientation, age, national origin, disability, covered veteran status, marital status or any other unlawful basis. As part of this commitment, the Organisation will make reasonable accommodations for applicants and qualified employees.

Sexual Harassment and Other Discriminatory Harassment

Sexual harassment and other discriminatory harassment are illegal and violate Organisation policies. Actions or words of a sexual nature that harass or intimidate others are prohibited. Similarly, actions or words that harass or intimidate based on race, color, religion, gender, sexual orientation, age, national origin, disability, covered veteran status, marital status or any other unlawful basis are also prohibited.

Protection of Company Property

All employees should treat our company’s property, whether material or intangible, with respect and care.

Employees:

  • Should not misuse company equipment or use it frivolously.

  • Should respect all kinds of incorporeal property. This includes trademarks, copyright and other property (information, reports etc.) Employees should use them only to complete their job duties.

  • Employees should protect company facilities and other material property (e.g. company cars) from damage and vandalism, whenever possible.

  • All employees must follow our dress code and personal appearance guidelines.

Professionalism

All employees must show integrity and professionalism in the workplace:

Corruption

We strongly discourage employees from accepting gifts from clients or partners. We prohibit briberies for the benefit of any external or internal party.

Job duties and authority

All employees should fulfill their job duties with integrity and respect toward customers, stakeholders and the community. Supervisors and managers mustn’t abuse their authority. We expect them to delegate duties to their team members taking into account their competences and workload. Likewise, we expect team members to follow team leaders’ instructions and complete their duties with skill and in a timely manner. We encourage mentoring throughout our company.

Absenteeism and tardiness

Employees should follow their schedules. We can make exceptions for occasions that prevent employees from following standard working hours or days. But, generally, we expect employees to be punctual when coming to and leaving from work.

Conflict of interest

We expect employees to avoid any personal, financial or other interests that might hinder their capability or willingness to perform their job duties.

Collaboration

Employees should be friendly and collaborative. They should try not to disrupt the workplace or present obstacles to their colleagues’ work.

Communication

All employees must be open for communication with their colleagues, supervisors or team members.

Benefits

We expect employees to not abuse their employment benefits. This can refer to time off, insurance, facilities, subscriptions or other benefits our company offers.

Policies

All employees should read and follow our company policies. If they have any questions, they should ask their managers or Human Resources (HR) department.

Disciplinary actions

Our company may have to take disciplinary action against employees who repeatedly or intentionally fail to follow our code of conduct. Disciplinary actions will vary depending on the violation.

Possible consequences include:

  • Demotion.

  • Reprimand.

  • Suspension or termination for more serious offences.

  • Detraction of benefits for a definite or indefinite time.

  • We may take legal action in cases of corruption, theft, embezzlement or other unlawful behavior.

HIV/AIDS Policy

Jubilee Enterprise recognises that HIV/AIDS endangers our success by threatening the wellbeing of our employees, and that of our clients and affiliates. In an effort to deal with the issue proactively, we are committed to assisting our employees infected with or affected by HIV/AIDS. The details of this undertaking can be found in Jubilee Enterprise’s HIV/AIDS Workplace Policy Statements:

  • Non-discrimination: People with HIV or AIDS are entitled to the same rights, benefits and opportunities as those with other serious or chronic illnesses, for example in relation to absenteeism or assessment. Through education and counselling, the organisation aims to prevent stigmatization of those infected, and will not condone any form of discrimination.

  • Fair Employment: Employment practices comply with local laws and regulation and/or the practices of the organisation, whichever is greater, and where applicable. The Jubilee Enterprise does not require HIV screening as part of pre-employment or general workplace physical examinations, except in specified circumstances, such as the screening of blood supplies for transfusion.

  • Senior Management Commitment: Senior management unequivocally endorses non-discriminatory employment practices and education programs or information about HIV/AIDS.

  • Confidentiality: Jubilee Enterprise will protect the confidentiality of employees’ medical information. An employee who contracts HIV will have no obligation to inform the organisation but will be encouraged to seek guidance from medical and counseling providers. HIV testing that is carried out for clinical purposes should be performed with the appropriate pre and posttest counseling; results will remain confidential. Voluntary testing will be approached the same way.

  • Communication: Jubilee Enterprise will communicate policies and practices to employees in simple, clear, and unambiguous terms.

  • Information and prevention: Jubilee Enterprise will provide employees with sensitive, accurate and up-to-date information about risk reduction in their personal lives. This will include providing workplace education addressing prevention, care and support; training on universal precautions as detailed by the World Health Organisation; and a regular and confidential access to condoms for all staff.

