Introduction
DTTASA Disciplinary & Conduct Policy
The DTTASA Disciplinary & Conduct Policy (DDCP) is the authoritative governance document that defines how all personnel are expected to conduct themselves in every capacity undertaken on behalf of Diaspora Together Trust and Support Association — whether in-person, remotely, digitally, or through the DTTASA Mission Control Portal. It exists to protect the organisation's mission, its beneficiaries, donors, and the integrity of every individual who works within its framework.
This Version 5.1 — incorporating the Section 22 (References) amendment approved by the Secretary-General and published on 11 June 2026 — supersedes all previous versions and has been updated to reflect the full operational landscape of DTTASA, including the Mission Control Portal, the digital shift and leave management systems, rota scheduling, HR and IT governance boards, and the staff onboarding framework — all of which are now integral to how DTTASA operates.
All Personnel Must Read
This policy applies without exception to all executives, staff, volunteers, and contractors. Every person onboarded to DTTASA is required to read this document in full and formally acknowledge it. Acknowledgement of this policy is a condition of engagement with DTTASA.
Section 01
Purpose
This policy establishes a transparent, consistent, and fair framework for managing conduct, behaviour, and disciplinary matters across all DTTASA operations. It aims to:
- Maintain professionalism, respect, and integrity across all physical and digital operations.
- Protect DTTASA's image, assets, mission, data systems, and relationships with donors and beneficiaries from harm or misuse.
- Ensure accountability at every level — from volunteers to the Founding Executive Committee.
- Provide structured, staged disciplinary procedures with clear escalation paths, appeal rights, and conflict resolution mechanisms.
- Define acceptable and unacceptable use of the DTTASA Mission Control Portal and its associated digital infrastructure.
- Protect personnel who raise legitimate concerns through transparent whistleblower provisions.
Section 02
Scope & Regional Standards
This policy applies to every individual engaged with DTTASA in any capacity, including:
- Full-time, part-time, and temporary staff members
- Volunteers and probationary personnel
- Project leaders and department heads
- Founding Executive Officers and Governance members
- IT, HR, Operations, and Communications personnel
- Contractors, consultants, and partners acting on DTTASA's behalf
- Recruitment applicants who have been onboarded to the staff portal
This policy governs conduct during all DTTASA activities, meetings, projects, online communications, public representation, use of the Mission Control Portal, and any digital interaction undertaken in a DTTASA capacity. It covers in-person, remote, and hybrid working arrangements.
Operational Calendar
All timelines, deadlines, and procedural windows referenced in this policy follow the Nigerian Federal Ministry of Interior public holiday calendar unless otherwise stated in an individual's contract.
Section 03
Definitions
The following terms carry specific meaning throughout this document.
Mission Control PortalThe DTTASA staff management platform accessible at portal.dttasa.org. Used for shift management, leave requests, rotas, communications, HR records, and all core operational workflows.
Mission / ShiftA recorded work period clocked through the Mission Control Portal. Each session is logged as a "mission" and contributes to a staff member's attendance and performance record.
Access LevelA numerical security classification (1–5) assigned to each staff member in the portal, determining which features and data they can access. Level 5 is reserved for Governance/SuperAdmin.
Temporary PasswordA one-time credential issued to new staff upon registration. It must be changed on first login before the portal can be accessed. The temporary password is stored securely in the system and invalidated once a permanent password is set.
Security PINA 4-digit personal identification number assigned at registration and held in a restricted subcollection. Required for sensitive portal operations. Must not be shared with any other person.
RotaA published weekly schedule assigning shifts to staff members. Created and published by authorised HR or supervisory staff through the Mission Control Portal.
Leave BalanceA staff member's real-time entitlement of leave days, tracked automatically in the portal based on contracted hours, contract type, and leave policy rules.
Latency ProtocolTriggered when a staff member clocks in more than 15 minutes after their scheduled start time. A written justification is required before the shift can be authorised in the portal.
Garden LeaveUpon receipt of resignation notice, DTTASA may immediately revoke all Mission Control Portal access to protect operational data and the staff registry. The individual remains engaged but without system access.
Audit LogAn immutable, timestamped record of all significant actions taken within the Mission Control Portal, maintained for governance and investigation purposes.
EOM ProgrammeThe Employee of the Month recognition programme. Nominations are submitted and voting conducted through the portal. Integrity of the process is required from all participants.
MisconductBehaviour that violates DTTASA's policies or professional standards, either inside or outside the portal environment.
Gross MisconductSevere behaviour — including fraud, theft, harassment, data misuse, portal abuse, or exploitation of any party — warranting immediate suspension and possible termination without notice.
Probationary PeriodA 90-day assessment period for all new staff and volunteers (excluding Governance members). Performance is reviewed at the end of this period.
Governance DepartmentThe founding executives of DTTASA. Members of this department are not subject to probation and hold special status within the portal (Level 5 access). They do not appear in standard HR workflows.
Board of Directors / FECThe Founding Executive Committee. The governing body with final disciplinary authority, including appeals, reinstatements, and policy approval.
Secretary-GeneralChief executive authority responsible for policy enforcement, investigations, and organisational representation.
