Grievance Procedure

Sherburn in Elmet Community Trust

VOLUNTEER & EMPLOYEE GRIEVANCE POLICY & PROCEDURE

  1. Purpose and scope

This document sets out the policy and principles to be used to deal with grievances raised by any of it’s Volunteers or Employees

The Trust hopes to resolve grievances as quickly as possible to the satisfaction of the person concerned and their colleagues. It is hoped that most grievances will be resolved informally but, where this is not possible, individuals should use this formal grievance procedure.

2. Principles

Each step of the process will take place without unreasonable delay.  

Meetings will be at a reasonable time and location to suit the individual who must take reasonable steps to attend.

At formal grievance and appeal meetings the individual has the right to be accompanied by a companion of their own choice. The companion is allowed to address the hearing, put the  individual’s case and sum it up but cannot answer questions on their behalf.

Confidentiality will be maintained; only those who need to know about the grievance will be informed.  The data protection policy will be followed at all times.

After the grievance and regardless of the outcome, all those involved are expected to work together in a positive manner. Support will be provided as needed.

3. Procedure

Informal stage

If an individual Employee or Volunteer has a grievance he or she should discuss it informally with their Line Manager or Team Leader in the first instance in order to settle the grievance if possible. Similarly a Team Leader should raise the matter with one of the Volunteer Managers.

Formal Stage

1. The individual can escalate the matter by putting their grievance in writing to the Line Manager, Volunteer Manager or Community Centre Manger(CCM) as appropriate, who will again attempt to resolve the issue. This written statement should include the reasons for their grievance, suggestions for how it could be resolved and the desired outcome.

2. If necessary, the Line/Volunteer Manager/CCM will invite the employee/volunteer to a meeting to discuss the grievance. The individual will be informed of their right to be accompanied by a companion of their choosing.  During the meeting the individual will be allowed to explain their grievance and how they think it should be resolved. If needed the meeting may be adjourned for any investigation that may be necessary.

3. After investigating and considering all the facts raised in the grievance meeting, the Line/Volunteer Manager/CCM will inform the individual in writing of the decision, and of the right to appeal and the time scales in which to do so.

Appeal stage

If the individual is not satisfied with the response, he or she may appeal against the decision in writing, to the Trustee responsible for Human Resources, Mr Les Wake.

The Individual should do this within 5 working days of receipt of the letter confirming the outcome of the grievance hearing.  Mr Wake will nominate one other Trustee (who has not so far been involved) to join him in holding an appeal hearing. Again the individual will have the right to be accompanied by a companion of their choosing. After the appeal hearing the Individual will be given a written response within 5 working days.

Investigations

The Trust is committed to ensuring that all grievances are fully investigated. Before a decision can be reached, it may be necessary to carry out interviews with third parties such as witnesses, colleagues and other stakeholders, as well as analysing written records and information.  

Overlapping grievance and disciplinary cases

Where an Employee or Volunteer raises a grievance during a disciplinary process, the disciplinary process may be temporarily suspended to deal with the grievance. In circumstances where the grievance and disciplinary issues are related it may be appropriate to deal with them concurrently. The Trustees will decide on the most appropriate way of handling overlapping disciplinary and grievance situations.

The grievance procedure should not be used for appeals against disciplinary decisions, as that is the purpose of the disciplinary appeals procedure.

This Policy was adopted at the meeting of Trustees held on 17th July 2018