Free Grievance Policy

We are pleased to include a sample Grievance Policy that you can use in your business.

Remember to review and/or adapt this policy in accordance with company-specific requirements and all relevant legal considerations.

Grievance Policy. 

Purpose of the Policy

The purpose of this policy is to provide a supportive framework whereby all grievances at [Insert Company Name Here] can be effectively resolved.

Scope of the Policy

All permanent employees are covered by the [Insert Company Name Here] Grievance policy. 

Grievance Process

It is agreed that only the following Procedure will be followed by employees in resolving grievances or complaints that may arise during the course of their employment.

Stage 1.

The person will first of all discuss the complaint with their immediate supervisor. The supervisor will investigate the complaint and, where possible, report back to the employee within three working days. Every effort should be made to resolve the issue at this stage.

Stage 2

If the problem is not resolved at stage 1, the complainant will submit their Grievance to their immediate supervisor in writing. The immediate supervisor will arrange a meeting between the aggrieved employee and the Department Manager, where possible, within three working days. The Department Manager will issue a written reply, where possible, within three working days of the meeting.

Stage 3

If the problem is not resolved at stage 2 the aggrieved employee must within 3 days of the managers response, notify the Department Manager in writing that they wish to proceed to stage 3. The Department Manager will arrange a meeting, where possible, within three working days, between the aggrieved employee, the HR Manager, and the Department Manager. The HR Manager will issue a written reply, where possible, within three working days of the meeting.

Stage 4

If the problem is not resolved at stage 3, the aggrieved employee must, within three working days, notify the HR Manager in writing that they wish to proceed to stage 4. The HR Manager will, where possible, arrange a meeting between the aggrieved employee and the Chief Executive Officer, together with the HR Manager, within three working days. The Chief Executive Officer will issue a reply as soon as possible following this meeting, and that decision is final.

An employee has the right to have a fellow employee of their choice present at all of the above meetings as a witness if they so wish. Should the employee wish, following the exhaustion of the above procedure, they have the right to refer their case to either an appropriate third-party group. The Company undertakes to attend any scheduled hearings. Both parties agree that the recommendation of either of these bodies is final and will be implemented by both parties as a final resolution to the issue.

During the process of a grievance, all parties agree:

That they will not take part in, support, or encourage any form of strike, slowdown, sit-in, lockout, or any other form of industrial action intended to contravene the settlement of Grievances in the above manner or calculated to bring pressure to bear on any party. In contrast, the above procedure is being followed.

If the individual does not process the grievance within the time established above, at any stage of this procedure, the grievance will be considered closed and shall not be reopened for discussion.

Multiple Grievances arising from a typical incident or being of a similar nature will be treated as a single grievance. A single representative from the aggrieved group or groups will be nominated, and that person will represent the group or groups at any or all of the above stages.

RESPONSIBILITIES

DEPARTMENT OF HUMAN RESOURCES

The Department of Human Resources is responsible for the following:

Maintaining and overseeing all Official Grievances at [Insert Company Name Here]

Initiating or recommending immediate action in response to circumstances where warranted.

Analysing and reporting Official Grievances information regularly with recommendations for addressing problems/issues identified.

Ensuring the confidentiality of all Official Grievances information once they are received in the Department of Human Resources.

EMPLOYING DEPARTMENT

Employing Departments are responsible for the following:  

Ensuring that the Human Resources Department is informed immediately of all Official Grievances.

Managing all documentation associated with the Official Grievance Policy.

Initiating follow-up action where appropriate.

EMPLOYEES

Employees are responsible for informing their managers or the Human Resource Department of Official Grievances at [Insert Company Name Here]

REPORTING

The Department of Human Resources will submit an Official Grievances report to the Chief Executive Officer regularly.  

Any actions the Human Resources Department deems necessary to address any concerns.

REVIEW OF PROCEDURE

This Procedure will be reviewed within twelve months of its initial implementation.

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