Ember Learning Ltd (trading as Ember Tutors)
1. Purpose and Scope
Ember Tutors is committed to maintaining high standards of conduct, professionalism, and safeguarding. This Policy sets out a fair, consistent, and proportionate process for addressing conduct or performance concerns. It applies to all employees and self-employed associates engaged by Ember Learning Ltd.
2. Principles
The welfare of students is the paramount consideration in every decision made under this Policy. Concerns will be investigated promptly, fairly, and without pre-judgement. The individual will be informed of the concern and given a genuine opportunity to respond before any decision is made. Confidentiality will be maintained as far as reasonably practicable.
3. Safeguarding Concerns — Separate Track
Where a conduct concern involves a safeguarding risk to a student, it must be referred immediately to the Designated Safeguarding Lead. The safeguarding procedure takes absolute priority. Where a LADO or statutory referral is required, it will be made before any internal disciplinary outcome is determined.
4. Conduct Covered
4.1 Misconduct
Misconduct includes behaviour falling below required standards, such as repeated lateness, unprofessional conduct during sessions, failure to follow the Online Safety Policy, or failure to complete mandatory safeguarding training within the required timeframe.
4.2 Gross Misconduct
Gross misconduct may warrant immediate termination without notice. Examples include any conduct that discloses a safeguarding risk, abuse or harassment, deliberate misrepresentation of qualifications or DBS status, serious breach of confidentiality, dishonesty, or any criminal offence rendering the individual unsuitable to work with children.
5. The Disciplinary Process
The process is designed to be followed in order, though the Company may enter at any stage where the seriousness of conduct warrants it.
- Stage 1 — Informal Discussion: A private conversation for minor, first-time concerns. Not a formal disciplinary outcome.
- Stage 2 — Formal Meeting and Written Warning: For recurring or more serious concerns. The individual receives written notice, a formal meeting with the right to be accompanied, and a written warning valid for twelve months.
- Stage 3 — Suspension Pending Investigation: Paid suspension (employees) or session pause (associates) where it would be inappropriate to continue delivering sessions during investigation. Suspension is a neutral act, not a finding of misconduct.
- Stage 4 — Termination or Dismissal: Where investigation confirms the concern is substantiated and continued engagement is not appropriate. The decision is confirmed in writing.
6. Right of Appeal
Any individual receiving a formal written warning or termination may appeal in writing within five working days. The appeal will be heard by the Company Director not involved in the original decision. The appeal outcome is final. Employees retain their statutory right to bring an employment tribunal claim independently.
7. DBS and Statutory Referrals
Where an individual is dismissed or resigns in circumstances where the Company has reason to believe they have harmed a child or placed a child at risk, the Company has a legal duty to refer that individual to the Disclosure and Barring Service (DBS). This applies regardless of employment status.
8. Record Keeping and Review
Written records are kept of all disciplinary action. Safeguarding records are retained in accordance with the Child Protection and Safeguarding Policy. Other disciplinary records are retained for a minimum of six years. This Policy is reviewed annually and updated to reflect changes in employment law, safeguarding guidance, or operational requirements.
The full policy document is available on request. Contact hello@embertutors.co.uk.