ANANE/AYA MATERNITY CLINIC

P.O. BOX 25 TEPA AKWASIASE-ASHANTI, GHANA.

PHONE: +233-243277384, +233242156841

ANANE/AYA MATERNITY CLINIC

DISCIPLINARY CODE AND GRIEVANCE PROCEDURES
1.0 DISCIPLINARY POLICY
1.1 INTODUCTION
The basic purpose of disciplinary action shall be to deter employee from committing
infractions of rule and to reform them in other to effect improvement in their conduct
and make them more productive thereafter. This document shall give provisions for all
differences between the parties in accordance with the dispute settlement procedure.
In all such cases, the type of punishment for either minor or major penalty will be determined
by the gravity of the offence at the discretion of the management.
1.2 PURPOSE OF THIS DOCUMENT

The attainment of the vision of Anane/Aya Meternity Clinic requires discipline and
dedicated employees. The conduct and attitude of all employees of Anane/Aya Meternity
Clinic should conform to appropriate norms and standards of behavior, which are
contained in the Code of Ethics and the Disciplinary Code.
1.3 DISCIPLINARY AUTHORITIES
The management of Anane/Aya Meternity Clinic shall be the ultimate disciplinary
authority and shall be directly responsible for the disciplining of employees.
1.4 DISCIPLINARY COMMITTEE
The Management shall appoint Disciplinary Committee to investigate and report
(recommending appropriate penalty or review necessary) to the Management such
disciplinary matters as may be referred to it by the Management or Chief Executive Officer.
Core Values: Client Centered-Excellent Service-Pride in Performance

1.5 UNIT IN-CHARGES / SUPERVISORS

Unit in-Charges /Supervisors, where applicable, shall take disciplinary actions against their
respective staff in minor offences which demand verbal warning.
2.0 DISCIPLINARY PROCEDURES
Disciplinary Committee (ref. Fig.1 on formal proceedings below)
I.

A report on the case shall be forwarded by the Management or Chief Executive to the
Disciplinary Committee.

II.

The Disciplinary Committee shall take into consideration any representation which
the employee may wish to make, including the evidence of witnesses, which may be
relevant to the case.

III.

The Disciplinary Committee shall send a written report to the Management of its
findings and recommendations.

IV.

If management is satisfied that the offence has been committed, the employee shall be
informed in writing to that effect, and of the penalty, which has been imposed.
However, if no misconduct is established the employee shall be informed in writing to
that effect.

v. The Management may accept, reject or review the decisions of the Disciplinary Committee.
Quorum of the Disciplinary Committee: Half (1/2) of total number of members of the
committee present and sitting plus the Chairperson shall form a quorum.
2.1 UNIT IN-CHARGES / SUPERVISORS
The Unit in-Charges / Supervisors shall give audience to the staff to be disciplined by first
giving a query (in writing) demanding answer to the query (in writing) within 48hrs. After
receipt of the answer to the query, the Unit in-Charge / Supervisor may issue a verbal
warning or written warning for the first offence of similar nature OR if in the opinion of the
Unit in-Charge / Supervisor, the offence demands stiffer punitive actions more than verbal
warning, he/she shall refer the matter to Management for further investigation and
determination.
Core Values: Client Centered-Excellent Service-Pride in Performance

Fig. 1: DIAGRAM ON FORMAL DISCIPLINARY PROCEDURE

Receipt of Case from
Management or C.E.O

Invitation for formal

Hearing

FORMAL HEARING
Reading of charges
Response by Accused
Statement of Witness (If any)

Recommendation to

Offence not

Management

Established

Discharge
Staff

Offence Established

Notify Staff of

Appeal by Staff (If

Sanctions

Any)

NO APPEAL
Implement Sanctions

Suspend Sanctions

Review by the
Appeals Committee

Core Values: Client Centered-Excellent Service-Pride in Performance

2.2 PETITION AGAINST DISCIPLINARY ACTION

a. All petitions shall be addressed to the Anane/Aya Meternity Clinic management
b. Where the petition is intended to be against a decision, the employee shall within
seven (7) days upon receipt of the decision submit his petition to the management
indicating the grounds on which the petition is being made and forwarding to his unit
in-charge a copy of the petition.
c. An appeals committee may be appointed by the management and shall be adhoc as
and when the need arises. An appeals committee member shall not be a member of
the disciplinary committee. Thus; no person (except the C.E.O) shall sit on both the
disciplinary committee and appeals committee involving the same case.
d. After the management has reviewed the petition, the employee shall be informed in
writing as to whether the petition has been allowed, or dismissed as the case may be.
3.0 INTERDICTION
This is the suspension or exclusion from duty of an employee who is alleged to be involved in
a case of major misconduct. A letter giving full details should be given to the employee in
every case and his acknowledgement obtained by having him/her sign a copy.
An employee may be interdicted under any of these circumstances:
I.

Where disciplinary proceedings which may result in his/her dismissal are being taken
or about to be taken and the employee is likely to interfere with the process

II.
III.

Where criminal proceedings are being instituted against him/her

The interdiction shall remain in force until an investigation has been concluded and
the decision of the disciplinary authority conveyed to the employee.

