HEIP Disciplinary Process

The disciplinary process is to be enacted where a participant acts or is acting in a manner which:

  • Negatively impacts their own safety;

  • Negatively impacts the safety, wellbeing or harmony of others;

  • Violates the Participants Agreement;

  • Violates their Accommodation Agreement; or

  • Could damage the reputation of HEIP or the Partner Organisation.

 

The disciplinary action taken by HEIP is at the responsible Staff member’s discretion. This is typically based on the:

  • Severity of the infraction;

  • Level of risk to Participants, HEIP or the Partner Organisation; or

  • Specific circumstances surrounding the event.

 

Where possible an escalation process should be followed to give the Participant the opportunity to rectify their actions. A typical escalation process could be:

  1. Verbal Warning

  2. Written Warning

  3. Expulsion from Program

 

Based on insufficient improvement from the Participant at each stage.

However, the HEIP Staff member may elect at their discretion to invoke a Site Suspension or Expulsion from the program immediately, without prior warning, where the Staff Member believes:

  • There is an immediate risk to safety, wellbeing or harmony for Staff or Participants;

  • There is an immediate risk to HEIP Reputation;

  • The Participant’ actions were deliberate breach of the Participant Agreement; or

  • The Participant commits an illegal act.

 

In any case the selected disciplinary actions shall comply with the sections below.

Verbal Warning

Verbal warning involves the direct communication from a member of HEIP Staff to the Participant. It must explain explicitly:

  • The actions of the Participant which are causing the issue;

  • The reasons for the verbal warning;

  • A timeline for rectification; and

  • That this is the start of the disciplinary process and that there are further consequences for failure to rectify their actions.

 

The staff member issuing the verbal warning may elect to notify other HEIP staff of the verbal warning.

Written Warning

A written warning shall be issued by the HEIP staff member to the Participant via a text medium such as Whatsapp or Email where confirmation of receipt can be obtained.

The warning must include:

  • The actions of the Participant which are causing the issue;

  • The reasons for the written warning;

  • A timeline for rectification;

  • A request for Agreement from the Participant to rectify their actions; and

  • Advice on the potential escalation process if not rectified.

 

A copy of the written record to be kept on HEIP files and a notification of the written warning distributed to all HEIP directors.

Site Suspension

HEIP Site Supervisor may elect to suspend a participant from site. A written notice of suspension must be provided to the participant including:

  • The reasons for suspension;

  • The duration of the suspension;

  • The restrictions placed on them as a result of the suspension; and

  • Advice on the potential escalation process if actions are not rectified.

 

The written notice must be issued via a text medium such as Whatsapp or Email where confirmation of receipt can be obtained.

A Participant while suspended may not travel outside of the city during this time, and may only leave the apartment for essential reasons and must advise Placements Coordinator of their movements.

A HEIP Placements Coordinator may assign tasks to be completed offsite by the participant while suspended.

While suspended these hours do not count towards professional practice hours, and a note of the suspension will be included on the letter of completion given at the end of the Program.

A written record of the suspension is to be kept on HEIP files.

Expulsion from the Program

HEIP Staff may elect to expel a Participant from the Program. A written notice of expulsion must be provided to the participant via Email, including:

  • The reason for the expulsion;

  • The process for completing the expulsion;

  • The Participants obligations during the expulsion process; and

  • The appeals process;

 

In order to expel a participant from the program, written approval from 2x directors is to be obtained prior.

 

HEIP is to ensure accommodation is available for 24hrs following the notice of eviction. HEIP may elect to remove the person immediately from the accommodation. If that happens, HEIP will offer to pay for basic accommodation for 1 night at a location to be determined by HEIP.

 

An expelled participant still bound by HEIP obligations for that 24 hr period. However, any breach during that period results in early termination of any HEIP responsibility.

 

HEIP is no longer responsible for the participant after the 24hr period has elapsed.

 

HEIP staff may elect to support an expelled participant in organising flights (at the participant’s expense), but is not obligated to.

 

HEIP accepts no responsibility for costs incurred by the Participant as a result of an eviction from the program.

 

Any letter from HEIP confirming completed hours may be adjusted to reflect time worked and may include a notice of expulsion.

Where a participant is a current student of a university and is completing the program registered under their travel system, HEIP will notify the university of the eviction.

 

A written record of the expulsion is to be kept on HEIP File.

Appeals

Participants may appeal a disciplinary action to HEIP in writing by sending an email to info@he-ip.org.

All participants have the contact info of more than one member of staff and so can lodge an appeal with someone other than the staff member in question.

Appeal must be received within 24hrs of a notification.

An appeal must explicitly state:

  • The believed breach of the Behaviour Management policy; and

  • The grounds for appeal.

 

A response to an appeal must be endorsed by 2x Directors.

HEIP Payments and Cancellation Policy

This policy outlines the way in which Humanitarian Engineering International Placements (HEIP) charges fees. For any queries with regards to this policy, please contact us.

Part Payments

The HEIP Program fee is broken up into three payments; these are:

  • Deposit

  • Progress Payment

  • Remaining Fees

Prior to the due date of the first payment, HEIP provide a document to the participant outlining the amounts and due date of each payment.

Making a Payment

Advice for making a payment to HEIP can be found in the HEIP Portal. Payments are to be made via bank transfer to the account provided on the portal unless an alternative method of payment is agreed upon with HEIP in writing.

When making a bank transfer, the participant must quote the reference number provided on the Portal. A copy of the transfer receipt must be uploaded to the HEIP Portal

HEIP accepts no responsibility for a participant's failure to make the transfer correctly. It is the participant's responsibility to ensure that the correct funds arrive in the provided bank account.

Liability for Fees

A participant must pay the fees by the due date outlined in the provided Participant's pack.

 

Late payment of fees may incur additional fees at HEIP's discretion.

Failure to pay all program fees before the commencement of the practical component will result in removal of the participant from the program.

Withdrawing from the Program

A participant may withdraw from the Program at any time by contacting HEIP by email to info@he-ip.org. Subject to the following limitations:

  • All fees paid to HEIP are non-refundable.

  • A participant is still liable for any fees for which the due date has already passed.

  • HEIP may amend or refuse to issue any confirmation of hours or participation in the program.

HEIP Cancellation

HEIP may elect to cancel, alter or suspend the program at any time. HEIP will notify the participant in writing via Email. Where the Participant has paid all or part of the program fees, HEIP will undertake one of the following:

  1. Transfer an amount in AUD to the Participant which is equivalent to the program fees less any banking fees and booking fees incurred on the behalf of the Participant; or 

  2. Offer a credit towards a future program equal to the amount paid by the participant.

It is the participant's responsibility to obtain appropriate travel insurance prior to making any travel bookings such as flights. HEIP will not be held responsible for any loss sustained by the participant as a result of this cancellation.