Confidential InformationAny information not publicly disclosed, including portal data, personnel records, financial records, Ghost Protocol workflows, and sensitive operational details.
Ghost ProtocolsInternal technical security workflows and logic (e.g. receipt-stripping mechanisms) that are strictly confidential and may not be referenced, disclosed, or discussed externally.
Donors & BeneficiariesProtected parties who provide or receive support from DTTASA. All personnel must treat them with the highest standards of professionalism. Any misconduct toward donors or beneficiaries constitutes gross misconduct.
Section 04
Ethical Commitment
Our Promise
All DTTASA personnel — regardless of role, seniority, or location — are expected to act in accordance with DTTASA's Core Values of Respect, Accountability, Transparency, and Service to Humanity. This commitment extends to every interaction within the Mission Control Portal, all digital communications, and every public-facing action taken on DTTASA's behalf.
DTTASA is a values-driven organisation. The work we do impacts real people — diaspora communities, families, and individuals who place their trust in us. Every member of our team carries a responsibility to uphold the standards that make that trust possible. Ethical behaviour is not optional; it is the foundation upon which DTTASA operates.
Section 05
DTTASA Mission Control Portal — Access & Usage Policy
The DTTASA Mission Control Portal (portal.dttasa.org) is the central operational platform for all staff activity. It manages shifts, leave, rotas, communications, HR records, performance, and governance workflows. All registered staff are issued a DTTASA email address and temporary password granting access to the portal. Access to the portal is a privilege tied to your active engagement with DTTASA.
5.1 Onboarding & First Login
Upon registration by an authorised Super Admin or HR officer, each new staff member receives:
- A DTTASA email address (name@dttasa.org or designated format)
- A temporary password delivered through the official credentials email
- A unique Security PIN stored in a restricted system subcollection
- An access level assigned based on their role and department
Mandatory Password Change
The temporary password is a one-time credential. Upon first login, staff members are immediately presented with a mandatory password change screen. The portal cannot be accessed until a permanent password is set. The temporary password is securely stored and validated by the system; it is invalidated once a new password is successfully created. Any attempt to share or distribute your temporary password is a breach of this policy.
5.2 Portal Access Levels
Every portal account is assigned an access level that determines which modules and data are visible. Higher levels carry greater responsibility and accountability.
Level 5Governance / Super Admin
Founding Executive Committee. Full system access. Final authority on all portal operations, configurations, and staff management.
Level 4Admin / Department Lead
Senior staff with elevated access — HR leads, Heads of Department, Operations Heads, IT Heads. Can manage rotas, process leave, and oversee HR workflows.
Level 3Senior Staff / Drafter
Trusted staff with rota drafting and limited administrative capabilities.
Level 2Key Staff
Expanded operational access appropriate for experienced staff in specific roles.
Level 1Standard Staff / Volunteer
Core portal access: personal dashboard, shift clock-in/out, leave requests, announcements, and handbook.
5.3 Security PIN
A 4-digit Security PIN is assigned to every staff member at registration. The PIN is required to authenticate certain sensitive portal operations. You must:
- Keep your Security PIN strictly confidential at all times
- Never write it down in an accessible location or share it with any colleague
- Report suspected PIN compromise immediately to the IT Board via the portal
Misuse of another person's PIN, or sharing your own PIN to allow unauthorised portal access, is treated as gross misconduct.
5.4 Portal Features & Modules
The following modules are available to staff based on their access level:
Dashboard
Personal performance stats, mission history, announcements
Shift Clock
Mission clock-in/out, latency justification, live shift tracking
Leave Centre
Request, track, and manage leave balances in real time
Rota Board
View published weekly rotas; draft and publish (Level 3+)
Announcements
Organisation-wide communications from authorised publishers
Handbook
Staff handbook, policies, and procedural reference documents
HR Centre
Staff records, HR workflows, document signing, referrals (Level 4+)
IT Board
System oversight, IT support requests, security management (IT/SA)
EOM Programme
Employee of the Month nominations and voting
Org Documents
Organisational document library and e-signing workflows
Comms Board
Content scheduling, ideas management, analytics (Comms team)
Grants
Grant application processing and funding workflows (SA/SG)
5.5 Acceptable Use
All portal activity is logged in an immutable Audit Log. By accessing the portal, you consent to this monitoring. You must:
- Use the portal only for authorised DTTASA activities during or related to your engagement
- Never attempt to access modules or data beyond your assigned access level
- Never attempt to manipulate, falsify, or delete portal records — including shift logs, leave records, or audit entries
- Log out of the portal when leaving your workstation or ending a session
- Report any suspected unauthorised access, data breach, or suspicious portal activity immediately to the IT Board
Zero Tolerance — Portal Abuse
Unauthorised access, manipulation of records, sharing credentials, bypassing security controls, or any deliberate action to compromise portal integrity constitutes gross misconduct and will result in immediate suspension of portal access, disciplinary action, and potential legal proceedings.
