Page 30 - ITM Employee Handbook September 2020

3.1.2 Stage 1
The initial complaint must be made on a one-to-one basis with the employee's manager/supervisor.
Where an employee feels that they are unable to state the problem or their case properly, they may
ask a representative to accompany them. A manager/supervisor will have a discussion with the
employee and will attempt to resolve the issue. A summary of the employee's complaint and solutions
proposed following the interview will be prepared, a copy of which will be given to you. If the matter
has been satisfactorily resolved, the summary of discussions will be placed on the employee's
personnel file for possible future reference.

3.1.3 Stage 2
When the job-related problem is not satisfactorily resolved, at Manager/Supervisor level or when the
problem relates to your immediate superior's conduct, you may raise the matter in writing with the
next level of management. A MANAGER will acknowledge receipt of the grievance, in writing, where
practicable within 5 working days. A MANAGER will meet with the employee concerned to discuss the
grievance. Where an employee feels that they are unable to state the problem or their case properly,
they may ask a representative to accompany them. The Management shall prepare a summary of the
employee's complaint and solutions proposed following the interview, a copy of which will be given
to all concerned. If the matter has been satisfactorily resolved, the summary of discussions will be
placed on the employee's personnel file for possible future reference. The aim is to reach a satisfactory
solution.

3.2.3 Stage 3
This is the final stage. If the matter is still unresolved you should raise the matter in writing with a
MANAGER who will acknowledge receipt of the grievance, in writing, where practicable within 5
working days. At this stage the MANAGER may invite an independent and suitably competent third-
party, such as a human resource specialist, into the process Where an employee feels that they are
unable to state the problem or their case properly, they may ask a representative to accompany them.
A full investigation into the job-related problem will be conducted. A MANAGER shall prepare a
summary of the employee's complaint and solutions proposed following the interview, a copy of which
will be given to all concerned. This decision will be final and there will be no further consideration of
the grievance within the Company. Should the employee wish to pursue the matter further they may
refer the issue to an appropriate external forum.

In the event of issues arising, which cannot be immediately resolved, and in order that the Company
may investigate the matter fully and without prejudice in accordance with the above procedure, it
may be necessary and appropriate to suspend employees with pay during the period of investigation.
All employees involved in the investigation are expected to respect the need for confidentiality. Failure
to do so will be considered a disciplinary offence.

In all stages of the grievance procedure confidentiality is essential.

3.2.4 Grievances during disciplinary procedures
If an employee raises a grievance, where the reason for the grievance is actual disciplinary action by
the Company, we will hear the grievance as part of a disciplinary appeal hearing (see 3.1.6 Appeals).
In the event that the Company is notified of the grievance after an appeal hearing has been held, a
separate grievance meeting will be held.

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