Grievance Policy and Procedures

The document titled 'Grievance Policy and Procedures' is of utmost importance in ensuring a fair and just work environment for the employees of Account Job Company. This policy aims to provide a mechanism for employees to file formal complaints or grievances related to various aspects of their employment. The document begins with a detailed introduction, outlining the purpose and objectives of the policy.

 

The policy covers a wide range of potential grievances that employees may have during the course of their employment. These include but are not limited to discrimination based on age, disability, gender, religion, sex, sexual orientation, or medical record. It also addresses concerns related to health and safety, bullying or unjust behavior by another employee, working conditions, working hours, and any other matter relating to employment.

 

The scope of the policy extends to all levels of employees, including those under fixed-term contracts, permanent contracts, part-time contracts, interns, and casual workers. It is important to note that this policy does not form part of any employee's contract of employment and the company reserves the right to amend its content at any time.

 

The document emphasizes the confidentiality of any complaint or grievance filed under this policy. All matters connected to the grievance will be kept strictly confidential and will only be divulged on a 'need to know' basis. Confidential records of the grievance will be maintained in the employee's personnel file in accordance with applicable data protection laws.

 

The policy provides a step-by-step procedure for employees to follow when filing a formal grievance. It encourages employees to first attempt to resolve the issue through an informal discussion with their immediate manager. If the issue concerns the manager, the employee may approach the senior manager or the Human Resources (HR) department. If the informal discussion does not resolve the grievance, the employee may proceed with the formal procedure.

 

The formal procedure requires the employee to submit the grievance in writing to the manager or HR representative without unreasonable delay. The written grievance should include details such as the nature of the grievance, the date or time it occurred, the names of any witnesses, and any other relevant information. Upon receiving the written grievance, the manager or HR representative will promptly notify the head of HR.

 

Within 15 days of receiving the notice of the written grievance, the head of HR will appoint an impartial personnel with sufficient experience to thoroughly investigate the grievance. The investigation may involve requesting changes in work arrangements for the aggrieved employee. The findings of the investigation will be recorded in writing and submitted to the head of HR for a decision.

 

The document emphasizes that grievances made in good faith will be fully supported by the company, regardless of the conclusion of the grievance. There will be no reprisals against employees who file a grievance. However, grievances filed in bad faith may be classified as misconduct and may lead to dismissal at the discretion of the company. The policy also addresses the issue of retaliation or victimization against those involved in the investigation, stating that such actions will result in disciplinary action.

 

Upon receiving the investigation report, the head of HR will provide a written response to the grievance within 15 days. The document also outlines the employee's right to appeal a decision on a grievance. The employee may appeal in writing within 7 working days of receiving the decision. The appeal will be reviewed by an impartial personnel nominated by the head of HR, and the final decision on the appeal will be provided in writing within 30 days.

 

For further information or guidance, employees are advised to contact their HR representative. The document concludes by stating the revision date of the policy, indicating that it replaces any previous versions of the grievance policy and procedures.

How to use this document?

1. Engage in informal discussion: If you have a grievance, try to resolve it through an informal discussion with your immediate manager. If the issue involves your manager, approach the senior manager or the HR department.

2. Submit a written grievance: If the informal discussion does not resolve your grievance, submit a written grievance to your manager or HR representative without unreasonable delay. Include details such as the nature of the grievance, the date or time it occurred, names of witnesses, and any other relevant information.

3. Investigation process: Upon receiving your written grievance, the head of HR will appoint an impartial personnel to thoroughly investigate the grievance. During the investigation, changes in work arrangements may be requested.

4. Decision by the head of HR: The findings of the investigation will be recorded in writing and submitted to the head of HR for a decision. The head of HR will provide a written response to your grievance within 15 days.

5. Appeal process: If you are not satisfied with the decision, you have the right to appeal. Submit a written appeal within 7 working days of receiving the decision to the head of the HR department. An impartial personnel will review the appeal and provide a final decision within 30 days.

6. Confidentiality and protection: Your grievance will be treated confidentially, and there will be no reprisals for filing a grievance in good faith. However, grievances filed in bad faith may be classified as misconduct. The company will take appropriate measures to protect you from retaliation or victimization.

7. Contact HR representative: If you have any questions or need further guidance, contact your HR representative.

8. Stay updated: Note the revision date of the policy, as it replaces any previous versions of the grievance policy and procedures.