Dimension Data – Form 24

Record of a formal incapacity hearing:

Poor work performance

Employee: .............................................
Employee number:………………………………………
Job title................................................................
Business unit: ..............................................................................................................
Division: ..............................................................................................................
Immediate line manager: ........................................
Date appointed in current position:__________________________________

Present:
Role Name Capacity
Chairperson:
Initiator:
Representative:
Interpreter:
Other:

Action by the chairperson:

1. Welcome all present and determine the role and function of each person present.
2. Ensure that witnesses are only present when they have to give evidence.

1. Employee’s rights (must be read out loud by the chairperson):

 The right to be present at the hearing.

 The right to be notified and have enough time to prepare for the hearing
 The right to be represented by a colleague
 The right to ask questions to any witness
 The right to call witnesses and question them
 The right to an interpreter to be appointed by the Company, if necessary

Witnesses for the Company Witnesses for the Employee

1. 1.

2. 2.

3. 3.

4. 4.

1.

1. Procedure during the hearing

The Chairperson explains the procedure to be followed during the hearing:
 The initiator states the Company’s case/account, which gave rise to the hearing.
 The employee and/or his/her representative are invited to put questions.
 The Company's witnesses are called in one by one to give evidence.
 The employee and/or his/her representative are invited to question each witness.
 The employee is invited to present his/her case and to respond to allegations.
 The representative is invited to question the employee.
 The employee's witnesses are called in one by one to give evidence.
 The employee and/or his/her representative are given the opportunity to question their witnesses.
 The initiator is given the opportunity to question the employee's witnesses.
 The initiator and employee are given the opportunity to present their closing arguments.

The Chairperson makes an arrangement regarding taking down of detailed minutes of the hearing.

3. Full details of the alleged poor work performance (date and brief description of the incident(s)
presented by the initiator)
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4. Questions by the employee and/or his/her representative to the initiator

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5. Witnesses of the Company to give evidence and allow for cross-questioning of the witnesses

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6. Request employee to respond to the allegations by presenting an explanation. Minute the

reasons given by the employee for the poor work performance. Listen, ask questions and
summarise the account given by the employee.
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7. Questioning of the employee by his/her representative

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8. Questioning of the employee by the initiator

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9. Witnesses of the employee to give evidence and cross-questioning of the witnesses

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10. Analyse the situation, identify the problem/problems and the cause/causes

Problem Cause

11. Determine whether the employee had a job description/KPIs/Performance Promise

document/dates for delivery of tasks. Did he/she know what was expected of him/her? What
confirmation is available?
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12. Determine whether the objectives and standards are measurable.

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13. Determine whether the objectives and standards were reasonable/achievable and whether
the employee was aware thereof:
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14. Determine which training/coaching or guidance the employee received.

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15. Determine whether the performance-related problem cannot be attributed to a lack of

equipment or a lack of support/systems.
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16. Determine whether previous consultation interviews were conducted with the employee at
which feedback was given.
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17. Determine whether the employee has a health, personal or domestic problem (e.g. financial,
marriage, alcohol, drugs etc.) Has assistance been offered/declined?
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18. Determine how long the poor work performance and non-compliance has been going on.
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19. Was the employee aware of the consequences of his/her continued non-compliance to set
requirements and work performance? Was the employee given reasonable time to improve
his/her work performance? Did he/she know that the company would have to consider
alternatives if no improvement was observed in his/her work performance?
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20. Determine whether an investigation has been done into alternative utilisation of the employee.
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21. Conclude the hearing by requesting the initiator and the employee respectively to place their
closing arguments on record. (the line manager must request the chairperson to institute a
particular sanction (dismissal/alternative post /final evaluation period). The line manager must
place the employee's years of service on record. The line manager must also make a
recommendation regarding appropriate action and motivate his/her recommendation. He/she
 must also mention the results of previous similar investigations. The employee must share
extenuating circumstances and factors that should be taken into consideration on record.

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22. Adjourn the investigation. Inform the parties when the investigation will be continued (if
applicable). Consider the facts of the case, weigh up the consultations placed on record, and
determine procedural and substantive fairness.

Place: _________________ Time: _____________ Date: ________________

23. Chairperson's decision:

Place: __________________ Time: _____________ Date: _______________

Reasons for the decision:

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24. Inform the employee of his/her right of appeal or to refer the decision. The employee has the
right to refer the decision/dismissal to the CCMA within 30 days if he/she is of the opinion that
the decision was unfair.

Chairperson/Line manager: __________________________ Date:_______________

Acknowledgement by employee that he/she was informed about the decision:

Today's date: ______________________ Time: ______________________

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Line manager's signature

______________________________ ______________________________________
Employee's signature Signature of witness
(If employee refuses to sign)