Staff Policies Pack

Draft v1 — published temporarily while this policy is pending Board adoption.

Disciplinary, grievance, anti-harassment and whistleblowing procedures for Upsurge Youth Network, for use from the day UYN first employs staff and applied in an adapted form to mentors, volunteers and trustees.

Document Control

Status	Draft v1 — pending Board adoption (target: 30 November 2026)
Adopted / Adapted / UYN’s own	UYN’s own. Follows the Acas Code of Practice on disciplinary and grievance procedures.
Review period	Annually, when UYN first employs anyone, and whenever employment law changes (several Employment Rights Act 2025 changes take effect during 2026–27)
Responsible lead	CEO (day-to-day); Safeguarding & People Panel and the Disciplinary and Appeals Panels (Board Terms of Reference); Board of Trustees (owner)
Statutory	Employment law applies from the first appointment. The Acas Code is taken into account by employment tribunals; whistleblowing protection and the Equality Act duties apply to UYN as an employer
Required on website	No (shared with staff and volunteers)
Ratified by Board on	[date — to be completed on adoption]
Review due	[date — to be completed on adoption]
Chair of Trustees’ signature	[signature — to be added on adoption]

Change History

Version	Date	Amendment or no change
1	October 2026	First draft. New policy created to complete UYN’s governance and compliance suite.

Website History

Version	Date on website	Notes
—	[not yet published]	[to be completed when the policy is published on upsurgeyouth.org]

Contents

About this pack Part A. Disciplinary procedure Part B. Grievance procedure Part C. Anti-harassment and bullying policy

Part D. Whistleblowing policy Part E. Records, confidentiality and review Appendix A. Disciplinary and grievance forms (templates)

About this pack

Status and when it applies • UYN does not currently have employees. This pack is a ready-to-adopt set of procedures that will apply from the day UYN first employs anyone. The Programme Manager role is described at £600 a month; whether that role is an employee, a worker or a self-employed contractor depends on the facts and must be settled before the post is filled, because it decides which employment rights and duties apply (including a written statement of terms on or before day one). • Parts A and B are drafted for employees. For mentors, volunteers and trustees, UYN applies the same principles of fairness, notice, a chance to respond, and appeal, through the Safeguarding & People Panel and the Disciplinary and Appeals Panels in the Board Terms of Reference. Volunteers do not have the legal rights of employees. • A solicitor or HR adviser should review this pack before the first employment contract is issued.

Legal changes to watch (check dates before relying on them) • Employment Rights Act 2025 changes are being phased in. According to a July 2026 summary, from 30 October 2026 employers must take “all reasonable steps” to prevent sexual harassment of employees, including by third parties such as customers and members of the public. From 1 October 2026 the time limit for most employment tribunal claims is six months. From 1 January 2027 the qualifying period for unfair dismissal falls from two years to six months. Sexual harassment has been recognised as a basis for a protected whistleblowing disclosure since 6 April 2026. • Other changes during 2026–27 (for example on sick pay, flexible working, bereavement leave and zero hours contracts) are for the contract and handbook, and the CEO will check the current dates when the first role is advertised.

Part A. Disciplinary procedure

A1. Purpose and principles

The procedure sets out how UYN deals fairly and consistently with misconduct and poor performance. It follows the Acas Code of Practice on disciplinary and grievance procedures. UYN will act without unreasonable delay, investigate before deciding, tell the employee what is alleged and give them the evidence, allow them to put their case, and allow them to appeal. Nothing in the procedure removes the right of UYN to dismiss during a probationary period or without following all stages in cases of gross misconduct, but fairness still applies.

A2. Informal action

Many matters can be resolved by an informal conversation: what is expected, what support is available, and the time allowed to improve. A note is kept, and the matter ends there if the issue is resolved.

A3. Formal procedure

Stage	What happens
1. Investigation	The CEO (or, if the matter concerns the CEO, a trustee nominated by the Chair) appoints an investigator who is not involved. The investigator gathers facts and witness statements, usually within 10 working days. Suspension is a neutral act, on full pay, only where necessary to protect people or the investigation, and is kept as short as possible and reviewed.
2. Invitation	The employee receives a written invitation giving the allegations, the evidence, the date and place of the hearing (at least 5 working days’ notice), the possible outcomes (including dismissal if it is a possibility), and the right to be accompanied.
3. Hearing	Held by a manager or a trustee panel who was not involved in the investigation. The employee may be accompanied by a colleague or a trade union representative. The evidence is presented, the employee responds and can call witnesses. Adjustments are made for disability or health needs.
4. Decision	Notified in writing within 5 working days, giving the reasons, any warning and its length, the improvement needed and the right of appeal.
5. Appeal	The employee may appeal in writing within 5 working days of the decision, stating the grounds. The appeal is heard by a more senior person or an Appeals Panel not previously involved, and is final. The outcome is given in writing, usually within 10 working days.

