CAA Grievance Policy and Disciplinary Policy
This policy provides a framework for addressing employee grievances fairly, promptly, and consistently. It aims to foster a positive work environment by resolving issues that may arise within the workplace.
Scope
This policy applies to all volunteers and employees of the Commonwealth Association of Architects, regardless of their role or contract type.
Definition of Grievance
A grievance is any concern, complaint, or problem that an employee has regarding their work, working conditions, relationships, or other workplace issues.
Principles
• Confidentiality: All grievances will be handled confidentially, and information will only be shared with relevant parties
• Impartiality: The process will be conducted in an impartial manner, ensuring fairness for all involved.
• Timeliness: Grievances will be addressed promptly to avoid unnecessary stress or escalation.
• No Retaliation: Employees raising a grievance will not be penalized or subjected to retaliation for doing so.
Grievance Procedure
Employees are encouraged to follow the steps below to raise and resolve a grievance:
Step 1: Informal Resolution
Employees should initially raise their concerns informally with their immediate supervisor or manager. Many issues can be resolved quickly through open dialogue.
Step 2: Formal Grievance Submission
If the informal approach does not resolve the issue or is not suitable, employees may submit a formal grievance in writing to the Executive Director. The grievance should include:
• A clear description of the issue
• Any supporting evidence
• Suggested solutions
Step 3: Investigation
Upon receiving a formal grievance, the Executive Director will acknowledge receipt within 3 working days and conduct a thorough investigation. This may involve interviewing relevant parties and reviewing evidence.
Step 4: Outcome
After the investigation, the Executive Director will provide a written response detailing the findings, conclusions, and any proposed actions or resolutions within 10 working days.
Step 5: Appeal
If the employee is dissatisfied with the outcome, they may submit an appeal in writing to the President within 10 days. The appeal process will be conducted independently, and the final decision will be communicated in writing.
Disciplinary Procedure
Step 1: Informal Discussion
Minor misconduct or performance issues may be addressed informally through constructive feedback and discussion with the employee’s manager.
Step 2: Investigation
For more serious issues, the Executive Director will initiate a formal investigation to gather facts. Employees may be suspended with pay during this period if necessary.
Step 3: Disciplinary Hearing
If the investigation confirms misconduct, the employee will be invited to a disciplinary hearing. They have the right to be accompanied by a colleague or trade union representative.
Step 4: Decision and Outcome
After the hearing, a decision will be communicated in writing. Disciplinary actions may include:
• Verbal or written warnings
• Suspension without pay
• Demotion
• Termination of employment
Step 5: Appeal
Employees may appeal disciplinary decisions by submitting their appeal in writing to Council within 21 days. Appeals will be reviewed impartially, and the final decision will be provided in writing.
Record-Keeping
Records of grievances, investigations, disciplinary actions, and outcomes will be securely maintained for 5 years, in compliance with data protection laws.
Monitoring and Review
This policy has been approved by CAA Council. It will be reviewed annually to ensure its effectiveness and compliance with legal requirements.
• Date of last review : 10 April 2025
• Next review due : 09 April 2026