Section 06
Working Conditions & Shift Management
6.1 Shift Types
DTTASA operates a structured shift system managed through the Mission Control Portal. All staff are assigned a shift pattern during registration. The recognised shift types are:
Morning · 06:00–12:00 Afternoon · 12:00–18:00 Evening · 18:00–00:00 Full Day · 08:00–17:00 Overtime · 17:00–23:00 Training · 09:00–17:00 Shadowing · 09:00–17:00
Scheduled start and end times for each staff member are configured in their portal profile. Working days are assigned per contract (e.g. Monday, Wednesday, Friday). All time records are binding and form part of the official employment record.
6.2 Mission Clock-In & Latency Protocol
Staff must clock in at the start of each scheduled shift and clock out at the end through the Mission Control Portal. Each clock-in initiates an active "mission" that is tracked in real time.
Latency Protocol — 15-Minute Threshold
If a staff member clocks in more than 15 minutes after their scheduled start time, the Latency Protocol is triggered. A written justification must be submitted through the portal before the mission can be fully authorised. Repeated latency (three or more occasions in any rolling 30-day period) without valid reason triggers a Stage 1 disciplinary review, escalating if the pattern continues.
6.3 Remote Work & Dual Employment
Remote workers must remain reachable during their assigned shift hours. All deadlines must be met and communication channels kept open. Dual employment is permitted only where it does not cause timing collisions with DTTASA's scheduled activities. Any verified timing collision causing a missed mission or deadline will be treated as Stage 2 misconduct.
6.4 Sickness & Absence
All staff and volunteers must notify their supervisor or HR within 24 hours of any sickness or unplanned absence. Absences exceeding three consecutive days require a medical certificate from a registered practitioner, submitted via HR. Unauthorised or frequently recurring absences trigger Stage 1 disciplinary review, escalating with repetition.
6.5 Accessibility & Accommodation
DTTASA will provide reasonable accommodations to ensure staff and volunteers with disabilities can participate fully in all activities and comply with this policy. Accommodation requests should be submitted to HR in writing.
Section 07
Leave Management
All leave requests must be submitted through the DTTASA Mission Control Portal Leave Centre. Leave balances are calculated automatically based on contracted weekly hours, contract type, and the organisation's leave policy. All leave is subject to approval by an authorised HR officer or administrator.
7.1 Leave Types
Annual Leave Sick Leave Emergency Leave Maternity Leave Paternity Leave Compassionate Leave
Annual Leave Entitlement
Entitlement is calculated according to contracted weekly hours and contract type (Staff / Volunteer / Intern) using the organisation's entitlement rules. For example: staff contracted at 40 hours per week are typically entitled to 21 days; at 30 hours, 16 days; at 20 hours, 10.5 days. Volunteer and intern entitlements follow separate tier rules. All balances are visible in real time in the portal.
7.2 Leave Request Procedure
- Log into the Mission Control Portal and navigate to the Leave Centre.
- Select the leave type, specify dates, and submit the request with a reason where required.
- An authorised HR officer reviews and approves or rejects the request. You will be notified within the portal.
- Approved leave is reflected in your leave balance immediately.
For annual leave, requests must be submitted at least 2 weeks in advance where possible. Emergency Leave may be requested with shorter notice but requires documentation. Sick leave must be reported to HR within 24 hours; a medical certificate is required for absences of more than 3 days.
7.3 Unauthorised Absence
Absence without notice for 7 or more consecutive days is treated as abandonment of role and triggers a Stage 2 disciplinary review. Repeated unauthorised absences, regardless of duration, are subject to escalating disciplinary action up to and including termination.
7.4 Holidays
Paid staff follow their contracted leave entitlement. Volunteers should submit holiday requests in writing (via the portal or to HR) at least 2 weeks in advance. All holiday requests are subject to operational requirements and may be declined during critical periods.
Section 08
Rota & Scheduling Compliance
DTTASA's rota system is managed entirely through the Mission Control Portal. Published rotas represent the official schedule and carry binding status once approved and released by an authorised publisher (Level 3 or above).
- All staff must check the portal for the current published rota at the start of each week.
- Rota allocations are based on contracted working days, shift type, and operational requirements.
- If you are unable to fulfil a rota shift, you must notify HR or your supervisor with as much notice as possible and no later than 2 hours before your scheduled start time.
- Failure to attend a published rota shift without prior notification is treated as an unauthorised absence and triggers Stage 1 review.
- Carry-forward adjustments and draft rotas are managed by authorised staff only; unauthorised alterations to rota data are a portal misuse violation.
Rota Process
Rotas are drafted, reviewed, and published through the portal by HR and supervisory staff. A draft rota may be held for review before being published to all staff. Once published, all shift assignments are final unless a formal change request is approved by HR.
Section 09
General Code of Conduct
All DTTASA personnel are expected to uphold the following standards at all times, whether engaged in physical operations, remote working, or portal activity:
- Uphold DTTASA's mission, ethics, and core values in every interaction.
- Demonstrate honesty, accountability, and respect toward all colleagues, donors, beneficiaries, and partners.
- Protect confidential and sensitive data, including all portal records, personnel information, and internal technical protocols.
- Avoid any action — digital or physical — that could bring DTTASA into disrepute or harm its beneficiaries.
- Comply with all DTTASA policies, applicable national laws (including Nigeria and the UK where relevant), and relevant international standards.
