BTC Code of Conduct and Ethics Booklet V7.0 Page 32 of 38 Oct 2025 • The instructor / employee / licence holder has been informed of the opportunity to provide a written statement setting out their defence to the allegations or other means by which they may present their case • If the instructor / employee / licence holder has been certified by a doctor as unfit to participate at the hearing, they may arrange for their representative to attend in their place, and present their case • The instructor / employee / licence holder has resigned but BTC believe an outcome should be recorded e.g. safeguarding or very serious issue 15 RIGHT TO BE ACCOMPANIED 15.1 The instructor / employee / licence holder has the right at any disciplinary hearing to be accompanied by an agreed advocate (e.g. work colleague) but not a friend, family member or legal representative. BTC will not meet any of the costs associated with the attendance of the representative at a disciplinary hearing beyond granting paid time off to a representative who is a BTC employee. 15.2 The role of the agreed advocate is to support the instructor / employee / licence holder. They should have the opportunity to ask questions of clarification and confer with the instructor / employee / licence holder. The representative should not normally answer questions on behalf of the instructor / employee / licence holder. However, if there are potential communication issues and the instructor / employee / licence holder agrees, the agreed advocate may answer questions on their behalf as long as the accuracy of the responses are checked with the instructor / employee / licence holder. 16 GRIEVANCES DURING THE DISCIPLINARY PROCESS Where, during the course of the disciplinary process, the instructor / employee / licence holder raises a grievance connected to the disciplinary process, the grievance will be dealt with as part of the disciplinary process and will not be treated as a separate grievance under BTC’s grievance procedure. In some circumstances it may be appropriate to put the disciplinary on hold while the grievance is considered and a decision made. 17 DISCIPLINARY HEARINGS 17.1 The chair of the hearing will be an appropriate senior manager who has not had any involvement in the detail of the case or the investigation and is able to be objective and impartial. Where dismissal is a possible outcome, the hearing will be chaired by a Head of a Member Organisation or a member of the Senior Management Team. A panel of two is sufficient, but they may be supported by a HR advisor if appropriate. 17.2 Format for the hearing: The hearing officer will make appropriate introductions and describe the process. They will check that paperwork has been received and if the instructor / employee / licence holder attends without a representative the manager will check that they understood their right to be accompanied and that they are ok to proceed. • The Investigating Officer will present the management case, summarising key aspects • The Investigating Officer will call any witnesses or highlight key points from witness statements and direct the Hearing Officer’s attention to any documents
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