Disciplinary Procedures

Disciplinary Procedures

Lotus Club Foundation – Anuradhapura Valid for the Period: 2025 – 2027

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Overview

  • The Executive Director and Board of Directors of Lotus Club Foundation hold the authority to maintain discipline among staff members. All staff employed under formal agreements must adhere to the organization’s rules, regulations, policies, and codes of conduct. Violations are subject to disciplinary action.

General Conduct and Discipline of Employees

  • All employees must contribute to the growth and reputation of Lotus Club through cooperation, respect, and teamwork—both during and outside of work hours.
  • Employees must follow verbal or written instructions from supervisors, Executive Director, or Board of Directors.
  • Respectful behavior toward colleagues, superiors, and visitors is mandatory.
  • No employee may misuse Lotus Club property or use office resources for personal benefit without proper authorization.
  • Strict confidentiality must be maintained regarding documents, information, and internal activities.

Alcohol Consumption Policy

  • Consumption or presence under the influence of alcohol during work hours or on premises is strictly prohibited.
  • If two senior members confirm the suspicion, it may lead to a hospital test and potential dismissal.
  • First-time offenders may receive a warning, but a second offense results in immediate termination without inquiry.

Narcotic Drugs

  • Use of narcotic substances is strictly forbidden. Addicted individuals are not allowed to be part of the staff.

Major Offenses

Offenses leading to immediate dismissal include (but are not limited to):

    • Bringing disrepute to the organization
    • Accepting or offering bribes
    • Misappropriation of funds
    • Breach of confidentiality
    • Harassment or discrimination
    • Theft or dishonesty
    • Conflict of interest (personal businesses against Lotus Club)
    • Sabotage, insubordination, or violence
    • Forgery of documents
    • Willful damage to property
    • Repeated violations or habitual lateness

Minor Offenses

These are punishable but do not warrant dismissal:

    • Tardiness
    • Discourtesy to visitors or beneficiaries
    • Safety violations
    • Mismanagement of records
    • Inefficiency, negligence, or general misconduct

Authority for Disciplinary Control

  • The Executive Director and Board of Directors have the authority to enforce disciplinary actions.
  • A designated officer or disciplinary committee may be appointed to handle such matters.

Punishments

🔸 1 Punishments for Major Offenses:

  • Dismissal
  • Termination of probation
  • Compulsory retirement
  • Reduction in salary increments
  • Demotion
  • Deferral of promotions or increments

🔸 2 Punishments for Minor Offenses:

  • Verbal or written warning
  • Salary suspension (up to 1 week or 6 months)
  • Transfer without travel allowance
  • Suspension of increment (up to 1 year)

Disciplinary Monitoring and First-Level Interventions

  • Supervisors are expected to monitor behavior and offer informal resolution for first-time minor offenses.
  • Repeat offenses must be reported to the Executive Director for formal action.

Formal Inquiry Process

When a serious complaint is received:

  • A preliminary inquiry is held by an internal or external officer/team.
  • Evidence is collected (verbal, written, or material).
  • If the employee is found guilty, a charge sheet is issued along with proposed punishment.
  • The accused is given time to respond or appeal the charges.

If the response is insufficient or not provided:

  • The prescribed punishment is executed.
  • Appeals can be submitted to the Board of Directors, who will make the final decision.