IV.

A written notice of interdiction shall be given to the employee concerned. Such notice
shall state the date from which the interdiction takes effect and the reasons for the
interdiction

V.

The employee shall make him/herself available to the investigating authority when
requested to do so.

Core Values: Client Centered-Excellent Service-Pride in Performance

4.0 GRIEVANCE PROCEDURES

Any dispute or differences over, or dissatisfaction with the interpretation or application or
administration of any policy or any allegation that an employee has been subjected to unfair
treatment shall be considered a grievance and shall be processed through the following
procedures in the sequence indicated.
I.

An employee with a grievance shall in the first instance report to his immediate
supervisor with copies to the C.E.O, in writing by stating in full the reasons for the
grievance and any evidence in support of his/her case. The immediate supervisor shall
investigate the matter and advice the employee concerned of his/her decision within
48 hours after receiving it.

II.

If the employee is not satisfied that the grievance has been answered to and disposed
off, he/her may decide to have the grievance referred to the C.E.O for his/her
determination.

III.

During the processing of the grievance, the employee involved must carry out work in
a normal manner and shall not resort to any other action to disrupt normal work.

IV.

All processes of the above grievance procedure shall be in writing and carefully
recorded in reports and routed through the appropriate channel.

4.0 OFFENCE AND PENALTIES

The following are various offences and the penalties that associate with them.
4.1 VERBAL WARNING AND WRITTEN QUERY
a. An employee of this CLINIC shall asked by the management to explain his or her
conduct verbally or in writing within a reasonable time for any of the offences accepted
as minor or major under this policy.

Core Values: Client Centered-Excellent Service-Pride in Performance

4.2 DISCIPLINARY ACTION FOR MINOR OFFENCES

An employee who has been proved guilty of any offence listed for the purpose of this
policy as a minor offence shall be disciplined accordingly with the appropriate penalty
as stated below.
A. MINOR OFFENCES
The following shall be considered as minor offences;
a. Sleeping during working hours.
b. Reporting to work late for duty or leaving work before closing time without
permission.
c. Trading at the hospital premises and on duty without authorization.
d. Failure to comply with instructions.
e. Improper use of CLINIC property.
f. Damage to CLINIC property through negligence.
g. Failure to handover administrative duties and official properties properly
h. Failing to submit report or information or both as prescribed in the course of ones
duties or under these regulations
i. Willful damage to official property through negligence.
j. Failure to report or take disciplinary action against an employee found to have
misconducted him/herself.
B. PENALTY FOR MINOR OFFENCES
a. Verbal warning
b. Written warning
c. Suspension from duty without pay for a period not exceeding two (2) weeks.
4.3 DISCIPLINARY ACTION FOR MAJOR OFFENCES
where the conduct or services of an employee have been proven to be unsatisfactory , or
where an employee is found guilty of any of the offences listed for the purpose of this policy
as major offences, the said employee shall be disciplined with the appropriate penalty as
stated below.
Core Values: Client Centered-Excellent Service-Pride in Performance

A. MAJOR OFFENCES
The following shall be considered major offences:
a. Coercion, intimidation, threatening of fellow employee or a client, use of insulting
(abusive) language towards another employee or a client.
b. Immoral conduct or indecency, physical assault or fighting on duty, sexual
harassment.
c. Misconduct towards clients
d. Gross dereliction of duty (professional negligence), incompetence, gross
insubordination and willful disobedience of lawful order.
e. Rudeness towards clients.
f. Divulging official secrets.
g. Habitual lateness to work.
h. Stealing or pilfering, misappropriation of funds, fraud or falsification of records.
i. Conviction of criminal offences.
j. Incitement or connivance with colleague workers to engage in illegal action.
k. Threatening to invoke curses on fellow employees/client
l. Dishonesty
m. To accept bribe in connection with his or her official duties.
n. To extort money or favours in the course of official duties.
o. Drunkenness during working hours.
p. Absenteeism within seven (7) days.
PENALTY FOR MAJOR OFFENCES
a. Written warning.
b. Withholding or deferment of increment.
c. Suspension from duty without pay up to a maximum period of seven (7) days.
d. Indefinite suspension pending an outcome of an investigation.
e. Surcharge (payment for willful damage of CLINIC property).
f. Reduction in rank (position).
g. Termination of appointment.
h. Summary dismissal.
Core Values: Client Centered-Excellent Service-Pride in Performance

NOTE:
1. Any combination of three (3) disciplinary actions in a minor group in a
six-month period will result in the termination of the employees
appointment.
2. Penalty for any other act of misconduct not specified here shall be at the
discretion of the management.
3. The disciplinary authority will in all cases exercise its discretion in the
award of penalties.
4. A disciplinary action in terms of written warning taken against any
employee shall be revoked after six months on the condition that the
employee has reformed.
NAME OF EMPLOYEE:...............................
SIGNATURE:
DATE:

Core Values: Client Centered-Excellent Service-Pride in Performance