Standard Work · Program & Workflow

Disciplinary Action Procedure

This document defines the progressive disciplinary action workflow for manufacturing operations. It establishes a consistent, documented process for addressing employee performance and conduct issues while ensuring fairness, compliance, and alignment with lean management principles.

Review Cycle

Annual

Department

Operations / HR

Compliance

Mandatory

Version

1.0

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Program Overview

The Disciplinary Action Procedure is a structured, progressive framework designed to address performance deficiencies, policy violations, and behavioural concerns in manufacturing and lean environments. The procedure emphasizes corrective coaching, clear documentation, and escalation consistency — ensuring every employee receives fair and transparent feedback. All disciplinary actions are recorded in the employee's personnel file and tracked for trend analysis. The goal is not punishment but behavioural correction and operational integrity. Supervisors are required to complete a formal incident report within one shift of any qualifying event. This procedure aligns with provincial employment standards and collective bargaining agreements where applicable.

Scope & Applicability

This procedure applies to all full-time, part-time, and temporary employees working within manufacturing, assembly, warehousing, and logistics operations under the company's management. It covers conduct on company premises, during work hours, at company-sponsored events, and while operating company equipment or vehicles. Contractors and third-party personnel are subject to separate vendor conduct agreements. This procedure supersedes any prior informal disciplinary practices and must be applied uniformly across all shifts and departments. Any deviation from this procedure requires written authorization from the Director of Operations.

Core Directives & Workflow Rules

1Verbal Coaching (Level 1): The supervisor addresses the issue informally within 24 hours. The conversation is documented in a coaching log with date, topic, and employee acknowledgment. No formal personnel file entry is made at this stage.
2Written Warning (Level 2): Issued when the same behaviour recurs within 90 days or for a moderate policy violation. A written warning form is completed, signed by the supervisor and employee, and placed in the personnel file. The employee receives a copy.
3Final Written Warning (Level 3): Issued for repeated infractions or a serious violation. This warning clearly states that any further incident within 12 months will result in termination. Requires sign-off from the department manager and HR.
4Suspension (Level 4): A paid or unpaid suspension pending investigation or as a direct disciplinary measure. Duration: 1–5 days. Must be approved by the Plant Manager and HR. A return-to-work meeting is mandatory.
5Termination (Level 5): Reserved for gross misconduct, safety violations, theft, violence, or failure to correct behaviour after progressive steps. Requires final approval from the Director of Operations and HR. A termination checklist must be completed.

Roles & Responsibilities

Supervisor / Team Lead: Initiates Level 1 coaching and Level 2 written warnings. Documents all incidents within 24 hours. Conducts return-to-work meetings after suspension.
Department Manager: Approves Level 3 final warnings and Level 4 suspensions. Reviews all disciplinary documentation for consistency and fairness within their department.
Human Resources (HR): Maintains the central disciplinary log. Ensures compliance with employment law and collective agreements. Co-signs all Level 3, 4, and 5 actions. Provides training to supervisors on documentation standards.
Plant Manager / Director of Operations: Authorizes Level 5 terminations. Approves any deviation from the progressive sequence. Reviews quarterly discipline trend reports.
Employee: Acknowledges receipt of all disciplinary notices in writing. Participates in corrective action plans and improvement discussions. Has the right to provide a written rebuttal for their personnel file.

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Implementation & Tracking

1 Incident Occurrence & Documentation: The supervisor completes the digital Incident Report Form in the HR system within one shift. The form captures employee name, date, time, location, description of the issue, witnesses, and policy section violated.

2 Level Assignment & Notification: Based on the severity and history, the supervisor assigns the appropriate disciplinary level (1–5). The employee is notified in a private meeting with a witness present. The disciplinary notice is printed, signed, and scanned into the personnel file.

3 Approval Workflow: For Levels 3–5, the documentation routes electronically to the Department Manager, then HR, and finally to the Plant Manager or Director of Operations for authorization. Each approver has 24 hours to review and respond.

4 Employee Acknowledgment & Rebuttal: The employee signs the disciplinary notice to confirm receipt (not agreement). They may attach a written rebuttal within 5 business days. The rebuttal becomes part of the personnel file.

5 Tracking & Trend Analysis: HR maintains a master Disciplinary Action Log updated weekly. The log tracks employee name, date, level, category of infraction, and resolution. Quarterly reports are presented to the operations leadership team to identify systemic issues or training gaps.

Disciplinary Action Procedure

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