GRIEVANCE HANDLING POLICY
This policy refers to everyone in the company regardless of position or status.
Grievance definition
We define grievance as any complaint, problem or concern of an employee regarding
their workplace, job or coworker relationships.
Employees can file grievances for any of the following reasons:
Workplace harassment
Health and safety
Supervisor behavior
Adverse changes in employment conditions
This list is not exhaustive. However, employees should try to resolve less important
issues informally before they resort to a formal grievance.
Employees who file grievances can:
Reach out to their direct supervisor or HR department
File a grievance form explaining the situation in detail
Refuse to attend formal meetings on their own
Appeal on any formal decision
Employees who face allegation have the right to:
Receive a copy of the allegations against them
Respond to the allegations
Appeal on any formal decision
The company is obliged to:
Have a formal grievance procedure in place
Communicate the procedure
Investigate all grievances promptly
Treat all employees who file grievances equally
Preserve confidentiality at any stage of the process
Resolve all grievances when possible
Respect its no-retaliation policy when employees file grievances with the
company or external agencies (e.g. equal employment opportunity committee)
Procedures
Employees are encouraged to talk to each other to resolve their problems. When this isn’t
possible, employees should know how to file a grievance:
1. Communicate informally with their direct supervisor. The supervisor will try to
resolve the problem. When employees want to complain about their supervisor,
they should first try to discuss the matter and resolve it between them. In that
case, they’re advised to request an informal meeting. Supervisors should try to
resolve any grievance as quickly as possible. When they’re unable to do so, they
should refer to the HR department and cooperate with all other procedures.
2. If the grievance relates to a supervisor behavior that can bring disciplinary action
(e.g. sexual harassment or violence), employees should refer directly to the HR
department or the next level supervisor.
3. Accommodate the procedure outlined below
The HR department (or any appropriate person in the absence of an HR department)
should follow the procedure below:
1. Ask employee to fill out a grievance form
2. Talk with the employee to ensure the matter is understood completely
3. Provide the employee who faces allegations with a copy of the grievance
4. Organize mediation procedures (e.g. arranging a formal meeting)
5. Investigate the matter or ask the help of an investigator when needed
6. Keep employees informed throughout the process
7. Communicate the formal decision to all employees involved
8. Take actions to ensure the formal decision is adhered to
9. Deal with appeals by gathering more information and investigating further
10. Keep accurate records
This procedure may vary according to the nature of a grievance. For example, if an
employee is found guilty of racial discrimination, the company will begin disciplinary
procedures.
