Document Code: NeftalyP151
Approved By: Chief Executive Officer (CEO)
Date Approved: 31 October 2025
Review Date: 28 November 2026
Policy Owner: Neftaly Chief Human Capital Officer, NeftalyCHCR
NeftalyP151-1 Overview
NeftalyP151-1-1 The Neftaly Human Capital Disciplinary Management Policy (NeftalyP151) establishes the framework for managing disciplinary matters within Neftaly. The policy ensures fairness, consistency, and transparency in addressing breaches of conduct, performance issues, or violations of Neftaly policies, while safeguarding the rights and responsibilities of all Human Capital.
NeftalyP151-2 Purpose
NeftalyP151-2-1 The purpose of this policy is to:
- NeftalyP151-2-1-1 Promote a culture of accountability, professionalism, and ethical behavior.
- NeftalyP151-2-1-2 Define procedures for handling disciplinary issues promptly and fairly.
- NeftalyP151-2-1-3 Ensure consistency in the application of disciplinary actions across all divisions.
- NeftalyP151-2-1-4 Provide standardized documentation and reporting mechanisms for all disciplinary processes.
NeftalyP151-3 Scope
NeftalyP151-3-1 This policy applies to:
- NeftalyP151-3-1-1 All Neftaly Human Capital, including Officers, Deputy Chiefs, Royal Directors, and Non-Executive Members.
- NeftalyP151-3-1-2 All disciplinary matters, including misconduct, negligence, non-compliance with policies, and performance-related issues.
- NeftalyP151-3-1-3 Internal investigations, hearings, and appeals related to disciplinary actions.
NeftalyP151-4 Policy Statement
NeftalyP151-4-1 Neftaly is committed to maintaining a professional and respectful workplace. Disciplinary measures are applied fairly, proportionately, and in accordance with established procedures to correct behavior, ensure accountability, and protect the integrity of the organization.
NeftalyP151-5 Core Principles
- NeftalyP151-5-1 Fairness: All disciplinary actions are conducted objectively and without bias.
- NeftalyP151-5-2 Transparency: Procedures, decisions, and outcomes are clearly documented.
- NeftalyP151-5-3 Consistency: Similar infractions are addressed consistently across divisions.
- NeftalyP151-5-4 Confidentiality: All investigations and records are handled discreetly and securely.
- NeftalyP151-5-5 Proportionality: Disciplinary actions are appropriate to the severity of the infraction.
NeftalyP151-6 Procedures and Processes
NeftalyP151-6-1 Reporting and Notification
- NeftalyP151-6-1-1 Alleged misconduct or policy violations must be reported to the CHCO or relevant Officer using NeftalyF151-01 Disciplinary Incident Report Form.
- NeftalyP151-6-1-2 The reported Human Capital is notified promptly and provided an opportunity to respond.
- Neftaly Royal Chiefs are not supposed go through the disciplinary procedure they must step down as upon appointment they are executives
NeftalyP151-6-2 Investigation Process
- NeftalyP151-6-2-1 The CHCO or designated officer conducts a fair and impartial investigation.
- NeftalyP151-6-2-2 Evidence, witness statements, and documentation are collected and recorded in NeftalyD151-01 Disciplinary Investigation File.
- NeftalyP151-6-2-3 The investigation is completed within a reasonable timeframe, typically not exceeding 30 days.
NeftalyP151-6-3 Disciplinary Hearing
- NeftalyP151-6-3-1 If warranted, a formal disciplinary hearing is convened with the presence of the CHCO, Officer, and the Human Capital member.
- NeftalyP151-6-3-2 Hearings follow a structured agenda using NeftalyT151-01 Disciplinary Hearing Template.
- NeftalyP151-6-3-3 Human Capital have the right to present evidence and call witnesses.
NeftalyP151-6-4 Decision and Action
- NeftalyP151-6-4-1 Based on the investigation and hearing, the CHCO and Royal Director determine appropriate disciplinary action, which may include:
- Verbal warning
- Written warning
- Suspension
- Demotion
- Termination
- NeftalyP151-6-4-2 Decisions are documented using NeftalyF151-02 Disciplinary Action Form and communicated formally.
NeftalyP151-6-5 Appeals Process
- NeftalyP151-6-5-1 Human Capital may appeal decisions within 14 days of notification using NeftalyF151-03 Disciplinary Appeal Form.
- NeftalyP151-6-5-2 Appeals are reviewed by an independent panel or senior management to ensure fairness.
- NeftalyP151-6-5-3 Outcomes of appeals are final and documented in NeftalyR151-01 Disciplinary Appeal Outcome Template.
NeftalyP151-6-6 Monitoring and Record-Keeping
- NeftalyP151-6-6-1 All disciplinary records are securely stored in the NeftalyD151-02 Disciplinary Records Register.
- NeftalyP151-6-6-2 Quarterly reports summarizing disciplinary matters are submitted to the CEO and Royal Board Committee.
NeftalyP151-7 Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| Chief Executive Officer (CEO) | Ensures organizational adherence to disciplinary policies and approves significant disciplinary actions. |
| Chief Human Capital Officer (CHCO) | Oversees investigations, hearings, and compliance with the disciplinary process. |
| Royal Directors | Support disciplinary processes within their divisions and ensure consistent application. |
| Deputy Chiefs / Officers | Assist in reporting, documenting, and implementing disciplinary measures. |
| Human Capital Members | Comply with Neftaly policies and participate fairly in investigations and hearings. |
NeftalyP151-8 Documentation and Templates
- NeftalyP151-8-1 NeftalyF151-01: Disciplinary Incident Report Form
- NeftalyP151-8-2 NeftalyF151-02: Disciplinary Action Form
- NeftalyP151-8-3 NeftalyF151-03: Disciplinary Appeal Form
- NeftalyP151-8-4 NeftalyD151-01: Disciplinary Investigation File
- NeftalyP151-8-5 NeftalyD151-02: Disciplinary Records Register
- NeftalyP151-8-6 NeftalyT151-01: Disciplinary Hearing Template
- NeftalyP151-8-7 NeftalyR151-01: Disciplinary Appeal Outcome Template
NeftalyP151-9 Compliance and Monitoring
- NeftalyP151-9-1 CHCO ensures all disciplinary procedures follow Neftaly policy and legal standards.
- NeftalyP151-9-2 Regular audits of disciplinary cases are conducted for fairness, consistency, and compliance.
- NeftalyP151-9-3 Non-compliance or mishandling of disciplinary matters may result in corrective actions for management.
NeftalyP151-10 Review and Evaluation
NeftalyP151-10-1 This policy will be reviewed annually or after any major disciplinary incident to ensure effectiveness, fairness, and alignment with Neftaly’s organizational objectives.
NeftalyP151-11 Frequently Asked Questions (FAQs)
Q1: Who can initiate a disciplinary process?
A: Any Officer, Royal Director, or Human Capital member may report misconduct to the CHCO.
Q2: Can disciplinary actions be appealed?
A: Yes, using NeftalyF151-03 Disciplinary Appeal Form within 14 days of the decision.
Q3: Are disciplinary records confidential?
A: Yes, all records are securely stored and accessed only by authorized personnel.
Q4: What types of actions are considered disciplinary measures?
A: Verbal or written warnings, suspension, demotion, or termination depending on the severity of the infraction.
Q5: How long are disciplinary records retained?
A: Records are maintained for a minimum of 5 years or as required by legal and organizational guidelines.
Approved By:
Neftaly Malatjie
Chief Executive Officer