Benefits Policy

Employee Benefits

This Policy outlines the Employee Remuneration Strategy to be applied within Jubilee, and applies to all Employees of the Organisation.

Intent of this Policy

This Policy aims to:

  • Align Employee Remuneration to the principles and measurement of Total Shareholder Return (TSR);

  • Present progressive incentive structures to encourage outstanding performance, and hence improved TSR;

  • Mitigate the business risks associated with poor performance, market movements and employee turnover.

These policy objectives will be achieved by ensuring remuneration is reflective of applicable market conditions, our statutory obligations, the level of accountability (responsibility, objectives, goals etc.) assigned and the provision of incentives to deliver outstanding performance, whilst providing organisational flexibility and operational efficiency.

Definitions

Allowances and Other Benefits

Allowances and other benefits may be paid to employees to support organisational objectives. Such benefits may include, but are not limited to, travel and health insurance, site allowance, personal vehicle use, higher duties allowance, payment of training costs, relocation assistance, health cover or other individually negotiated benefits or allowances. Allowances and benefits must however be provided directly to the employee, and not to family members or associates of the employee.

Annual Review

Each Employee will participate in periodic performance reviews (usually at least semi-annually) measuring their achievement against predetermined Goals. The results of the Annual Review will form the basis of any remuneration review and eligibility for a Short Term Incentive (STI) payment, if any.

Base Salary (Base)

The basic cash component of an Employee’s remuneration package, expressed in Malawian Kwacha (MWK) or other currency where applicable.

Goals (KPI’s)

Goals (otherwise known as Key Performance Indicators) should be specific, measurable and achievable performance outcomes agreed in advance between the Employee and their immediate manager. Progress should be reviewed between the manager and Employee periodically, and assessed annually.

Remuneration and Benefits Policy

Incentives (STI or LTI), or Total Variable Remuneration (TVR)

Short Term Incentive (STI) – e.g. Annual Performance Bonus, designed to primarily reward overall outstanding performance against Goals (against pre-determined annual objectives) but also taking into account behavioural expectations.

Long Term Incentive (LTI) – e.g. Options and/or Performance Rights, designed to retain and incentivise key individuals over the longer term.

Review Period

The period, usually at least six (6) months, and not more than twelve (12) months over which Goals are assessed for the level of progress / achievement.

Total Fixed Remuneration (TFR)

The total financial value of the base salary, superannuation and any other fixed benefits provided to an Employee, inclusive of all taxes payable on their behalf.

Total Remuneration (TR)

The total financial value of an Employee’s TFR plus any Short Term Incentive (STI), Long Term

Incentive (LTI) or other benefits provided, inclusive of all taxes payable.

Classification Structure

Employees within Jubilee will be classified under this Policy for the purposes of overall remuneration management, in accordance with the following structure:

Level 1: Executive Director (e.g. CEO / MD)

Level 2A: Senior Executive

Level 2B: Executive

Level 3: Managers / Senior Direct Reports of Executive

Level 4A: Senior Technical / Professional (Degree or equivalent)

Level 4B: All Other Employees

Annual Salary Reviews

Salary reviews will be conducted in February following completion of the Annual Performance Reviews and Company year-end, with any approved increases to be deemed effective as of 1 February each year.

In conducting reviews the Company will take into account the market conditions relating to the Company and each position, the level of responsibility assigned to each Employee, the standard of performance achieved and any relevant salary benchmarking data. Whilst remuneration reviews will be conducted annually, any remuneration increases will be at the sole discretion of the Company. The CEO maintains sole responsibility for the approval of any increases to Employee remuneration

Payment of Salary

Employees will be paid their base salary (less any applicable tax payable) and any other cash benefits on a monthly basis, mid-month (two weeks in arrears, two weeks in advance) for that calendar month, into their nominated bank account.

Casual employees will be paid on a fortnightly basis, in arrears.

Taxation

The responsibility for payment of any tax due as a result of the employment relationship will rest with the Employee. The Employer will however facilitate the payment of such taxes via a monthly payroll deduction, with forwarding of the required amounts to the necessary organisations (e.g. the MRA).

For the avoidance of doubt, any Fringe Benefits Tax (FBT) payable by the Employer on any nonsalary components of an Employee’s remuneration will be included as a component of Total Fixed Remuneration (TFR).

Allowances

Employees may be paid an allowance or other payment associated with their role, over and above their base salary, on either an ongoing or temporary basis.

Any allowance paid will be taxed in accordance with current taxation legislation and will not be deemed to form a part an Employee’s usual base salary or TFR (for the purposes of leave, remuneration reviews and/or other calculations, unless otherwise required under legislation).

