1. The grievance procedure shall apply to all support staff, except to staff defined in Section XXV of the Statutes of the University.
2. The procedure is intended to assist the resolution of individual grievances in a fair, consistent and effective manner.
3. The University will make every effort to deal with individual grievances as quickly as possible and at the earliest possible stage in the procedure.
4. Employees who have an individual grievance have the right, other than at Stage one of the procedure,to be accompanied by a Trade Union Representative or by a work colleague of their choice.
5. In the case of a grievance being considered under Stage 3 of the procedure, an employee will be entitled to be represented by a full time officer of a Trade Union recognised by the University, to deal with such matters for that group of staff.
6. The procedure does not apply to matters which are normally subject to national terms and conditions of service or local agreements. The procedure should not be used for appeals against any decision reached under the disciplinary procedure, for any appeals against re-grading decisions, or against redundancy selection. Any such appeals should be raised under the separate and distinct procedures agreed for such matters. The procedure should also not be used for collective disputes. This procedure does not affect an employee’s right under Internal Dispute Resolution Procedures, set out in the University’s pension scheme.
7. It is the responsibility of Heads of Schools/Departments, in conjunction with Human Resources Management, to ensure that staff are aware of this procedure. This will be done by giving existing staff their own copy of the procedure and by issuing a copy to all new staff on commencement of their employment.
8. Staff in Human Resources will provide advice and guidance to Heads of Schools/Department, Supervisors and employees on the operation of the procedure.
9. For issues involving complaints of harassment, the Code of Practice and Guidelines for dealing with Harassment should be referred to. This does not affect an individual’s right to invoke the University’s formal Grievance Procedure at any time.
10. The timescales referred to in the procedure may, by mutual agreement, be treated flexibly, and meetings held at any stage may be adjourned to allow for further investigation.
1. If an employee has a grievance relating to his/her employment, the matter should be raised initially with the employee’s immediate Supervisor. The grievance should be raised orally in the first instance.
2. In the event that the grievance relates to the employee’s immediate Supervisor, stage two of the grievance procedure may be invoked immediately.
3. The Supervisor will enquire into the grievance and attempt to resolve the complaint informally within five working days of the grievance being raised. The Supervisor will inform the employee of his/her decision within five working days following receipt of the complaint. The decision will normally be communicated verbally to the employee. However, the Supervisor should make a written record that an issue has been raised and dealt with at this stage.
4. If the matter is not resolved during this stage and the employee remains aggrieved, he/she may progress the grievance to stage two of the procedure within five working days.
1. If the grievance has not been resolved at stage one, the employee may refer the grievance in writing to the appropriate Head of School/Department. The written grievance shall provide full details of the complaint.
2. The Head of School/Department will acknowledge receipt within five working days stating when the meeting is to be arranged. The meeting will be attended by:-
- The Head of School/Department who may request a member of the Human Resources Management Team to be present.
- The employee who may be accompanied by a local Trade Union Representative or by a work colleague.
In the event of the Head of School/Department not being available, a nominated deputy will hear the grievance.
3. The Head of School/Department will consider the issues raised at the meeting and will issue a written decision within ten working days.
4. If the grievance is not resolved to the satisfaction of both parties during this stage, the employee may request in writing that the grievance progress to stage three of the procedure. This request should be submitted within five working days.
1. If the grievance has not been resolved at stage two, the employee may refer the grievance in writing to the University Secretary-Registrar.
2. The University Secretary-Registrar will acknowledge receipt of a grievance within five working days and a meeting will be arranged to hear the grievance within fourteen working days. The meeting will be attended by:
- The University Secretary-Registrar
- The Director of Human Resources or a designated representative
- The employee who may be accompanied by a Trade Union Representative, or by a work colleague
3. The Secretary-Registrar will consider the issues raised at the meeting and will issue a written decision within ten working days.
Appeal to University Council
If the matter is not resolved through the formal procedure, the employee may appeal to Council. Council has agreed the following procedure for the hearing of such appeals:-
I. The employee must notify the University Secretary-Registrar in writing and must state the grounds for the appeal and give details of the attempts which have been made to resolve the matter with the Officers of the University.
II. It is the responsibility of the Pro-Chancellor to appoint a Committee of three Council members, one to be the Chair, to hear the appeal and to recommend what action, if any, Council shall take on the matter. The terms of reference shall be decided by the Pro-Chancellor and confirmed by Council at its next meeting.
III. A Secretary of the Committee shall be appointed from the staff of the Registry, and the Secretary shall have no previous involvement in the matter which is the subject of the appeal.
IV. The Committee shall proceed on the basis given below:-
A) The employee shall be present, accompanied, if he/she wishes by a Trade Union Representative or by a work colleague, and either or both shall present the employee’s grievance.
B) The University’s representatives shall be the Head of Department, and the University Secretary Registrar, and either or both shall present a case for the University.
C) Each party shall present its case in the presence of the other party. Both parties may question each other through the Chair.
D) Having heard the cases, the Committee, before arriving at a decision, may call upon any member of the University whom it considers can provide additional information. He/she will be heard in the presence of both parties who may ask questions through the Chair.
E) The Committee shall then prepare its report to Council and a copy of this shall be sent to all parties involved.
F) The employee shall be notified that he/she and, if he/she wishes, his/her representative, also have the right to attend that part of the meeting of Council at which the report is to be considered and to speak at any meeting. They will withdraw before the report is discussed. Any other parties present who have an interest should declare that interest and may be required by the Chair of the Council to withdraw.
G) This will be the final level at which a grievance may be addressed under the terms of the procedure.
Grievance3 (Approved by Council 16 12 98)
Last saved: Last updated at 2:35 pm on 16 Oct 2008