Discipline

Any member of staff can raise a Cause for Concern about a learner; to do this they must firstly make sure the learner is aware that they have raised a concern and the information needs to be entered onto Pro-Monitor.

When entering the information on Pro-Monitor the member of staff must add as a comment This will automatically generate an email message to the learner to inform them they have been issued with a Cause for Concern.

The number of the Cause for Concerns will be automatically flagged on Promonitor. The number of the Causes for Concern will be monitored by the Personal Coach

When a learner has received 5 concerns the Team Manager will review the reasons for the issue of the concerns and if deemed necessary will meet with the learner to conduct this review. The Team Manager will then decide whether to move the learner to the verbal warning stage of the disciplinary process. The outcome of this review will be recorded in the comments section on Promonitor. Each time the learner receives a total of 5 further concerns this review process will be repeated in order to ensure that issues of discipline and behaviour are escalated to an appropriate level of the disciplinary procedure.
Any member of staff can issue a verbal warning, however if a member of staff does issue a verbal warning they must ensure that the learner is aware that they have been issued with the warning and record what action has been taken.

The formal verbal warning needs to be recorded on a Student Conduct and Disciplinary (SCAD) form through Pro-Monitor. The member of staff enters the information on Pro-Monitor and prints out two copies of the SCAD as a word doc.

Both copies must be signed by the staff and the learner and one copy should be given to the learner and one sent to the Attendance and Retention Administrators (ARA).

Once the ARA receives a copy of the warning they will then send a confirmation letter to the parents if the learner is under 18 that a verbal warning has been issued.

In order to uphold any disciplinary action against a learner, staff must ensure that a learner has signed their copy of the SCAD form, failure to do so will result in an appeal in favour of the learner.

Personal Coaches/Tutors will discuss the content of the forms, within team meetings and in learner individual tutorial sessions. Strategies may be suggested which might help to resolve the issues involved. This may also include enlisting support from the College Intervention Support Team.

Should problems continue to occur despite this advice and support, the learner may proceed to the next disciplinary level.

After 6 months of issuing the verbal warning this disciplinary sanction can be reviewed by the team manager and removed from the learner
This will only be issued as a result of lack of improvement from previous warnings or a single serious incident.

Where possible the review will be attended by the Faculty Team Manager and the Personal Coach/Tutor.It will be chaired by the Faculty Team Manager. Parents / Guardians may be invited to attend the review, if appropriate. The learner may opt for SU representation.

To arrange the meeting the Faculty Team Manager should select a time, date and location and advise the relevant ARA who will arrange the meeting and send out a letter to learner and staff. There should be 7 days' notice to allow for the ARA to generate a letter to be sent to parents inviting them to the meeting.

During a disciplinary review meeting notes of any details and actions need to be recorded, the Learner needs to sign these at the end of the meeting (ARA to provide recording documentation). The recorded notes should then be forwarded to the relevant ARA who will log the action taken, produce the warning letter and also email the Learner Services Disciplinary Representative if appropriate.

If there are no notes to accompany the review meeting then a follow-up letter cannot be generated and the outcome of the meeting cannot be recorded making that review/warning void.

As a result of the review the chair will arrange for a standard First Written Warning letter to be sent out to the learner's home address. A copy will also be sent to the Parents / Guardians, if the Learner is under 18 years of age or to the employer if they are funding the learner's course.

A Learner Contract may also be issued to the learner where conditions for performance and behaviour are clearly set out and which is signed by the learner and the College Representative. The warning letter will include details of what has led to the warning together with details of any future review.
Following any further significant incident (including any repetition of any of the minor incidents which have resulted in a Written Warning) a further review will be organised and a Final Written Warning may be issued. This may also occur in the case of a single very serious incident.

Where possible the review will be attended by the Faculty Assistant Head and/or the Faculty Team Manager. It will be chaired by the Team Manager Learner Engagement. Parents / Guardians may be invited to attend the review, if appropriate. The learner may opt for SU representation.

To arrange the meeting the Faculty Team Manager should select a time, date and location and advise the relevant ARA who will arrange the meeting and send out a letter to learner and staff. There should be 7 days' notice to allow for the ARA to generate a letter to be sent to parents inviting them to the meeting.