- Use DTTASA systems, infrastructure, and resources only for authorised purposes.
- Report any concerns about misconduct, security, or policy violations through the appropriate channels.
Section 10
Conflict of Interest
All personnel must disclose any personal, financial, or familial interests that could compromise their ability to make impartial decisions on behalf of DTTASA. This includes interests relating to: supplier or vendor relationships, recruitment decisions, grant applications, EOM nominations, financial approvals, or any matter involving a connected person.
Conflicts must be reported in writing to HR or the Secretary-General as soon as they arise and managed according to DTTASA procedures. Failure to disclose a known conflict of interest is treated as misconduct. Deliberate non-disclosure that results in financial or reputational harm to DTTASA is gross misconduct.
Section 11
Professional Conduct & Behaviour
11.1 Respect & Team Relations
Disrespect, discrimination, harassment, sexual harassment, or bullying directed at any colleague, beneficiary, donor, or external partner will not be tolerated. Arguments, verbal abuse, or intimidation in the workplace or through digital channels are subject to disciplinary action. DTTASA is committed to maintaining a working environment free from any form of hostility or exclusion.
Right to be Accompanied: Personnel facing Stage 2 or Stage 3 hearings may bring a colleague or neutral observer for support. This person may not act as a representative or speak on behalf of the individual.
11.2 Disciplinary Stage Summary
Stage 1Verbal Warning
Minor incidents. Supervisor guidance and internal documentation. Repeated breach escalates to Stage 2.
Stage 2Written Warning
Repeated offences or serious breach. Written explanation of breach, corrective expectations, and timeline. May include temporary suspension.
Stage 3Final Warning / Termination
Serious or repeated breaches. Suspension pending review. Gross misconduct results in immediate termination without notice.
11.3 Mobile Phone Use
Personal calls are restricted to designated break times. Unauthorised recordings or photographs in DTTASA operational spaces are prohibited. Disciplinary stages apply for repeated breaches.
11.4 Confidentiality, Data Protection & Intellectual Property
All DTTASA data — operational, financial, personnel, and system data — is strictly confidential. Ghost-Receipt Clause: Disclosure of internal technical protocols (including receipt-stripping logic or any Ghost Protocol workflow) to any unauthorised person or external party is strictly prohibited and constitutes gross misconduct. IP Ownership: All code, documents, spreadsheets, designs, and materials created during your engagement with DTTASA remain the sole intellectual property of the Association, regardless of who created them.
11.5 Use of DTTASA Property & Resources
Misuse of DTTASA assets, finances, or digital resources — including portal data, storage, or communications infrastructure — is prohibited. Exit Audit: Upon notice of resignation or termination, HR will conduct a data activity audit to verify the integrity of all DTTASA records accessed by the departing individual.
11.6 Abuse of Position or Privilege
Using an elevated portal access level, executive authority, or organisational position for personal gain — whether financial, reputational, or otherwise — is gross misconduct and may result in immediate termination and legal action.
Section 12
Digital Communication & Social Media
All digital conduct — whether within the DTTASA Mission Control Portal, via email, on social media platforms, or through any other digital channel — must reflect the professional standards expected of all DTTASA personnel.
- Do not misrepresent DTTASA or its positions in any online communication.
- Personal social media profiles may not use DTTASA branding, logo, or imagery without written approval.
- Any public post relating to DTTASA affairs must include a disclaimer clearly stating that views expressed are personal and do not represent the organisation.
- Portal communications (announcements, messages, comments) must remain professional, accurate, and respectful at all times.
- Do not share screenshots, exports, or summaries of portal data externally without explicit authorisation from the Secretary-General or a SuperAdmin.
- Harassment, defamation, or intimidation conducted through digital channels is treated with the same severity as in-person misconduct.
Section 13
Fraud, Misconduct & Abuse
Zero Tolerance
Fraud, dishonesty, falsification of records, harassment, sexual abuse, exploitation of donors or beneficiaries, or deliberate misuse of the Mission Control Portal will result in immediate suspension, disciplinary proceedings, and where warranted, criminal referral to relevant authorities.
The following constitute examples of gross misconduct warranting immediate suspension and likely termination:
- Falsifying shift logs, mission records, or leave balances in the portal
- Submitting fraudulent leave requests or forging medical certificates
- Accessing, exporting, or misusing confidential staff or beneficiary data
- Manipulating EOM nominations or voting processes
- Submitting fraudulent grant applications or misappropriating funds
- Sharing portal credentials or Security PINs to facilitate unauthorised access
- Harassment, sexual misconduct, or exploitation directed at any person connected with DTTASA
- Theft, embezzlement, or dishonest financial dealings involving DTTASA resources
Section 14
Performance, Commitment & Communication
All staff and volunteers are expected to perform their assigned duties to a professional standard, maintain open and timely communication with their team and supervisors, and engage responsibly with all portal tools provided to support their role.
Each staff member begins with a performance rating of 100% as recorded in their portal profile. This rating may be reviewed and adjusted based on attendance, mission completion, conduct, and engagement. Repeated failure to meet deadlines, respond to communications, or fulfil assigned duties triggers the following escalation:
Stage 1Verbal Warning
Initial documented guidance. Corrective action plan established with clear timelines.
