Grievance Policy & Procedure

1. Introduction

1.1 The Bristol Cable actively encourages constructive and cooperative working relationships. The organisation believes that any employee who considers they have a grievance should have it examined quickly, fairly and effectively. The Bristol Cable aspires to be reasonable and proportionate in the way the organisation deals with grievances.

1.2 This policy and procedure is non-contractual and may be amended from time to time.

1.3 Grievances are concerns, problems or complaints that employees raise with their employers.

2. Informal process

2.1 The purpose of this process is to attempt to deal with concerns informally. Staff are encouraged to first discuss concerns with colleagues and if this does not resolve the issue to use the conflict resolution process.

2.2 If this does not resolve the issue to the complainant’s satisfaction, staff can then begin the six-step formal grievance procedure, as outlined below.

3. Formal procedure

3.1 This procedure is to formally resolve any issues that are either too serious to be dealt with informally, or where an informal approach has been unsuccessful. We would not normally expect an issue to be raised in the first instance through this process.

3.2 A six-step grievance procedure is outlined below. Records of each stage of the process need to be maintained and held confidentially in accordance with data protection legislation.

3.3 Any part of the organisation affected by the grievance procedure will be informed about any possible impact on its work and the length of time that impact is expected to last.

Step 1. Verbal discussion of grievance

Employees may raise issues with their peer in the peer-to-peer scheme, or where this is not possible or desirable, with the Lead of the People Circle at any time, using this form. This helps concerns to be heard and responded to as soon as possible.

A record of the issue will be made by the peer and passed to the Lead of the People Circle, including any proposed resolutions. A representative from the People Circle will then meet with the employee to explore how to come to a resolution. In the event that the grievance is made by or about someone in the People Circle, the employee or their peer can speak with a Board Member to be nominated by the People and Governance subgroup of the Board of Directors.

The representative of the People Circle will also meet with any person(s) who are the subject of the grievance to hear their perspective on the grievance.

Step 2. Formal written statement of grievance

If the employee wishes formally to report a grievance, they need to send a written statement of grievance to the Lead of the People Circle (or in the case of the grievance directly concerning a member of the People Circle, to People and Governance subgroup).

The grievance should set out the facts and where possible give examples of the complaint, dates, copies of documents and names of witnesses.

Step 3: Grievance hearing

The People Circle Lead will hold a hearing with the employee, ideally within 5 working days of receiving the grievance, so that they have an opportunity to explain the grievance in further detail.

If there is a conflict of interest with the People Circle Lead, the People and Governance subgroup will appoint someone else to hold the grievance hearing.

The employee will be notified of the time and location of the grievance meeting in writing. They will be informed that they have the right to be accompanied by a companion (either a colleague or a trade union representative) at this grievance meeting.

The employee should state how he or she thinks the grievance should be resolved and what outcome he or she is seeking.

Step 4. Investigation

The People Circle Lead will begin an investigation if, following the grievance meeting, they feel they need further information. This will be a fact-finding exercise.

The aim of the investigation is to establish the full facts of the grievance before any decision is taken.

If the grievance involves other members of staff, they will be informed and given an opportunity to provide their own witness statement, and evidence if applicable.

Step 5: Decision

Having considered the evidence, the People Circle Lead will decide whether to uphold or reject the grievance.

This decision will be communicated to the employee, in writing, within 10 working days following the conclusion of the investigation.

The letter will also provide the employee with a right of appeal.

Step 6. Appeal

If the grievance has been rejected or partially rejected, the employee may appeal the decision in writing within 5 days of receiving the outcome of the grievance.

The appeal will be dealt with by an elected Board Member(s) who has not been involved in the previous decision regarding the grievance.

The employee will be notified of the time and location of the appeal meeting in writing. They will be informed that they have the right to be accompanied by a companion (either a colleague or a trade union representative) at this appeal meeting.

Most appeal hearings will be in the form of a review but they can take the form of a re-hearing if the basis of the appeal was flawed procedure, or evidence was not included in the original decision.

The employee will be informed in writing of the outcome of the appeal within 10 working days of the appeal meeting.

Authorisation and revisions

Created March 2018

Revised by: Hannah Vickers, Julia Beasley, July 2021

Authorised by Coordinators: October 2021

Authorised by Directors: December 2021

Policies should be reviewed every 2 years, unless:

• We approve a proposal that changes the policy

• There’s a change to the organisation that will change the policy

• There’s a change in the law that affects the policy