UKATA Grievance Procedure

Introduction

The primary purpose of this grievance procedure is to enable employees to air any concerns that they may have about practices, policies or treatment from other individuals at work or from the organisation, and to produce a speedy resolution where genuine problems exist. 

It is designed to help employees to take the appropriate action when they are experiencing difficulties, in an atmosphere of trust and collaboration.

Although it may not be possible to solve all problems to everyone’s complete satisfaction, this policy forms an undertaking by the organisation that it will deal objectively and constructively with employee grievances, and that anyone who decides to use the procedure may do so with the confidence that their problem will be dealt with fairly.

This grievance procedure is not a substitute for good day-to-day communication where we encourage employees to discuss and resolve daily working issues in a supportive atmosphere. Many problems can be solved on an informal footing very satisfactorily if employees are prepared to keep the channels of communication between themselves open and working well. 

This procedure is designed to deal with those issues that need to be approached on a more formal basis so that every route to a satisfactory solution can be explored and so that any decisions reached are binding and long lasting.

This grievance procedure is entirely non-contractual and does not form part of an employee’s contract of employment.

Procedure

If you cannot settle your grievance informally, you should raise it formally. This procedure has been drawn up to establish the appropriate steps to be followed when pursuing and dealing with a formal grievance.

Stage 1

• In the event of your having a formal grievance relating to your employment you should, in the first instance, put your grievance in writing and address it the Chair of the Board of Trustees, making clear that you wish to raise a formal grievance under the terms of this procedure. Where your grievance is against you’re the Chair of the Board of Trustees, your complaint should be addressed to an alternative Board member. This grievance procedure will not be invoked unless you raise your grievance in accordance with these requirements.

• The Board of Trustees will appoint a committee to hear your grievance and they will then invite you to attend a grievance meeting to discuss your grievance. You have the right to be accompanied at this meeting by a trade union official or a work colleague of your choice. Every effort will be made to convene the grievance meeting at a time which is convenient for you and your companion to attend. If this means that the meeting cannot be held within a reasonable period (usually within five working days of the original date set), we ask that you make arrangements with another companion who is available to attend.

• You must make every effort to attend the grievance meeting.

• At the meeting, you will be permitted to explain your grievance and how you think it should be resolved.

• Please note that it is prohibited for you to record (whether covertly or otherwise) the proceedings at the grievance meeting, and at any appeal meeting, without the express permission of the organisation.

• Following the meeting, we will endeavour to respond to your grievance as soon as possible and, in any case, usually within five working days of the grievance meeting. If it is not possible to respond within this time period, you will be given an explanation for the delay and be told when a response can be expected. You will be informed in writing of the decision on the grievance and notified of your right to appeal against that decision if you are not satisfied with it.

Stage 2

• In the event that you feel your grievance has not been satisfactorily resolved, you may then appeal in writing to the Chair of the Board of Trustees within five working days of the grievance decision. You should also clearly set out the grounds for your appeal.

• On receipt of your appeal letter, a different committee of Trustees (which may include the Chair), or an independent chairperson appointed by the organisation will make arrangements to hear your grievance at an appeal meeting and at this meeting you may again, if you wish, be accompanied by a trade union official or a fellow employee of your choice.

• You must make every effort to attend the grievance appeal meeting.

• Following the meeting, the organisation will endeavour to respond to your grievance as soon as possible and, in any case, within five working days of the appeal hearing. If it is not possible to respond within this time period, you will be given an explanation for the delay and be told when a response can be expected. You will be informed in writing of the decision on your grievance appeal.

• This is the final stage of the grievance procedure and that decision shall be final.

Disciplinary issues

If your complaint relates to your dissatisfaction with a disciplinary, performance review or dismissal decision, you should not invoke the grievance procedure but should instead appeal against that decision in accordance with the appeal procedure with which you will have been provided.

In the event that the organisation discovers a grievance raised by you is malicious, fabricated or falsified it reserves the right to take disciplinary action against you. 

Please note that this may result in dismissal on the grounds of gross misconduct.