Stage 2Written Warning
Formal written record. Continued non-compliance may trigger temporary suspension.
Stage 3Final Warning / Removal
Persistent non-compliance may result in removal from role or termination of engagement.
Section 15
Financial & Reimbursement Policy
DTTASA may cover pre-approved expenses incurred by staff or volunteers in the course of their duties. All reimbursement requests must be supported by valid receipts and submitted to HR within 14 days of the expense being incurred. Unapproved spending is not reimbursable under any circumstances.
Any suspected financial irregularity — including unapproved expenditure, misappropriation of funds, or submission of false receipts — must be reported immediately to the Secretary-General and will be subject to a full investigation under Section 19 (Disciplinary Procedures).
Section 16
Employee & Volunteer Wellbeing
DTTASA is committed to promoting a safe, inclusive, and psychologically healthy working environment for every person engaged with the organisation. Wellbeing is not an afterthought — it is integral to DTTASA's capacity to deliver its mission.
- Any form of bullying, harassment, or social exclusion within the team — including through the portal's communication channels — triggers immediate disciplinary action.
- Staff are encouraged to speak openly with HR or their supervisor about concerns, pressures, or challenges affecting their capacity to work effectively.
- DTTASA will, where possible, provide support, reasonable adjustments, and a path toward resolution before escalating formal disciplinary action for performance concerns linked to wellbeing.
- No individual will face retaliation for raising a genuine wellbeing concern.
Section 17
Training & Induction
All new staff and volunteers must complete a mandatory induction programme before commencing their duties. This includes familiarisation with the Mission Control Portal, this DDCP, and the Staff Handbook (accessible from the portal). Relevant training materials and policy documents are available through the portal's document library at all times.
- Failure to attend mandatory paid training without prior written notification requires the individual to reimburse DTTASA for the cost of that training.
- All personnel must complete an annual review of the DDCP and Code of Conduct.
- Portal-based training resources (including the Staff Handbook and HR guides) must be reviewed when updated.
Stage 1Verbal Warning
First instance of non-attendance at mandatory training without valid prior notice.
Stage 2Written Warning
Repeated non-compliance or failure to reimburse for paid training missed without notice.
Stage 3Role Review
Possible removal from training-dependent roles or termination if non-compliance is persistent.
Section 18
Probationary Period
All new staff and volunteers undergo a mandatory 90-day probationary period upon joining DTTASA. This is reflected in the Mission Control Portal — probationary status is clearly indicated in a staff member's profile and is visible to authorised HR and supervisory staff. Performance standards are assessed at the end of this period.
Probation Outcomes
Standards Met: Probation completed. Contract reviewed and signed off. EOM eligibility activated. Portal profile updated to reflect active staff status.
Standards Not Met: Probation may be extended at DTTASA's discretion. Repeated failure to meet standards may lead to termination.
Early Termination: Either party may terminate the engagement during the probationary period without requiring cause or extended notice.
Governance Exception
Members of the Governance Department (founding executives) are not subject to probation. Their portal profiles are configured with probation completion pre-set and full access from day one. Governance members do not appear in standard HR workflows, rota assignments, or leave queues.
Section 19
Disciplinary Procedures
19.1 Stage Descriptions
Stage 1 — Informal Verbal Warning: Applied to minor misconduct or first-time breaches. A formal HR meeting is arranged through the Mission Control Portal. Following the meeting, the HR lead records an outcome. Available Stage 1 outcomes are:
- Improvement Achieved — The staff member demonstrated measurable positive change during the review period. The case enters an active monitoring window (duration is calculated automatically based on case severity).
- No Improvement — No measurable change was observed. The case is automatically escalated to Stage 2.
- Place on Monitoring (Unsubmitted Shifts category only) — Where the case relates specifically to unsubmitted shifts and the HR lead determines that no immediate escalation is warranted, the case may be placed on a defined monitoring period of between 1 and 6 months, selected by HR at the time of recording. During this period, if a further unsubmitted shift is detected, HR must either escalate the case to Stage 2 or formally withdraw it. No other action is available. This outcome is not available for any other Stage 1 category.
- Refer to GM / Founding Executive — The matter is deemed to exceed the scope of the standard DDCP framework and is referred directly to founding executive level for resolution.
Stage 2 — Formal Written Warning: Issued for repeated Stage 1 offences or serious misconduct. A written notice details the breach, the corrective actions required, and the timeline for improvement. A temporary suspension may be imposed pending review.
Stage 3 — Final Written Warning / Termination: Reserved for serious ongoing breaches or gross misconduct. May result in suspension pending investigation, final written warning, or immediate termination. Gross misconduct cases are escalated directly to Stage 3 without requiring prior stages.
19.2 Monitoring Period Management
A monitoring period is an active supervisory window applied following a Stage 1 or Stage 2 outcome. During a monitoring period, the staff member is expected to demonstrate sustained improvement. The following rules apply:
- For cases placed on monitoring via the Place on Monitoring outcome (Stage 1 — Unsubmitted Shifts), the duration is set by HR at the time of recording and may range from 1 to 6 months.
