Page 29 - EQA Employee Handbook

3.2.1 Stage 1
The initial complaint must be made on a one-to-one basis with the employee's Manager. 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 Manager will have a discussion with the employee and will
attempt to resolve the issue. The Manager shall prepare a summary of the employee's complaint and
solutions proposed following the interview, 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.

3.2.2 Stage 2
When the job-related problem is not satisfactorily resolved, at Manager 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. The Manager will acknowledge receipt of the grievance, in writing, where practicable
within 5 working days. The 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 the
Chief Executive who will acknowledge receipt of the grievance, in writing, where practicable within 5
working days. At this stage the Chief Executive 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. The 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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