Trustee’s benefits (for NGO)

This policy sets out the basis on which Jubilee Trustee expenses will be paid, and the process for claiming.

The Jubilee Memorandum allows the payment of expenses incurred by Trustees on Jubilee business:

Reasonable and proper out of pocket expenses of Trustees.

Jubilee does not expect Trustees to be out of pocket in respect to work carried out for the charity and encourages all Trustees to submit claims for reasonable expenses incurred whilst carrying out their duties as a trustee of the Jubilee.

Principles

Claims for, and payment of, expenses must be consistent with the following principles:

  1. Expenses are refunds by a charity of payments which the Trustee has needed to meet personally in order to carry out his or her Trustee duties. They are not payments for services.

  2. Expenditure should be made by the most cost effective means available. Air flights should be made with the most cost effective airline. Meeting dates are normally notified 12 months in advance. Wherever possible therefore travel should be booked sufficiently in advance to take advantage of the better value tickets available. Where this is not possible, a brief note of the reasons for extra expenses incurred should be attached to the claim form.

  3. The expenses incurred must not be of a standard or nature which would constitute a personal benefit to the Trustee e.g. Elaborate meals, business class air travel, because under charity law a trustee is not permitted to benefit personally from being a Trustee.

  4. Evidence must be provided that the expenditure has been incurred. Please note that our auditors require that every expense claim is fully supported up with tickets and receipts. These should be attached to travel claim forms.

  5. Expenses are not allowable for the costs of partners who attend a Jubilee event with a Trustee.

Allowable expenses

The following are legitimate expenses;

  1. The reasonable cost of travelling to and from Trustee Board and Committee meetings, and on trustee business (including taxi fares where necessarily incurred, and petrol allowances permitted)

  2. The reasonable costs of childcare or dependent care, provided that it is agreed in advance, and in circumstances where a trustee would otherwise be caused hardship or would be prevented from participating in a Trustee Board meeting or other essential activity.

  3. The cost of postage and telephone calls on Jubilee business;

  4. Providing special transport, equipment or facilities for a trustee with a disability; and

  5. Reasonable overnight accommodation and subsistence while attending trustee meetings or other essential events (eg specialist or voluntary sector conferences).

Process for claiming expenses

All expense claims in respect to attendance at Jubilee Trustee Board meetings and events should be submitted on an expense claim form (yellow) and sent to the Executive Assistant together with receipts for all costs. Details of expenditure should be itemised (i.e. Travel and accommodation given separately) with the date for each. Forms are available at board meetings or from the Executive Assistant. If in exceptional circumstances a receipt is not available, please ensure that you provide a signed note with an explanation and attach this to your claim form.

Expense claims should be made at regular intervals, and preferably every 3 months. All expenses for the current financial year should be claimed before 31 March in that year.

Child and dependent care

In order to allow for variable rates in child and dependent care costs, a rate of payment and the period for which care costs will be payable, must be agreed in advance between the Trustee and the Executive Assistant. Agreed costs will be paid to the Trustee upon presentation of an invoice or receipts. Jubilee will not normally pay for 24 hour care, and will not make payment to a Trustee’s partner, spouse or other “Connected Person” within the meaning of charity law. Within this framework of reasonable costs agreed in advance with Jubilee, the choice or carer, and responsibility for that choice lies with the Trustee.

Entertaining external parties

There may be occasional circumstances where costs will be incurred in entertaining external contacts on Jubilee business, such as a lunch meeting with funders or trustees from other charities which we are currently or looking to work with. However:

    • Entertaining expenditure must be agreed in advance by Jubilee (please contact the Executive Assistant)

    • Costs incurred in entertaining external contacts will only be reimbursed by Jubilee provided that the occasion is clearly one which benefits Jubilee and not the Trustee.

    • A separate form will need to be completed for these expenses, reference “Entertainment claim form” (obtainable from the Executive Assistant). Please note that the Executive Assistant requires that entertaining claims must detail all attendees (names and organisation) at the meeting as well as the reason for entertaining.

Payment of expenses

Jubilee prefers Trustees to have expenses paid directly into their bank accounts. Please contact the Executive Assistant with a note of your account number and this will be set up for you. The advantage of this method of payment is that it can be arranged within a few days of receiving your claim and will save you having to visit the bank to deposit a cheque in your account.

Address for Trustee expenses claims:

Violet Mengezi, Executive Assistant

Jubilee Enterprise

Palm Trees House,

Area 47 Sector 4 Plot # 805,

Lilongwe.

