BTC Code of Conduct and Ethics Booklet V7.0 Page 31 of 38 Oct 2025 14 NOTIFICATION TO ATTEND A DISCIPLINARY HEARING 14.1 Where a formal disciplinary hearing is to take place, the instructor / employee / licence holder will receive written notification ideally no less than five working days in advance. The letter will advise the employee of the following: • The location, date and time of the proposed disciplinary hearing • Details of the allegations • Whether dismissal is being contemplated as a sanction • Their right to be accompanied • Who will be chairing the hearing (Hearing Officer) • Who else may be attending the hearing e.g. the Investigating Officer and/or management witnesses and note taker • The requirement for the instructor/employee to confirm in writing that they are attending, ideally at least two working days before the disciplinary hearing, providing all relevant documentation and confirming the names of their colleague/employee representative and any witnesses they may wish to call. The instructor / employee / licence holder should be informed that it is their responsibility to ensure that these people can attend. 14.2 Unless already provided, the instructor / employee / licence holder will also be given copies of any documents to be considered at the disciplinary hearing. For example: • A copy of the investigation report • Copies of or a summary of any statements obtained as part of the investigation. Where statements have been provided they should be signed by the person having given the statement to confirm the accuracy of the information • Notes of any investigatory interview they attended. • The Disciplinary and any other relevant Policies 14.3 The disciplinary hearing will not take place unless and until the instructor / employee / licence holder has had proper opportunity to consider the information supplied to them. If the instructor’s / employee’s / licence holder’s agreed advocate is unable to attend, the instructor / employee / licence holder can ask for the disciplinary hearing to be held at a later date, normally within five working days of the date of the original hearing. 14.4 The instructor / employee / licence holder may agree to accept a sanction in lieu of a hearing. 14.5 The instructor / employee / licence holder is required to attend the hearing. The disciplinary hearing may proceed in the employee’s absence where: • The instructor / employee / licence holder has either failed to attend two disciplinary hearings without good reason (or failed to respond to at least two notifications to attend a disciplinary hearing) • The instructor / employee / licence holder is on notice that the disciplinary hearing may proceed in their absence
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