- For cases resolved via the Improvement Achieved outcome, the monitoring duration is calculated automatically based on case severity and stage.
- Any new case opened within an active monitoring window of a prior case of the same or related category automatically triggers the next stage up.
- For the Unsubmitted Shifts category specifically, if a further unsubmitted shift is detected during the monitoring period, HR is required to act through the Portal — escalating to Stage 2 or formally withdrawing the case. HR must provide a written reason of no fewer than 20 characters before either action is confirmed.
- Monitoring periods are recorded in the case timeline and visible in the staff member's disciplinary record.
19.3 Investigation Procedure
- All reported incidents are acknowledged within 5 Nigerian business days of receipt.
- Investigations may include witness interviews, portal audit log reviews, evidence gathering, and consultation with HR and the Secretary-General.
- Right to be Heard: No penalty is finalised without the individual being given a formal opportunity to respond in writing or at a hearing.
- Stage 2 and Stage 3 investigations are completed within 14–21 Nigerian working days from the date of formal notification.
- Third-party contractors or partners must cooperate with investigations when implicated.
- Portal audit logs and shift records may be used as evidence in disciplinary proceedings.
19.4 — Proceeding in Absentia
If an individual fails to attend a scheduled disciplinary hearing without providing a valid medical reason or prior notification, DTTASA reserves the right to proceed in absentia. The Founding Executive Committee will render a decision based on available evidence, including portal records. The individual's right to oral testimony will be considered waived. This decision is final subject only to appeal under Section 20.
Section 20
Appeals Process
Probationary Personnel — No Right of Appeal
Individuals whose engagement with DTTASA has been terminated on the grounds of an unsatisfactory probationary outcome do not hold the right of appeal under this section. The right of appeal is reserved exclusively for confirmed volunteers and staff members who have successfully completed their probationary period.
An appeal may only be considered in exceptional circumstances where the Secretary-General has issued express written authorisation permitting the individual to appeal. No such right exists without that written authorisation. The submission of a request to the Secretary-General does not constitute the granting of appeal rights; such requests are assessed solely at the Secretary-General's discretion.
Requests may be submitted to: secretary@dttasa.org
20.1 Eligibility for Appeal
The right of appeal is available to individuals who meet all of the following criteria:
- Have successfully completed the 90-day probationary period
- Are subject to a Stage 2 or Stage 3 disciplinary outcome, or a termination decision
- Submit their appeal in writing within 7 Nigerian working days of receiving the written outcome
20.2 Appeal Procedure
The appeal must be submitted in writing to HR or the Secretary-General, clearly stating the grounds for appeal. The Founding Executive Committee (Board of Directors) holds final authority on all appeals. Appeals are reviewed on the basis of procedural fairness, new evidence, or proportionality of the outcome. The outcome is communicated in writing.
- The Founding Executive Committee (Board of Directors) holds final authority on all appeals.
- Appeals are reviewed on the basis of procedural fairness, new evidence, or proportionality of the outcome.
- The outcome of the appeal is communicated in writing:
Appeal Outcomes
Appeal Upheld: The original decision is overturned or modified. The personnel record is updated accordingly and any adverse action is reversed.
Appeal Dismissed: The original decision stands. No further internal appeal mechanism is available; external remedies remain open to the individual.
Section 21
Termination, Exit & Garden Leave
21.1 Notice Periods (Voluntary Resignation)
| Length of Service | Notice Required |
|---|
| Probationary period or under 1 year | 2 weeks |
| 1–2 years of service | 1 month |
| 2–5 years of service | 1 month |
| 5–10 years of service | 6 weeks |
| 10+ years of service | 12 weeks |
21.2 Garden Leave — Immediate Portal Access Revocation
Garden Leave Protocol
Upon receipt of a resignation notice or initiation of a termination process, DTTASA reserves the right to immediately suspend all Mission Control Portal access for the departing individual. This is a protective measure to safeguard the staff registry, HR records, operational data, and all associated digital infrastructure. The individual remains formally engaged during the notice period but will not have access to any DTTASA systems. This action does not constitute dismissal.
21.3 Exit Data Audit
Upon notice of exit, HR will conduct a data activity audit using the portal's audit log. This review covers all data accessed, exported, or modified during the individual's engagement. Any evidence of unauthorised data extraction, scraping of the staff registry, or misuse of portal access during the notice period will be treated as gross misconduct, independent of the exit proceedings, and may result in legal action.
Termination without serving the required notice period may affect eligibility for a professional reference from DTTASA.
Section 22
References
Professional references are issued only to individuals who have:
- Successfully completed the 90-day probationary period
- Maintained a satisfactory performance record throughout their engagement
- Passed the exit data audit with no evidence of misconduct or data misuse
- Served their required notice period in full (or had it waived by mutual agreement)
All references are issued exclusively through the DTTASA Reference Department to verify their authenticity. References will accurately reflect the individual's record, including any upheld disciplinary outcomes on file. DTTASA will not provide false or misleading references under any circumstances.
Amended provision
22.1 Categories of Reference
DTTASA issues references in two categories:
- Standard (Factual) Reference — confirms only the individual's role, dates of engagement, and the general nature of their duties. It contains no qualitative assessment of performance or conduct.
