Grievance Procedure

Intent and Scope

Animal Think Tank’s (ATT’s) Grievance Procedure is part of the broader Conflict Transformation System, a restorative system guided by these principles (insert hyperlink).

The Conflict Transformation System aims to enable ATT and its members to engage with tensions and conflict healthily and productively by providing a clear system (including practices and processes) for walking towards and transforming conflict in order to help ATT and its members work fluidly and effectively towards ATT’s mission. As part of this system, this Grievance Procedure seeks to provide a quick, fair and transparent process for formally addressing grievances (concerns, problems or complaints)* and applies to all ATT members.

We hope that by having a well-defined Conflict Transformation Process, and supporting members to walk towards conflict productively, most issues will be successfully transformed informally, without needing to escalate them to become formal employment matters through the raising of a formal grievance.

However, those grievances the Conflict Transformation Process is unable to address successfully, or which are deemed particularly serious or complex, and which involve members who work 20 or more hours per week, will be escalated to become a formal employment matter, as outlined below.

Complaints that relate to discrimination or harassment will be dealt with under the Respect in the Workplace Agreement.

Complaints of misconduct will be investigated and dealt with under the Disciplinary Procedure. Any complaints that you may have regarding disciplinary action taken against you should be referred to the appeal part of the Disciplinary Procedure.

*Grievances could be about almost anything e.g. if you're not given a role when you think you should be, the behaviour of your colleagues, or health and safety issues.

Procedure

Dealing with grievances informally

If you have a concern, problem or complaint to do with your work or the people you work with you should, wherever possible, start by following steps 1-4 in the Conflict Transformation Process: 1. Personal Reflection; 2: Seeking individual support from your steward; 3: Communicating directly with the person involved; 4: Having a supported conversation with the person.

If these steps have not resolved the issue or are not appropriate for the situation and you need more formal support, move to Step 5 by contacting the Conflict Transformation Team to explain the situation and decide on next steps together.

Raising a formal grievance

If the matter is serious and/or you wish to raise the matter formally you should set out the grievance in writing to the People and Culture Circle who will assign a Designated Person to your case. A Designated Person is a member of ATT or trusted external individual who ATT determines is qualified to receive and investigate grievance complaints. The written grievance will form the basis of the subsequent grievance appeal and so should clearly set out both the nature of your grievance and indicate any outcome that you are seeking.

You should stick to the facts and avoid language that is insulting or abusive. You should check any assumptions you have made, including those about the intentions behind people’s actions.

Before proceeding to a formal grievance hearing, it may be necessary to investigate any allegations you make, although the confidentiality of the grievance process will be respected wherever possible. You will be given a copy of any evidence gathered before the formal grievance meeting for you to consider your response.

Grievance meeting

The Designated Person assigned to your case will then call you to a meeting, as soon as possible, and without any undue delay, to discuss your grievance. You have the right to be accompanied by a colleague or trade union representative at this meeting if you make a reasonable request.

During the hearing you will be asked to set out the nature of your grievance, the resolution you are seeking, and any investigation information will be discussed. Whilst you will be given every opportunity to explain your case fully, you should try to confine your explanation to matters that are directly relevant to your complaint. After the meeting the Designated Person will consider all the information and - in consultation with the People and Culture Circle (or another role holder or Circle as appropriate) - will determine the best way to resolve the matter and implement next steps as necessary. They will give you a decision in writing, setting out any action ATT proposes to take to resolve your grievance, normally within 5 days. This consultation step is intended to provide a form of checks and balances during the decision-making process as a resolution is sought.

If it is necessary to gather further information before making a decision the role holder assigned to your case will inform you of this and the likely timescale involved.

Appeal

If you are unhappy with the decision of the grievance meeting and you wish to appeal you should make your appeal in writing, within 5 working days of being notified of the outcome, to the People and Culture Circle. It should clearly set out the basis of your appeal, and what resolution you are seeking.

You will be invited to an appeal meeting as soon as possible, and your appeal will be heard by the most appropriate role holder who has not been involved in the case e.g. the People and Culture Circle Lead, the General Circle Lead or someone from the Mission Circle. In certain circumstances it may be appropriate to bring in an external person to carry out the appeal. You have the right to be accompanied by a colleague or trade union representative at this meeting if you make a reasonable request.

After the appeal hearing you will receive a decision in writing, normally within 48 hours. This decision is final.

Responsibility

• The People and Culture Circle will regularly review this procedure and make any changes needed.

• All changes must be approved by the Mission Circle.

• The People and Culture Circle is responsible for implementing this procedure.

Additional Resources

This policy is written in accordance with the ACAS Code of Practice (CoP) on disciplinary and grievance procedures. The ACAS CoP sets out principles for handling disciplinary and grievance situations in the workplace and will be used to guide the process where needed. Grievances are concerns, problems or complaints that employees raise with their employers. The Code does not apply to dismissals or the non-renewal of fixed-term contracts on their expiry.

The ACAS Discipline and Grievance Guide provides more detailed and practical advice and guidance that employers and employees will often find helpful both in general terms and in individual cases.

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