A4. Outcomes

• No action, or informal advice.
• First written warning (valid for 6 months), final written warning (12 months), or dismissal with notice or pay in lieu.
• Dismissal without notice for gross misconduct.
• Demotion, transfer or a changed role only if the contract allows, or by agreement.

A5. Gross misconduct (examples)

Examples of conduct that may justify dismissal without notice: a breach of the Safeguarding Policy or the code of conduct, abuse or exploitation of a member, theft, fraud or dishonesty (including falsified outcome data), serious bullying, harassment or discrimination, violence, serious breach of data protection or confidentiality, being at work under the influence of drink or drugs, serious breach of health and safety, bribery, and conduct that damages UYN’s reputation or brings it into serious disrepute. Safeguarding concerns are handled under the Safeguarding Policy at the same time, and the Safeguarding Lead decides on any referral to the DBS, the LADO or the police.

A6. Performance, probation and records

Capability and attendance issues are handled in the same way, with support and time to improve. New staff serve a probationary period of 3 months [or 6 months — to be confirmed], with regular reviews. Warnings are removed from the active file after they expire. Records are confidential and kept under the Data Protection Policy retention schedule.

Part B. Grievance procedure

B1. Purpose

This procedure gives employees a fair way to raise a problem or complaint about their work, working conditions or relationships at work, including a complaint about a manager, a colleague or a trustee, and about discrimination or harassment. It follows the Acas Code. Members’ complaints are handled under the Complaints Policy; concerns that someone is being harmed are handled under the Safeguarding Policy.

B2. Steps

Stage	What happens
1. Informal	Raise the matter with your line manager or the CEO. Many matters can be sorted out informally. If the grievance is about your manager or the CEO, raise it with the Chair of Trustees. Mediation can be offered.
2. Formal complaint	If unresolved, put the grievance in writing to the CEO (or Chair of Trustees where the CEO is involved), stating what the problem is and what outcome you want.
3. Meeting	A meeting will be arranged within 10 working days, with written notice. You can be accompanied by a colleague or a trade union representative. The grievance is heard by someone not involved, with a note taker. Further investigation may be needed.
4. Outcome	You will receive a written outcome within 5 working days of the meeting (or the end of any investigation), with the reasons, what action will be taken and the right of appeal.
5. Appeal	If you are unhappy with the outcome, you can appeal in writing within 5 working days. A more senior person or an Appeals Panel not previously involved hears the appeal, and its decision is final.

No one will be treated unfairly for raising a grievance in good faith. Deliberately false complaints are a disciplinary matter. Employees may be asked to wait for the grievance to be resolved before a disciplinary process on a related matter, unless there is a safeguarding reason to act.

Part C. Anti-harassment and bullying policy

C1. Our commitment

Everyone has the right to be treated with dignity at work and in UYN activities. Harassment, sexual harassment, bullying and victimisation are not tolerated, whether in person, online, in messages, at social events or in travel. This applies to employees, mentors, volunteers, trustees, contractors, members, employers and partners. The Equality, Diversity and Inclusion Policy sets out the wider duties.

C2. What the terms mean

• Harassment is unwanted conduct related to a protected characteristic (for example age, disability, race, religion or belief, sex or sexual orientation) that violates someone’s dignity or creates an intimidating, hostile, degrading, humiliating or offensive environment.
• Sexual harassment is unwanted conduct of a sexual nature with the same purpose or effect, including comments, jokes, touching, messages, images and requests for sexual favours, and being treated worse because you rejected or submitted to it.
• Bullying is offensive, intimidating, malicious or insulting behaviour, an abuse of power, that undermines or humiliates a person, even if not linked to a protected characteristic.
• Victimisation is treating someone badly because they have raised a concern or supported someone who has.
• Third-party harassment is harassment of UYN’s people by members, employers, partners, venue staff or the public.

C3. What UYN will do to prevent harassment

UYN will take all reasonable steps to prevent sexual harassment and other harassment, including by third parties. In practice:

• carry out a risk assessment of harassment risks in UYN’s activities — for example one-to-one mentoring, online contact, social events, travel, and work with employers and partners — and review it each year and after any incident;
• brief everyone on this policy at induction, with refresher training at least annually for the team, mentors and trustees;
• set clear boundaries in the code of conduct, including no romantic or sexual relationships between mentors and members, and no alcohol at events unless approved;
• make it easy to report, including a named contact outside the line management chain, and an anonymous route;
• ensure that venues, employers and partners know UYN’s expectations, and that anyone who experiences harassment from a third party is supported and the third party is told, warned or asked to leave;
• act on every report, record it, and review the pattern each year; and
• protect anyone who raises a concern from retaliation, whether or not it is upheld.

