Grievance policy 

 

We believe that grievances should be settled quickly, fairly and at the lowest possible level within the setting, whilst allowing employees the opportunity to appeal to a higher level if necessary. 

➢ The procedure covers all employed staff in our settings with direct employment that has a grievance. It 

covers all matters which may become a source of grievance. 

➢ Employees are entitled to be accompanied at a grievance meeting by a trade union representative or by 

a work colleague. 

➢ We encourage free interchange and communication between the management and team. This ensures that questions and problems can be aired and resolved quickly and that grievances are settled informally. 

Formal procedure 

➢ Step 1 - Statement of grievance 

Employees must provide in writing, the nature of the alleged grievance and send the written complaint to the Management Committee. 

➢ Step 2 - The grievance meeting 

○ Normally within 5 working days of receiving the grievance, the Manager/Owner will write to the employee, inviting them to attend a meeting where the alleged grievance can be discussed. The meeting should be scheduled to take place as soon as reasonably possible. 

○ Employees are required to take all reasonable steps to attend the meeting. However, should, for a reasonably unforeseen reason, either the employee, their companion or a member of the management committee is unable to attend the meeting, it must be rearranged. 

○ Should an employee’s companion be unable to attend then the employee should make contact within 5 days of the date of the letter to arrange an alternative date that falls within 10 days of the original date provided. These time limits may be extended by mutual agreement. 

○ At the meeting the employee must restate to the members of the management team hearing the grievance what the basis for complaint is and how they would like to see it resolved. 

○ If it is necessary to investigate any new facts then the meeting may be adjourned whilst information is gathered. 

○ After the final meeting, the members of the management team hearing the grievance must write to the employee informing them about any decision and offering the right to appeal. This letter should be sent within 5 days of the grievance meeting and should include the details of how to appeal. 

➢ Step 3 - Appeal 

○ Should the employee consider that the grievance has not been satisfactorily restored, then they must set out their grounds for appeal in writing within 7 days of the receipt of the decision letter, confirming that they wish to appeal against the decision or failure to make a decision. 

○ Within 5 days of receiving an appeal letter, the employee should be written to inviting them to attend an appeal hearing where the alleged grievance can be discussed. The appeal meeting should be scheduled to take place as soon as reasonably possible. 

○ Employees are required to take all reasonable steps to attend the appeal hearing. However should, for a reasonably unforeseen reason, either the employee, their companion or a member of the Management team is unable to attend the meeting, it must be rearranged. 

○ Should an employee’s companion be unable to attend then the employee should make contact within 5 days of the date of the letter to arrange an alternative date that falls within 10 days of the original date provided. These time limits may be extended by mutual agreement. 

○ After the appeal meeting, the appeal hearing manager must write to the employee informing them of the Management team’s final decision. This letter should be sent within 10 days of the appeal hearing. 

○ This is the final stage of the procedure. 

Exceptions to the Procedures 

➢ The modified two-step process will apply in cases where the grievance procedure would otherwise apply but where the employment has ended and either: 

○ The setting was not aware of the grievance before the employment ended, or if the setting was aware, the standard procedure had not started or had not been completed by the time the employment ended; 

○ The parties must have agreed in writing that the modified, rather than the standard grievance procedure shall apply. 

➢ In these cases the following procedure should be undertaken: 

○ Modified step one - The employee is required to submit, in writing, the nature of the alleged grievance and send the written complaint to the management team, requesting that the modified procedure is followed. 

○ Modified step two - The manager is required to set out the response in writing and send it to the employee. 

CREATED: AUGUST 2019   REVIEWED: AUGUST 2021  NEXT REVIEW: AUGUST 2022