- Professional (Qualitative) Reference — provides a qualitative assessment of the individual's performance, conduct, and contribution, in addition to the factual particulars set out above.
22.2 Eligibility for a Standard Reference
A Standard (Factual) Reference is issued only to individuals who have completed a minimum of six (6) months of continuous, confirmed service with the Association from commencement, and whose engagement is, or concluded, in good order. Individuals with less than six months of service receive no reference; their engagement may be confirmed only in response to a lawful statutory or regulatory enquiry.
22.3 Eligibility for a Professional Reference
A Professional (Qualitative) Reference is issued only where all of the following are met:
- Successful completion of the 90-day probationary period (Section 18);
- A minimum of twelve (12) months of continuous, satisfactory service with the Association from commencement. Periods of suspension, unauthorised absence, or an active monitoring period under Section 19 do not count toward this minimum;
- A satisfactory performance record throughout the engagement;
- No disciplinary matter that is open, under investigation, or within an active monitoring period (Section 19.2). A disciplinary matter that has been fully resolved and closed does not bar eligibility, provided that no outcome above Stage 1 was concluded within the six (6) months preceding the request, and that no Stage 3 outcome is on record;
- Compliance with all organisational policies, procedures, and signed agreements; and
- Where the individual is exiting: the required notice period served in full or formally waived by mutual agreement (Section 21.1), and the exit data audit passed with no evidence of misconduct or data misuse (Section 21.3).
22.4 No Entitlement; the Association's Discretion
Completion of the probationary period, or length of service alone, does not of itself create an entitlement to any reference beyond a Standard Reference. DTTASA reserves the right to decline, limit, or defer any reference request where the requirements of 22.2 or 22.3 have not been met, where an investigation or disciplinary process is pending, or where issuing a reference would misrepresent the individual's record. Where an individual resigns at, or in close proximity to, the conclusion of their probationary period, or fails to provide the notice required by Section 21.1, the Association will issue at most a Standard Reference.
22.5 Issuance, Accuracy & Integrity
All references are issued exclusively through the DTTASA Reference Department to verify their authenticity, and third-party verification enquiries are answered through the same channel only. Every reference will accurately reflect the individual's record, including any upheld disciplinary outcomes on file. DTTASA will not provide false or misleading references under any circumstances. The Secretary-General retains discretion, in exceptional and properly documented circumstances, to authorise a Professional Reference that would not otherwise meet the criteria in 22.3.
Section 23
Reporting Procedure & Whistleblower Protection
23.1 Purpose
DTTASA is committed to providing a safe, confidential, and effective channel for reporting misconduct. Every member of our team has both the right and the responsibility to raise genuine concerns without fear of reprisal.
23.2 Who Can Report
Any staff member, volunteer, contractor, stakeholder, donor, or beneficiary who witnesses or suspects misconduct affecting DTTASA may file a report.
23.3 Types of Reportable Incidents
- Harassment, discrimination, bullying, or sexual misconduct
- Fraud, corruption, or misuse of DTTASA financial resources
- Misuse of the Mission Control Portal or data systems
- Breach of confidentiality or unauthorised disclosure of Ghost Protocols
- Unauthorised use of DTTASA branding, intellectual property, or materials
- Abuse, exploitation, or misconduct toward donors or beneficiaries
- Falsification of shift records, leave requests, or portal data
23.4 How to Report
- Written report: Submit in writing to HR or the Secretary-General
- Anonymous reporting: Submit via secure anonymous form or physical letter addressed to the Secretary-General marked "Confidential"
23.5 Confidentiality
All reports are treated with strict confidentiality. Access is limited to the investigating HR officer, Secretary-General, and where required, the Board of Directors. Identities of reporters will not be disclosed without consent.
23.6 Investigation & Follow-Up
- All reports are assessed and a formal investigation is completed within 14–21 Nigerian working days
- Outcomes are applied in accordance with Stage 1–3 of the disciplinary procedure
- The reporter is informed of the outcome to the extent confidentiality allows
- Appeals: Submit within 7 days; final decision by Founding Executive Committee
23.7 Protection from Retaliation
Zero Tolerance for Retaliation
Retaliation, victimisation, or intimidation of any person who raises a genuine concern in good faith is strictly prohibited and is itself treated as gross misconduct. Any individual found to have engaged in retaliatory behaviour will be subject to immediate disciplinary action up to and including termination.
23.8 Cross-Border Data Handling
All reports involving personal data — including those submitted through digital channels — are handled in compliance with GDPR, the Nigeria Data Protection Regulation (NDPR), and applicable international data transfer requirements.
Section 24
Board Authority
The Founding Executive Committee (Board of Directors) holds supreme and final authority over all disciplinary actions, appeals, reinstatements, policy approvals, and governance decisions within DTTASA. Their decisions are binding and cannot be overridden by any individual acting below Board level.
Day-to-day operational rules and workflows do not apply to Board members in their executive capacity; however, all Board members remain personally bound by the ethical obligations set out in Section 4 and Section 9 of this policy. The Board retains the right to self-govern and review the conduct of its own members where necessary, subject to the organisation's articles of association.