C4. If you experience or witness harassment or bullying

• If you feel able, tell the person that the behaviour is unwelcome. You do not have to.
• Tell your line manager, the CEO, a trustee, or the Safeguarding Lead. If the concern is about one of them, tell the Chair or another trustee. Members can also use the Complaints Policy.
• Make a note of what happened, when and who saw it.
• If you or someone else is in danger, call 999. Harassment may be a crime.

C5. How UYN responds

The person receiving the report will acknowledge it within 3 working days, listen, explain the options, and offer support. Possible routes are an informal conversation or mediation (never for serious allegations), or a formal investigation under the grievance or disciplinary procedure. Interim measures, such as changing schedules or removing contact, may be taken to protect people, without any presumption of guilt. The outcome is communicated to the person who reported, within the limits of confidentiality. A finding of harassment is likely to be gross misconduct. Where a member or a young person is affected, the Safeguarding Policy applies in addition.

Part D. Whistleblowing policy

D1. Purpose

UYN wants to hear about wrongdoing early. This policy tells employees, workers, trustees, mentors, volunteers, contractors and others how to raise a serious concern (“whistleblowing”) and what protection they have. UK law (the Public Interest Disclosure Act 1998, which forms part of the Employment Rights Act 1996) protects workers who make a “protected disclosure”. UYN gives the same commitment to volunteers, mentors and trustees, even where the law may not.

D2. What to report

You should report something you reasonably believe, in the public interest, shows that:

• a criminal offence has been, is being or is likely to be committed (including fraud, bribery and theft);
• someone is failing to comply with a legal obligation;
• a miscarriage of justice has happened or is likely;
• the health or safety of any person is, or is likely to be, in danger;
• harm to the environment, including to the safety of members and young people;
• a safeguarding concern is being ignored or mishandled; or
• information about any of these is being concealed, including sexual harassment or other misconduct.

This policy is for concerns that affect others or UYN as a whole. Personal complaints about your own treatment go through the grievance procedure. Safeguarding concerns about a child or adult at risk must be reported at once under the Safeguarding Policy.

D3. How to raise a concern

• Speak or write to the Safeguarding Lead (for safeguarding), the Treasurer (for financial matters), or the Chair of Trustees. If the concern is about one of them, go to another trustee. You can raise it in person, by phone or by email, and can ask to speak in private.
• You do not need proof. You need to believe it is true and be acting in good faith. A concern that turns out to be mistaken, but was raised honestly, is protected.
• Anonymous reports are accepted, though it is harder to investigate and to give feedback.

D4. How UYN will respond

• UYN will acknowledge the concern within 5 working days and tell you who is dealing with it.
• The person who receives it decides whether an investigation is needed, who should carry it out (someone independent, and external if needed), and what will happen next, and tells you as far as confidentiality allows.
• UYN aims to complete the investigation within 20 working days or tells you why it needs longer. You will be told the outcome and what action is being taken, though some details must stay confidential.
• Your identity will be kept confidential as far as possible, though UYN cannot guarantee it if the law requires disclosure or the facts make it obvious.
• No one will be dismissed, disciplined, harassed or disadvantaged for raising a concern in good faith, and anyone who victimises a whistleblower will face disciplinary action. Making a false allegation deliberately is a disciplinary matter.

D5. Going outside UYN

We hope you will raise your concern with us first, but you can go outside if you are not satisfied or feel unable to. You may contact a “prescribed person” or regulator, which could include the Charity Commission (if UYN becomes a registered charity), the Information Commissioner’s Office (data), the Health and Safety Executive, the police or Action Fraud, local authority children’s or adult services or the LADO, or the NSPCC whistleblowing advice line (0800 028 0285). Independent advice is available from the charity Protect or Acas. You can also speak to a solicitor. Disclosures to the media are rarely protected and should not be made before taking advice.

Part E. Records, confidentiality and review

• Records of disciplinary, grievance, harassment and whistleblowing matters are confidential, held securely by the CEO or the Chair, and shared only with those who need them. They are kept under the Data Protection Policy retention schedule [periods to be confirmed with an employment adviser].
• The Board reviews anonymised figures on grievances, harassment reports, disciplinary action and whistleblowing disclosures each year, through the Safeguarding & People Panel, and checks that lessons have been learned.
• This pack is reviewed annually, and the Board will review it before the first employee is hired and when the Employment Rights Act 2025 changes take effect.

Appendix A. Disciplinary and grievance forms (templates)

Document	Contents
Invitation to a disciplinary hearing	Allegations; evidence enclosed; date, time and place; possible outcomes; right to be accompanied; name of the person chairing; contact for questions
Outcome letter	Decision and reasons; warning level and duration; improvement required; support; right of appeal and how to appeal
Grievance form	Name; date; nature of the complaint; people involved; what has been tried; outcome wanted; signature
Harassment or whistleblowing report	Date, place and what happened; who was involved; witnesses; any evidence; action wanted; whether anonymous; who received it; date acknowledged

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