UWCAtlantic(theCollege)recognisesthatpositiveworkingrelationshipsarecentraltoourmission of promoting peace, understanding and collaborative action. We acknowledge that, at times, concerns or disagreements may arise. This policyoutlineshowemployeesmayraiseandresolve grievances in a manner that is fair, compassionate, transparent,andtimelyandwhichmaintains the dignity of everyone involvedintheprocess Theaimofthepolicyisforconstructivedialogue andresolutioninthefirstinstance (unlessamatterispotentiallysoseriousastowarrantinitiating theprocedureattheformalstage).
Wherever possible, concerns should be addressed at the lowest appropriate level,throughopen and respectful dialogue. Resolving issues early helps to preserve relationships, supports the wellbeing of individuals and the wider community and reflects our commitment to the UWC MissionandValues.Employeesandmanagersareencouragedtoworktogethertofindconstructive solutionsbeforeprogressingtoformalprocedures
Concerns raised through this policy will be treated sensitively and without prejudice to any employee who raises them in good faith All grievance proceedings must be treated with strict confidentiality. Breaches of confidentiality may themselves result in disciplinary action. Any grievance found to be malicious or vexatious may be addressed under theCollege’sDisciplinary Policy.
The College promotes a culture in which all individualsfeelsafeandabletospeakopenlyabout concerns that affect theirworkorworkingrelationships Weencourageemployeesandmanagers toengageinmeaningfuldialoguegroundedincuriosity,empathy,andmutualrespect.
Formalproceduresshouldonlybeusedwhereinformalresolutionhasnotbeenpossible,orwhere the matter is sufficiently serious. Matters relating to disciplinary or capability decisions are managedundertheCollege’sDisciplinaryandCapabilityprocedures.
This policyisguidedbytheprinciplesoftheACASCodeofPracticeonDisciplinaryandGrievance Procedures.
Employeesareencouragedtoraiseconcernsattheearliestopportunitywiththepersonwithwhom they have a concern.Earlyconversationscanpreventmisunderstandingsandhelpmaintaintrust and respect within working relationships.Informaldiscussionsshouldtakeplaceinasupportive, confidentialenvironment
Most issues can usually be discussed and dealt with satisfactorily within the course of normal workingrelationships.Wherepossible,problemsshouldbediscussedinaninformalsettingbefore theydevelopintomajorproblems.
Where more support may be required then individuals should discuss with their line manager and/or a member of thePeople&Cultureteamtoseektheirsupportandinsightstohelpresolve the matter. They should listen carefully, seek to understand the employee’s perspective, and explore potential solutions together Where appropriate,abriefrecordoftheinformaldiscussion mayberetainedontheemployee(s’)PeopleandCulturepersonalfiletoensurethereisareference point,whilemaintainingconfidentialityandtrust.
WhereanemployeefeelstheycannotraiseamatterorgrievancedirectlywiththeirManager(thisis more likely to happen if the grievance is with them), then they should talk to a member of the People&Cultureteamonaninformalbasisinthefirstinstance. Theymaysuggestinformalwaysof resolvingtheissue,includinginvolvinganeutralthirdpartywhereappropriate.
1.2 Mediation
Where appropriate, the College may offer mediation. Mediation is voluntary and involves an impartial mediator supporting those involved to rebuild understanding and identify mutually acceptablesolutions.
UWC Atlantic believes that mediation, when used appropriately can offer a fresh approach and avoid the potentially destructive effects of drawn out conflict This approach is aligned withthe College’scommitmenttonurturingrelationshipsandresolvingconflictconstructively.
The mediator or mediators will meet withbothpartiesseparatelyinadvanceofameetingwhere they are brought together. They will help infacilitatingthediscussion,ensureeveryoneisheard, and help explore possible compromise solutions and workable outcomes. Mediation may be suggestedatanystageoftheprocess.
1.3WhenaFormalGrievanceMayBeNeeded
Ifinformalresolutionisnotpossible,oriftheconcernisseriousinnature,anemployeemayraisea formal grievance. The principles of fairness, impartiality and timely resolution will apply throughouttheformalprocess.
An Investigating Officer will be appointed.The employee will be invited to a formal meeting to discuss the grievance. The employee may be accompanied by a colleague or trade union representative.
2.4Outcome Employee Grievance Policy and Procedure
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Employee Handbook
Followinginvestigation,theInvestigatingofficerwillprovidetheemployeewithawrittendecision and, where relevant, an explanationofactionstobetaken Thiswillnormallybeprovidedwithin sevenworkingdaysofthefinalmeeting.
2.5Appeal
If an employee is dissatisfied with the decision, they may submit a written appeal within five workingdays.Appealsmaybebasedon:
TheappealshouldbesenttothePeople&Cultureteam,whowillassignittoanAppealManager, normally a member of the Leadership Team and not previouslyinvolvedinthecase.TheAppeal Manager will review the grievance andassociatedevidenceandholdanappealmeetingwiththe employee.ThedecisionoftheAppealManageratthisstageisfinal.
The Appeal Manager will arrange an appeal meeting within 10 working days or at the earliest opportunityofreceiptoftheemployee’srequest
The employee will be invited to attend the Appeal meeting and maybeaccompaniedbyhis/her TradeUnionrepresentativeorworkcolleague
At that meeting, the Appeal Manager will be entitled torequestandreviewanywrittenevidence andrepresentationsastothebasisoftheemployee’scomplaint/concerns.
It shall be the duty of the AppealManagertoinvestigatethesubstanceoftheemployee’sappeal and submissionsfromthemortheirrepresentativewithsuchothersubmissionsandevidence,as theyconsiderappropriate
The Appeal Manager who hears the appeal will provide the employee with a written response settingoutthefinaldecisionassoonaspossible,usuallywithin5workingdaysofthemeeting.
Employeeshavetherighttobeaccompaniedatallformalstagegrievancemeetingsbyacolleague or trade union representative Representativesmayspeakandaskquestionsbutmaynotanswer questionsontheemployee’sbehalf.
It is the employee’s duty to arrange for therepresentativetoattendwiththemandtoassessthe suitabilityoftheirchosencompanionorTradeUnionrepresentative.
Prior to the formal grievance meeting the employeemustinformPeopleandCulturewhomthey have chosen to act as their representative at the meeting. The employee is responsible for providingtheirrepresentativewithcopiesofanysupportingevidence/statements.
If an employee’s choice ofcompanionorTradeUnionrepresentativeisconsideredunreasonable, employeesmaybeaskedtochoosesomeoneelse,forexample:
a) If in the college’s opinion employees’ companion or Trade Union representative may have a conflictofinterestormayprejudicethemeeting;or
The College may appoint an external investigator where appropriate to ensure fairness or protectthose involved.Thefindingsandrecommendationswillbeconsideredbyanappropriateseniordecisionmaker.