Section 25
Legal Protection
DTTASA reserves the right to pursue all available legal remedies in response to misconduct that causes measurable harm to the organisation, its beneficiaries, donors, staff, or digital infrastructure. This includes but is not limited to:
- Civil proceedings for misappropriation of funds, intellectual property theft, or data misuse
- Criminal referrals where fraud, theft, or abuse is evidenced
- Injunctive relief to prevent ongoing harm, data misuse, or reputational damage
- Recovery of costs incurred as a result of gross misconduct
Engagement with DTTASA does not confer immunity from legal accountability. DTTASA will cooperate fully with law enforcement and regulatory bodies where required.
Section 26
Disciplinary & Conduct Flowchart
The following table summarises the full disciplinary workflow from incident report to resolution.
DDCP Process Flow
| Stage / Action | Who Is Involved | Process & Notes | Outcome / Next Step |
|---|
| Incident / Concern Reported | Any staff, volunteer, contractor, donor, HR | Reported via official channels (written, portal, or anonymous). Confidentiality assured. Covers incidents in-person, digital, and within the Mission Control Portal. | HR / Supervisor assesses severity: Minor, Serious, or Gross Misconduct |
| Stage 1 — Informal Verbal Warning | Supervisor / HR | Minor breaches: lateness, missed check-ins, Latency Protocol violations, minor disrespect, mobile misuse. Internally documented. | Verbal guidance; corrective expectations set. Repeated breach → Stage 2 |
| Stage 2 — Formal Written Warning | Supervisor + HR | Repeated Stage 1 offences, timing collisions, rota non-compliance, serious misconduct. Written notice issued with corrective timeline. | Written warning on record; corrective plan. Failure to comply → Stage 3 |
| Stage 3 — Final Warning / Suspension | HR + Secretary-General | Serious ongoing offences, portal abuse, falsification of records, donor/beneficiary misconduct. Possible immediate suspension. | Suspension pending review; possible termination. Escalated to Founding Executive Committee |
| Hearing Procedure | Individual + Companion | Right to be heard. Must respond in writing or attend hearing. Failure to attend without medical reason: Absentia Proceeding applies. | Final decision reached by Board on evidence including portal audit logs. |
| Probationary Period Review | Supervisor + HR | 90-day assessment. Standards reviewed. Portal performance data, mission completion, and attendance considered. | Passed → Contract signed off, EOM eligibility activated. Failed → Extension or termination. |
| Gross Misconduct | Secretary-General + Board | Fraud, theft, harassment, portal credential misuse, data manipulation, abuse of position, donor/beneficiary exploitation. No prior stages required. | Immediate suspension; portal access revoked; final decision by Board; legal referral if applicable. |
| Training Non-Compliance | HR + Department Head | Failure to attend mandatory training without prior notice. Reimbursement required for paid training missed without valid reason. | Stage 1–3 disciplinary review applied; possible removal from training-dependent roles. |
| Rota / Shift Non-Compliance | HR + Supervisor | Failure to attend published rota shift without prior notification, or Latency Protocol triggered three or more times in 30 days. | Stage 1 → Stage 3 escalation based on frequency and severity. |
| Portal Security Breach | IT Board + Secretary-General | Sharing credentials, PIN misuse, unauthorised data access, falsification of portal records, bypassing security controls. | Immediate portal access suspension; gross misconduct proceedings; possible legal action. |
| Exit / Data Audit | HR + IT Board | Audit of all portal activity upon notice of exit using the Audit Log. Garden Leave (portal access revocation) applied immediately where appropriate. | Registry secured; reference eligibility determined. Any misuse treated as independent gross misconduct. |
| Appeal Process | Individual → Secretary-General → Board | Available only to confirmed staff/volunteers who have passed probation. Probationary terminations carry no right of appeal unless the Secretary-General grants written authorisation. Eligible individuals must submit in writing within 7 Nigerian working days, clearly stating grounds. | Final decision by Founding Executive Committee (Board of Directors). Decision is binding. No further internal remedy available. |
Section 27
Policy Review & Amendment
- This policy is reviewed annually by HR and the Secretary-General, or immediately following any significant change to DTTASA's operational structure, digital systems, or legal environment.
- Amendments are approved by the Founding Executive Committee before taking effect.
- All personnel are notified of material updates through the Mission Control Portal Announcements system and, where required, in hard copy.
- Periodic compliance monitoring may be conducted to assess adherence to this policy across the organisation.
- The latest version of this policy is always accessible through the portal's document library and staff handbook.
Section 28
Endorsement & Acknowledgement
All DTTASA Executives, Staff, Volunteers, and Contractors are required to read this policy in its entirety and formally acknowledge that they have understood its provisions. Compliance with this requirement is mandatory and is integral to DTTASA's governance and accountability framework.
Formal Endorsement
Approved and Endorsed by: Secretary-General and Founding Executive Committee (Board of Directors)
Version: 5.0
Effective Date: 1 April 2026
Supersedes: Version 4.8 (January 2026)
Next Scheduled Review: April 2027
— End of Policy Document —
