Free Hr Grievance Form PDF Download

Grievance Form Initiating Action Resolving your grievance 1The College has an HR Code of Practice on Grievance to enable its staff to raise and if possible resolve work issues. The Code is available on the HR website or from the HR Department. The procedure is outlined and explained briefly below. No-blame option There is a space on the form in which you can indicate whether you want the grievance to be handled using a �no-blame� approach. Many people want their issues to be addressed but do not want to �make trouble� for other staff who may be named in the grievance. For example, they may simply want a decision to be reconsidered or the treatment they are complaining about to stop. They may not be seeking to have other staff disciplined. Adopting a no-blame approach is often helpful since it opens the way for all the parties to focus on the resolution to the problem rather than establishing and pursuing blame. For very serious matters, the College may be required to over-rule any request you make to deal with the matter in a no-blame context. However, any person named in your grievance will normally be told that you originally raised a no-blame grievance. Stages of the Grievance Procedure 1. Informal Stage 2Most problems can be tackled informally � a quiet word may be all that is required. You should therefore attempt resolve any problems at work informally with your managers and any other people involved. (The appropriate person to lodge your grievance with is discussed below.) Even at the informal stage, you may find it helpful to complete this form, since it is designed to help you think about the remedy you are seeking and capture the information that your manager will need to deal with your complaint. 2. Formal stage 3If you are not satisfied with any remedy offered at the informal stage, you may raise the matter as a formal grievance, normally with your head of department, provided you do so within 10 working days of getting the decision at the informal stage. If your head of department believes that the grievance could be resolved informally, they may refer it back to the informal stage. 3. Appeal Stage If you are still not satisfied with the remedy being offered, you can appeal against the decision or action taken at the formal complaint stage. Your appeal will be heard by a panel of people with no previous involvement in the case. You can lodge your appeal with the Director of Human Resources, within 10 working days of receiving the decision at the formal stage. Lodging your grievance with the right manager Informal stages 4At the informal stage you should raise your grievance with a manager who is capable of providing the remedy that you are seeking. Normally, this will be your line manager. In some cases, at the informal stage, your manager may be the subject of your grievance. If so, you should raise the matter with your manager�s manager. Cross-department grievances 5In some cases you may wish to raise an informal grievance about a member of staff in another department. In such cases you would normally raise the matter with their line manager rather than your own, since they would be better placed to remedy your grievance. Formal stages 6If you are not satisfied with the remedy at the informal stage, you have the right to raise the matter with your head of department or director of institute. Grievance Form Initiating Action Time-scales 7The College expects you to minimise any disadvantage you are suffering and help clear the air by raising matters in good time, and before memories fade. The College reserves the right to exclude complaints about any matters that: 1 happened (or came to your attention) more than three months ago, or 2 are not raised again within three months of management�s response. Appropriate use of the grievance procedure The Code of Practice on Grievance can be used to raise most problems that you face at work. You may, for example, wish to challenge a decision that your manager (or another manager) has made, complain about the way you are affected by conduct in a work setting of your fellow employees (or customers of or suppliers to the College). Or you may wish to complain about the practical effect on you of one of the College�s policies. All of these are appropriate issues to raise through the grievance procedure. 8However there are some matters that cannot be raised as grievances. Other Codes of Practice 9For example, some College procedures, including the HR Codes of Practice on Discipline, Remedying Poor Performance, Probation, Reviewing Fixed-term Contracts, etc., make provision for you to present your side of things in a meeting and include a right of appeal. So if you wish to complain about a decision made under such a procedure, you should raise the matter at the appeal stage rather than raise a grievance. 10Sometimes staff feel that one of the HR procedures is being applied to them unjustly and seek to raise a grievance about that. But rather than lodge a grievance, you should raise your concerns during the hearing and if need be at an appeal. In practice your concerns will form part of your defence or appeal. The issues you raise will be considered by the managers dealing with the case at the same time as they hear any evidence against you. Other Specific College Procedures 11Sometimes the College has a procedure which is tailored to deal with a specific issue. For example, the College has a dedicated procedure for investigating an allegation of Misconduct in Academic Research, such as plagiarism, complaints about students can be made under the Code on Student Discipline, etc. 12If the College has such a procedure you should use that (rather than the grievance procedure) since it will have been shaped to consider and take account of all the matters appropriate to that issue. Employees of the College 13You must be working for the College to raise a grievance. Students have their own complaints procedure. They cannot use the grievance procedure (unless they are also employed by the College -and they wish to complain about an issue that relates to their employment rather than their studies). Former employees can use the grievance procedure provided the matter is raised within 3 months of their leaving. The college will deal with such a grievance using a simplified process. �Whistle-blowing� 14Sometimes people want to raise serious complaints about matters of public concern rather than the way they themselves have been treated. For example, a person may wish to raise concerns about such things as financial irregularities, examination malpractice, criminal or unethical conduct, etc. The College has a Whistle-blowing Procedure which you can use to make confidential reports of such matters. The grievance procedure is not an appropriate way to deal with such issues. The next steps 15If you are a member of a trade union, it is often helpful to take advice before completing the form. Once it is complete, sign and date it, then copy it and keep a copy. Then raise the matter with the appropriate manager [see above]. Grievance Form Initiating Action Grievance Form Initiating Action Grievance Form Initiating Action Describe any incidents Date of incident Description Date of incident Description Date of incident0 Description Date of incident Description Please summarise your complaint What is it about these incidents that you are complaining about? Action already taken Briefly describe what you have already done to raise and resolve the issue: Preferred approach to resolving the issue No blame approach Sometimes, an employee may simply want the treatment of which they are complaining to stop. Sometimes, seeking to apportion blame may raise the stakes and thus get in the way of finding a practical and effective remedy to a grievance. However, in some cases, the College may have an over-riding duty to take action under the disciplinary procedure or to involve audit, or other external agencies such as the police. Such cases are not appropriate for a �no blame� approach. 17Please indicate your preference: Yes, I want the grievance to be handled using a no-blame approach No, I do not want the grievance to be handled using a no-blame approach Other options for resolving the grievance How do you think the remedy you have outlined above can be achieved? Arbitration Mediation Counselling for some or all of the staff involved (More information about the processes above is set out in the document Key Concepts: Grievance, available on the HR web-site or from the HR Department.) Some other plan of action (please say what below) Signature and Declaration 1 I declare that I am raising this matter in good faith and that the details I have given are accurate to the best of my knowledge. 2 The matter can be properly dealt with under the Grievance procedure and is not about: �a a decision taken under a procedure which offers a right of appeal �b a decision to apply an HR Code of Practice �c work issues over which the College has no discretion or authority. Signature Date