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Sample (S5) DISCIPLINARY

Disciplinary Procedures

Step 1: Corrective Interview by Immediate Supervisor

conduct corrective interview with the employee (focus on disciplinary offense)

specify clearly the disciplinary offense and improvement targets

interview shall be filed for reference and kept at the department level.

Move on to Step 2: When step 1 has been carried out for more than 2 times

Superior felt sufficient ground to warrant a stricter stance on repeated minor disciplinary offenses

Step 2: Formal Verbal Warning by Immediate Supervisor

Give a formal verbal warning: Point out the disciplinary offences Indicate the necessity for specific improvements within a specified timeframe

Formal Verbal Warning to be documented A copy submitted to the Human Resource Department

Step 3: Written Warning issued by Human Resource Department

Written Warning is given: If employee continues to violate the disciplinary rule after verbal warning

To keep situational severity of an offence under control: Written Warning letter may be used/given as a form of disciplinary action short of dismissal action at any time

When a Written Warning is given: Company may also establish other penalties/disciplina ry actions( e.g.: suspension, demotion) to go Page 1 of 16 with Written Warning Letter

No noticeable improvement on Without going through the conduct Sample 5: Disciplinary intended stages mentioned Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS) above

Sample (S5) DISCIPLINARY Sample Policy Statements on Disciplinary Procedure The following procedural steps shall be adhered to when administering the principle of effective discipline within the Mosque: Step 1: Corrective Interview 1. 2. 3. The immediate superior shall conduct a corrective interview with the employee, drawing his attention to the disciplinary lapse. The superior shall specify clearly the disciplinary lapses and improvement targets. The interview shall be documented and be kept at the department level.

Step 2: Formal Verbal Warning 4. When Step 1 has been carried out for more than two times and that the superior felt sufficient ground to warrant a stricter stance on repeated minor
st

disciplinary lapses, a 1 verbal warning may be given. 5. A Formal Verbal Warning shall be given by the immediate Supervisor, pointing out the disciplinary lapses as well as indicating the necessity for specific improvements within a specified timeframe. Formal Verbal Warning given shall be documented and a copy submitted to the Human Resource Department.

6.

Step 3: Written Warning 7. If an employee continues to infringe the disciplinary rule after the verbal warning, or if there is still no noticeable improvement on conduct, a Written Warning shall be issued by the Human Resource Department. To take care of situational severity of an offence committed by an employee, the Written Warning letter may be used, or instituted, or given as a form of disciplinary action short of dismissal action at any time without going through the intended stages mentioned above. As and when a Written Warning is given, the Mosque may also institute other penalties of disciplinary actions such as suspension, demotion or the withdrawal of certain privileges to go the Written Warning letter.

8.

9.

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY [Date]

PRIVATE & CONFIDENTIAL [Name of Employee] [Department]

Assalamualaikum Wr Wb Dear [name]


WARNING LETTER

I refer to the report submitted by your superior [name], with regard to [the disciplinary inquiry conducted on], [our discussion on], etc. We have found your explanation for [detailed description of the disciplinary lapse] unacceptable. You are hereby warned that should there be a recurrence, more drastic disciplinary action shall be taken against you.

Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc:

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY [Date]

PRIVATE & CONFIDENTIAL [Name of Employee] [Department]

Assalamualaikum Wr Wb Dear [name]


WARNING LETTER

I refer to the shouting match that occurred on [date, time, place] between you and [names] and our discussion on [date]. I take a very serious view of the rude behaviour you displayed. You are hereby warned that should you fail to improve in your conduct. I shall not hesitate to take more serious disciplinary action against you.

Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc:

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY [Date]

PRIVATE & CONFIDENTIAL [Name of Employee] [Department]

Assalamualaikum Wr Wb Dear [name]


SUSPENSION CUM WARNING LETTER

I refer to the incident that occurred on your night shift duty on [date]. [Description of disciplinary lapse] Management views the above matter very seriously. You have behaved in a most irresponsible manner by [description] and this behaviour has led us to conclude that such action is not to be tolerated and must be dealt with. You are hereby suspended from duty for a period of two days with effect from [date]. Should you repeat the misconduct, more serious disciplinary action shall be taken against you.

Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc:

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY [Date]

PRIVATE & CONFIDENTIAL [Name of Employee] [Department]

Assalamualaikum Wr Wb Dear [name]


SUSPENSION CUM WARNING LETTER

I refer to the report submitted by your supervisor, [name] on your frequent lateness. [Description of disciplinary lapse] Our records also show that you were given a warning letter on [date] this year, for a similar offence. Despite the [verbal][written] warnings and numerous counseling sessions, you have not made any effort to improve on your punctuality. Management views the above matter very seriously. You are hereby suspended from duty for a period of two days with effect from [date]. If you still do not put in any effort to improve on your punctuality, more serious disciplinary action shall be taken against you. Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc:

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY [Date]

PRIVATE & CONFIDENTIAL [Name of Employee] [Department]

Assalamualaikum Wr Wb Dear [name]


SUSPENSION CUM FINAL WARNING LETTER

I refer to the report submitted by your supervisor, [name] on your use of abusive language at the work station. [Description of disciplinary lapse] Despite the warning letter issued to you on [date], you have not made any attempt to improve on your conduct. Management views the above matter very seriously. You are hereby suspended from service for a period of four days with effect from [date]. This also serves as a final warning to you. Should you misbehave again, we shall be compelled to take instant dismissal action against you.

Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc:

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY [Date]

PRIVATE & CONFIDENTIAL [Name of Employee] [Department]

Assalamualaikum Wr Wb Dear [name]


SUSPENSION PENDING FURTHER INVESTIGATION

It has been reported to Management that you were [Description of disciplinary lapse] This is a very serious breach of discipline constituting an act of gross misconduct. This is to inform you that you are suspended from service for a period of three days with effect from today, pending further investigations. You are instructed to see me in my office at [time] on [date] to be informed of the outcome of Managements decision.

Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc:

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY [Date]

PRIVATE & CONFIDENTIAL [Name of Employee] [Department]

Assalamualaikum Wr Wb Dear [name]


DISCIPLINARY INQUIRY NOTICE

It has been reported to Management that you were [Description of disciplinary lapse] This is a serious breach of discipline constituting an act of gross misconduct. It is our intention to conduct a disciplinary inquiry on [date] at [time] at [place]. You are required to be present at this inquiry and to answer to the charges against you, as well as to show cause why disciplinary action should not be taken against you. Please be punctual. Thank you. Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc:

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY [Date]

PRIVATE & CONFIDENTIAL [Name of Employee] [Department]

Assalamualaikum Wr Wb Dear [name]


LETTER OF DISMISSAL

I refer to the disciplinary inquiry on [date], [time] at [place] with regard to the incident that occurred on [date]. At the end of the inquiry, it was established beyond all reasonable doubt that you did commit the act of misconduct as charged. Therefore, this is to inform you that you are hereby dismissed from service with immediate effect. You are hereby instructed to report to the Human Resource Department to return all Mosques property, including

Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc:

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY [Date]

PRIVATE & CONFIDENTIAL [Name of Employee] [Department]

Assalamualaikum Wr Wb Dear [name]


LETTER OF DISMISSAL

I refer to the report by your superior with regard to the charge of [description of disciplinary lapse] by you on [date], and subsequent investigation conducted by Management. During the interview with [Investigation Officer] on [date], you have admitted in a statement signed by you, that you have [description]. Management views the matter very seriously and cannot tolerate such gross misconduct that amounts to a criminal offence. This is to inform you that you are hereby dismissed from service with immediate effect. You are hereby instructed to return all Mosques property, including Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc:

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY [Date]

PRIVATE & CONFIDENTIAL [Name of Employee] [Department]

Assalamualaikum Wr Wb Dear [name]


TERMINATION OF SERVICE

I refer to the report submitted by your superior dated [date], and the performance appraisal conducted on [date] Despite the [verbal][written] warnings and numerous counseling sessions, you have not made any effort to improve in your work attitude and conduct. In view of your negative attitude and conduct, I regret to inform you that your service is hereby terminated with immediate effect. You will be paid the equivalent of one months salary in-lieu of notice. Arrangements will be made to pay you your salary up to, and including, today, plus three days earned leave and four days pro-rated leave, after the usual clearance formalities have been completed. You are required to return all Mosques property as per the attached Clearance Form.

Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc:

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY EMPLOYEE MISCONDUCT NOTICE To: (Employee Name) Employee Badge No:

Dept/Section: Designation: You have displayed misconduct and have been verbally warned. MISCONDUCT (Check where applicable and specify details in section indicated below) Poor time-keeping Insubordination Fighting Irregular attendance Sleeping on the job Leaving work without permission Quarrelsome Not wearing uniform Smoking in restricted area Other (please specify)

Specify misconduct in detail (please include date, time, place, etc, of occurrence) DISCIPLINARY ACTION TAKEN Verbal Warning Remarks: Written Warning

I acknowledge receipt of this Notice:

Signature of Employee

Head of Department/Section

Date: Date: (Note: If employee does not wish to acknowledge by signing, Head of Department is requested to obtain a witness when this Notice is given to the employee.)

Name and Signature of Witness

Date

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY Final Letter of Warning (Absent Without Valid Reason) Date Name Department

PRIVATE & CONFIDENTIAL

Dear _______________ Assalamualaikum wrt wbrt Letter of Warning Final I refer to the counseling session we had with you in the presence of _______________, on _________________ in my office. You were absent again on _________________without any valid reason and could not produce any medical certificate as proof that you were sick. This letter of warning served as a final warning to you. Should you fail to improve your work attitude, we will not hesitate to take disciplinary action, including dismissal, against you.

Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc:

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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Sample (S5) DISCIPLINARY Letter of Counsel (Tardiness)

Date Name Department

PRIVATE & CONFIDENTIAL

Dear .......................... Assalamualaikum wrt wbrt LETTER OF COUNSEL You have been committing numerous calculation errors in the last 2 months routine reports. The errors in the reports have caused the board to be misinformed and in one occasion, have caused a wrong decision to be made. I have spoken to you on each of the occasions that you must ensure quality and accuracy in your work, especially in the regular and routine reports. In the discussions, you were fully aware of the areas that need improving. You have also agreed that your errors were due to carelessness. This serves as a documented letter of counsel. Should you fail to improve in your performance, a more serious action shall be taken against you.

Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

Cc
Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS) Page 15 of 16

Sample (S5) DISCIPLINARY Letter of Suspension (Pending Further Investigation) Date Name Department

PRIVATE & CONFIDENTIAL

Dear .......................... Assalamualaikum wrt wbrt Suspension Pending Further Investigation It has been reported to the Management that you were [description of disciplinary lapse]. This is a very serious breach of discipline constituting an act of gross misconduct. This is to inform you that you are suspended from service for a period of ................ days with effect from today, pending further investigations. In the event no wrongdoing by you is established following a thorough investigation of this matter, you may be reinstated to your former position. You are instructed to see me in my office at [time] on [date] to be informed of the outcome of Managements decision. Wasalam

_____________________ Name Chairman Temasek Mosque Management Board

cc.

Sample 5: Disciplinary Mosque Human Resource Manual by Majlis Ugama Islam Singapura (MUIS)

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