Grievance Procedures for Stage 2

 

This procedure provides an open and fair way for members to make known their problems and enables grievances to be resolved quickly before they fester and become major problems.

The procedure recognises that most routine complaints and grievances are resolved informally in discussions within the group. This will be dealt with sympathetically and promptly.

Stage 2

If the matter is not resolved to your satisfaction, you should put your grievance in writing to the Secretary of the E.D.C.F.R. You and the party which the grievance is against will be entitled to have a separate meeting with the Secretary and the Committee member from Stage 1. This meeting will be minuted and the decision given to both parties within 14 working days of the grievance being received.

You and the party which the grievance is against can be accompanied at the meeting by a nominated person of your choice.

Procedures for the meeting with the party bringing the grievance:

            The date and time should be recorded on the paper record.

            The original notes from Stage 1 should be reviewed.

            Any information discussed about Stage 1 should be noted.

            When the meeting is finished the record must be signed and dated by both parties.

 

Procedures for the meeting with the party the grievance is against:

The date and time should be recorded on the paper record.

The grievance should be read out, this should include the explanation.

After hearing the grievance any solutions should be discussed and any solutions agreed upon should be recorded. This could include:

            Helping the member comply with the solutions agreed.

            Explaining to the member why this is causing a problem.

Point out possible pathways of action if this is not resolved, including disciplinary procedures.

           

The time period at each stage may be varied by mutual consent.

Records

Records should be kept in a sealed envelope, (this will be sealed by the Committee member from each Stage) detailing the nature of the grievance raised, the group’s response, any action taken and the reason for it. These records should be kept confidential and retained in accordance with the Data Protection Act 1998, which requires the release of certain data to individuals on their request.

Copies of any meeting records should be given to the individual concerned although in certain circumstances some information may be withheld, for example to protect a witness.

These records will be kept for 5 years. After that date the records will be given back to the individuals concerned.