1. Purpose & Scope
The Disciplinary Actions Policy ensures that all conduct and performance concerns are addressed through a standardized, equitable, and legally compliant framework. Aevum Zenth is committed to maintaining a safe, respectful, and productive work environment while providing employees with clear expectations and opportunities for improvement.
This policy applies to all full-time employees, part-time staff, contractors, consultants, and subsidiary personnel operating under Aevum Zenth corporate governance. Division-specific procedures must align with this policy and be approved by Global HR & Compliance.
All disciplinary actions must be proportionate to the severity of the issue, consistently applied regardless of role or division, and focused on corrective improvement where feasible.
2. Progressive Discipline Framework
Disciplinary measures follow a progressive model, allowing for corrective intervention before escalation. Managers must document each step and consult HR before proceeding to the next level, except in cases of gross misconduct.
| Step | Action | Typical Duration | HR Involvement |
|---|---|---|---|
| 1 | Verbal Warning & Coaching | 30–60 days | Notification |
| 2 | Written Warning | 60–90 days | Review & Approval |
| 3 | Performance Improvement Plan (PIP) or Paid Suspension | 30–90 days | Active Oversight |
| 4 | Termination of Employment | Immediate | Final Authorization |
Progression is not automatic. Severity, frequency, impact on operations, and employee response determine the appropriate level. Managers may bypass steps for egregious violations.
3. Violation Categories
Conduct and performance issues are classified into three tiers to ensure appropriate disciplinary response:
- Minor Violations: Infrequent tardiness, minor procedural deviations, isolated communication breakdowns. Minor
- Major Violations: Repeated minor offenses, failure to meet performance standards despite coaching, policy non-compliance, disrespect toward colleagues. Major
- Gross Misconduct: Theft, harassment, safety violations, fraud, data breaches, insubordination, substance abuse on duty, criminal activity. Gross
Gross misconduct may result in immediate suspension (paid or unpaid pending investigation) and potential termination without progressive steps.
4. Reporting & Investigation Process
All disciplinary matters must follow a structured investigation protocol to ensure fairness and compliance:
- Report Submission: Concerns may be reported via direct management, HR portal, or the Ethics & Compliance Hotline.
- Initial Triage: HR or Legal reviews the report within 3 business days to determine scope and necessary interim measures.
- Fact-Finding: Interviews, document review, and system logs are collected. Confidentiality is strictly maintained.
- Determination: HR issues a finding of supported or unsubstantiated based on preponderance of evidence.
- Resolution: Appropriate disciplinary action is applied, documented, and communicated to the employee and relevant stakeholders.
All parties involved in a disciplinary investigation are bound by strict confidentiality. Retaliation against reporters, witnesses, or subjects is strictly prohibited and constitutes gross misconduct.
5. Employee Rights & Appeal Process
Employees subject to disciplinary action retain the following rights:
- Right to be informed of the allegations and evidence in writing
- Right to respond, present evidence, and provide witnesses
- Right to have a representative or union steward present during disciplinary meetings
- Right to appeal within 10 business days of the decision
Appeal Procedure: Appeals are submitted to the HR Director or Divisional Compliance Officer. A review panel evaluates procedural fairness and evidentiary basis. The panel's decision is final within the corporate framework.
6. Documentation & Record Keeping
Accurate documentation is critical to legal defensibility and consistent enforcement. All disciplinary records must include:
- Date, time, location, and participants
- Specific facts, policies violated, and business impact
- Employee response and commitments made
- Manager and HR signatures
Records are stored securely in the Global HR Information System (HRIS) with restricted access. Retention periods comply with local labor laws and corporate governance standards (minimum 5 years post-employment).
7. Contact & Support
For questions, reporting, or assistance with disciplinary matters, contact the appropriate channel:
HR Business Partner
Ethics & Compliance Hotline
1-800-AEVUM-ZE (TTY enabled)