During a disciplinary review meeting notes of any details and actions need to be recorded, the learner needs to sign these at the end of the meeting (ARA to provide recording documentation). The recorded notes should then be forwarded to the relevant ARA who will log the action taken, produce the warning letter and also email the Team Manager Learner Engagement if appropriate.

If there are no notes to accompany the review meeting then a follow-up letter cannot be generated and the outcome of the meeting cannot be recorded making that review/warning void.

As a result of the review the chair will arrange for a standard Final Written Warning letter to be sent out to the learner's home address. A copy will also be sent to the Parents / Guardians, if the Learner is under 18 years of age and it is deemed appropriate or to the employer if they are funding the Learner's course.

A Learner Contract will also be issued to the learner where conditions for performance and behaviour are clearly set out and which is signed by the Learner and the College Representative.

A "time out" may precede a Final Written Warning, pending investigation if the learner is deemed to be a danger to themselves or others. This can only be issued by Head of Faculty, Faculty Assistant Heads, Team Manager Learner Engagement Representative, Site Duty Manager or a member of the College Executive Team.

A copy of the College Managing Learner Behaviour and Discipline Policy and Procedures should be included with the warning letter.

Review of evidence

Where possible all reviews of evidence (investigation process) for Final Written Warnings or Exclusions will be performed by the Team Manager Learner Engagement or a Head of Faculty or Faculty Assistant Head. This will take place within 5 full College days of the alleged incident/accusations. It will be the responsibility of the Head of Faculty or Faculty Assistant Head or Team Manager Learner Engagement to take any relevant statements for discussion at the disciplinary review meeting.
This stage will apply where there has been an extremely serious breach of the College Rules, including: -
  • Bullying
  • Racial, sexual or other harassment
  • Alcohol abuse
  • Possession/Use of illegal drugs
  • Violent behaviour
  • Theft
  • Vandalism
  • Serious incidents of plagiarism
  • Possession of a knife or any other item that could be considered to be an offensive weapon
  • Carrying out unsafe practices
This list is not exhaustive. This stage would also apply where previous stages of the disciplinary measures have been applied without an acceptable improvement in behaviour.

A recommendation to exclude the learner may be the outcome of a disciplinary review meeting when a learner is already in receipt of a final written warning.

It may also involve an immediate, official exclusion from College. This exclusion can only be issued by a Vice Principal.

An Exclusion Review meeting will be organised by the College. Where possible it will comprise of a Vice Principal or their nominee, Head of Faculty or their representative, Faculty Team Manager and the Team Manager Learner Engagement. The Personal Coach/Tutor may also be invited to attend. Parents / Guardians may be invited to attend the review if appropriate. The Learner may opt for SU representation.

The Exclusion Review meeting will be chaired by the Vice Principal or the nominee. At this meeting the Head of Faculty or their representative or the Team Manager Learner Engagement will present the case for the recommendation to exclude. The learner will also have the opportunity to state their case against the exclusion recommendation.

As a result of this review, the Vice Principal or their nominee will decide whether the learner shall be permanently excluded from College.

The College has the right to proceed with the Exclusion Review meeting in the learner's absence if no adequate reason for the learner's absence at the Exclusion Review meeting is provided.

The exclusion will be recorded and will be confirmed in writing to the learner's home address with a copy to the Parents/Guardians if the learner is under 18 years of age, or to the employer if they are funding or supporting the learner's course. The letter will clearly set out the reason for issuing the exclusion.

The letter confirming the exclusion will also include a copy of the College's Managing Learner Behaviour and Discipline Policy and Procedures. It will be the responsibility of the learner to appeal against the exclusion, in writing to the Vice Principal Learner Journey.

Previous College records covering serious misconduct will result in a restriction notice being placed on a Learner's EBS record. This will refer the learner to an interview with the Vice Principal Learner Journey or their representatives responsible for discipline. This must take place prior to possible re-enrolment; this restriction notice will normally be removed after 3 years.

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  • Glass collectors – Tables and pre drinks bar
  • Food service - Waiting on Tables
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Roundhouse thinking

For more information contact:

roundhouserecruitment@derby-college.ac.uk

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