Discipline Policy

Introduction

Purpose of the Discipline Policy:

  1. To establish rules pertaining to employer conduct, performance and responsibilities so that all the personnel can conduct themselves according to certain rules of good behavior and good conduct.

  2. The purpose of these rules is not to restrict the rights of anyone, but rather to help people work together harmoniously according to the standard we have established for efficient and courteous service for our customers.

  3. Reasonable rules concerning personal conduct of employees are necessary if the facility is to function safely and efficiently. You will be kept informed of department rules and changes to those rules by your supervisor or department head.

  4. The organization believes that you want to, and will, do a good job if you know what is required to performance your job properly. Your supervisor is responsible for ensuring that you know what is expected of you in your job. Further, it is organisation policy that employees be given ample opportunity to improve in their job performance.

Policy

Degrees of discipline are generally progressive and are used to ensure that the employee has the opportunity to correct his or her performance. There is no set standard of how many oral warnings must be given prior to a written warning or how many written warnings must precede termination. Factors to be considered are:

  • How many different offenses are involved

  • The seriousness of the offense

  • The time interval and employee response to prior disciplinary action(s)

  • Previous work history of the employee

Exceptions

For serious offenses, such as fighting, theft, insubordination, threats of violence, the sale or possession of drugs or abuse of alcohol on organization property etc., termination of contract may be the first and only disciplinary step taken. Any step or steps of the disciplinary process may be skipped at the discretion of Jubilee Enterprise after investigation and analysis of the total situation, past practice and circumstances. In general, several oral warnings should, at the next infraction, be followed by a written warning, followed at the next infraction by discharge of duties. This is especially true in those areas where the time interval between the offenses is short and the employee demonstrates a poor desire to improve his/her performance.

Penalties for specific offenses

Penalties for Group 1:

  • First offense: Oral or written reprimand

  • Second offense: Suspension or termination

Group 1 Offenses include:

  • Knowingly filling out time sheet of another employee

  • Having one’s sheet filled out by another employee, or unauthorized altering of a time sheet

  • Being tardy habitually without reasonable cause

  • Being absent without notification or excuse

  • Leaving your job or your regular working place during working hours for any reason without authorization from your supervisor, except for lunch, rest periods and going to the restrooms

  • Disorderly conduct on organisation property

  • Immoral conduct or indecency on organisation property

  • Leaving work before end of shift or not being ready to go to work at the start of shift

  • Interfering with the work of other employees

  • Inefficiency or lack of application of effort on the job

  • Violation of organisation policies outlined in sections of this policy manual

  • Contributing to unsanitary conditions or poor housekeeping

  • Imperiling the safety of other employees

  • Malicious gossip and/or spreading of rumors

Penalties for Group 2:

  • First offense: Suspension or termination of contract

Group 2 Offences include:

  • Gambling on organisation property

  • Possession of narcotics, or consuming narcotics on organisation property

  • Reporting for work in an intoxicated condition

  • Responsibility for instigating fighting on organization property

  • Dishonesty or removal of another employee’s property or organization property without permission

  • Willful destruction of organisation property

  • Insubordination (refusal to perform service connected with an employee’s immediate supervisor or refusal to obey any reasonable order given by an employee’s supervisor or by management)

  • Misreprentation of physical condition or other facts in seeking employment

  • Refusal to perform work assigned to an employee

  • Absence for two consecutive working days without notification to the organisation or without acceptable excuse

  • Petty thievery

  • Possession of firearms, fireworks or explosives on organisation property without permission from management.

Probation

You may be placed on probation in connection with the written warning for a period of time determined by Jubilee Enterprise. Wage increases, vacations and transfers will not be given during this period, but all other benefits will continue.

An investigative suspension is a period, not exceeding NUMBER working days, during which time an employee is relieved of his/her job duties because of alleged serious misconduct. An employee may be placed on investigative suspension when it is necessary to make full investigation to determine the facts of the case, as in a fighting, insubordination or theft incident, if after the investigation:

  • Discharge is warranted, the employee shall not be paid for the period of investigative suspension- the discharge shall be effective on the date of the termination interview

  • Misconduct is determined, but not a sufficiently serious nature to warrant discharge, the employee shall receive a warning notice and forfeit pay lost as a result of the investigative suspension and may be placed on disciplinary suspension

  • If no misconduct is determined, the employee shall return to work within the prescribed period and be paid for the time lost as a result of the investigative suspension

Disciplinary Suspension

A disciplinary suspension is a period of not more that NUMBER days and may be given in addition to the investigatory suspension or as punishment for the violation. The employee is relieved of his/her job assignment because of serious or repeated instances of misconduct and shall forfeit pay lost as a result f the suspension in situations where there is no specific instance of conduct that is so outrageous that justifies termination but there is a pattern of conduct where the employee has continually engaged in one minor infraction of the rules after another and has received a documented verbal and/or written warning for rules(s) infraction(s).Disciplinary suspension would generally not be used as a form of discipline for employees with attendance problems.

Crisis Suspension

A crisis suspension is given at the discretion of the supervisor when action must be taken immediately

Discharge

When the employee is discharged as a result of a serious offense, or as the final step in an accumulation of infractions for which a warning notice or notices have been written, the employee will be discharged for the cause instead of being given the option to resign, be laid off, or retire.

Misconduct

Jubilee Enterprise has a progressive discipline policy. The goal of Jubilee Enterprise’s progressive discipline system is to give the employee an opportunity to correct employment problems that may arise, rather than to punish employees

The employee will be kept informed of Jubilee Enterprise’s rules and the employee is expected to follow them.

Immediate Disciplinary Action

Jubilee Enterprise believes that engaging in certain types of misconduct should subject an employee to immediate suspension or discharge, rather than allowing opportunity for correction of behavior through progressive discipline steps. The following is a list of consuct for which immediate disciplinary action will be taken:

Disciplinary Steps

Should there be a problem regarding the employee’s adherence to Jubilee Enterprise’s rules, the employee will be given there opportunities to change the unwanted behavior:

  1. The employee will be given a verbal explanation of the errant behavior, including a reiteration of what Jubilee Enterprise’s rule regarding that behavior is. In addition, the employee will be advised of the consequences of further infractions of the rule in question. If not further problems occur with regard to the issue raised at the verbal stage, no further disciplinary action will be taken

  2. If the problem persists, the employee will be given a written explanation of the errant behavior, including a reiteration of what Jubilee Enterprise’s rule regarding that behavior is. In addition, the employee will be advised that continuation of the problem will lead to suspension without pay for a stated period of time. As before, the employee will be given an opportunity to change the unwanted behavior and, if the behavior does not recur, no further disciplinary action will be taken.

  3. If verbal and written warnings fail to bring about a change in the undesired conduct, the employee will be suspended and will be informed that further occurrences of the conduct will lead to the employee’s immediate discharge, without additional warnings

Jubilee Enterprise reserves the right to bypass the disciplinary steps and base its disciplinary action on the severity, frequency or combination of infractions when circumstances warrant immediate action.

Documentation

Jubilee Enterprise will document a disciplinary process beginning with the first verbal warning. A report of the disciplinary action will be retained in the employee’s personnel file, however, if no further disciplinary action is required after NUMBER years, the report will remain as a part of the employee’s personnel file but will no longer be considered a part of the employee’s record.

Should a challenge arise regarding the disciplinary action in this report, the report may be used in the ensuing grievance proceeding or arbitration.

Grievance Policy

Jubilee Enterprise wishes to provide a comfortable, productive, legal and ethical work environment. To this end, the organisation wants you bring any grievances you have about the work place to the attention of your supervisor and, if necessary, to upper level management. In light of these concerns we have instituted the following grievance procedure:

If you feel that there is a inappropriate conduct or activity on the part of the organisation, management, its employees, vendors, customers, or any other persons or entities related to the organisation, we request that you bring this concern to the immediate attention of you supervisor. Please try to approach your supervisor at a time and place that will allow the supervisor to properly listen to your concerns. If you have discussed the matter with your supervisor previously and you do not believe that you have received a sufficient response, we request that you present your concerns to your supervisor in writing. Please indicate what the problem is, those persons involved in the problem, and any suggested solution you may have to the problem.

If you do not receive a sufficient response to your written complaint within 5 NUMBER working days from presenting it to your supervisor, or if your supervisor is the problem, you should contact the next level of supervision and so on. If you consider the matter an emergency, legal, ethical or safety issue, use your best judgment to expedite the complaint process. The organisation may have a conference with you and your supervisor or with both of you individually. If the matter is not resolved after that conference, and you believe it still merits attention, it is requested that you immediately place your concern in writing and bring the matter forward to upper level management.

It is the purpose of this grievance procedure to help maintain a positive work environment with respect and responsibility towards each other. The grievance procedure is also intended to avoid unnecessary employee claims and organisation legal exposure. The organisation cannot promise that your specific grievance or complaint will result in the action you request or that you will be satisfied with the outcome of the grievance procedure

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