Grievance Procedure

Introduction

1.      It is recognised that from time to time a volunteer may have an Odyssians-related concern, problem or complaint which they may wish to raise. Such instances should be dealt with quickly, reasonably and as fairly as possible. Volunteers are encouraged to try to resolve grievances informally, including the use of mediation. A formal process is in place to deal with issues that cannot be satisfactorily dealt with informally.

 2.     If a volunteer who is subject to disciplinary proceedings raises a grievance it will usually be heard before the disciplinary process is concluded if:

  a.      the grievance is related to the disciplinary allegation or process,

b.      or the outcome of the grievance may have an impact on the outcome of the disciplinary hearing.

c.      If the grievance is unrelated then the disciplinary process will continue.

Responsibility and accountability

3.     The Trustees are responsible for the effective implementation of this procedure. Managers (camp leader and patrol leaders) will be accountable for ensuring this takes place in accordance with Odyssians policies.

Confidentiality

4.      This is not a confidential process. To investigate any allegations under this procedure it is likely that additional evidence will need to be sought from witnesses and other sources. Nevertheless, Odyssians will make every effort to ensure that any individuals who are the subject of these procedures are treated fairly and that information regarding specific cases is only made available on a need-to-know basis.

The nature of a grievance

5.      Issues that may cause a grievance include:

  a.      relations with other volunteers

b.     bullying or harassment

  c.      health and safety

d.     working environment

  e.     organisational or role change

f.       discrimination or unfair treatment.

 6.      The above serve as examples but are not exhaustive. A grievance cannot be used to challenge formal Odyssians policy.

Dealing with grievances

7.      All genuine grievances raised in good faith will be treated seriously. However, volunteers should be aware that they must not use the procedure to raise concerns without just cause, or with the intent of causing distress to others, in which case disciplinary action could result.

 8.      A volunteer should first attempt to resolve any complaint informally by discussing it with their line manager, or another suitable person. It is important that any issues or concerns are raised as soon as possible.

 9.      If the grievance concerns the volunteer’s line manager, the volunteer should raise their concern with the next level of management (camp leader), or one of the Trustees.

 10.   It should be noted, however, that the grievance procedure would not be applicable simply because a volunteer disagreed with a decision made by their line manager in the normal course of their duties.

 11.   The Grievance procedure should not be used to challenge dismissal or disciplinary action. That should be done via the appeal process as part of the disciplinary procedure.

 12.   There is a separate Whistleblowing procedure to enable volunteers to report illegal activities, wrongdoing or malpractice. However, a volunteer who is directly affected by such action or has been victimised for an act of whistleblowing may raise the matter under the Grievance procedure.

 13.   It may be appropriate for the matter to be dealt with by way of mediation, depending on the nature of the grievance. This involves the appointment of a third-party mediator, who will discuss the issues raised in the grievance with all of those involved and seek to facilitate a resolution.

Informal process

14.   If a volunteer considers that they have a grievance, they should discuss this with their line manager, who will attempt to resolve the situation on an informal basis. If the issue is regarding their line manager, then they should approach the next level of management or another manager. In most instances, situations can be resolved by the parties involved.

 When a volunteer is bringing a concern to the manager’s attention it is important to let the manager know:

  a.      the details of the concern (who or what it involves)

  b.     over what time period the cause of the grievance has persisted or when it first became a concern

  c.      what action has already been taken to resolve the matter

d.     how the concern/problem is affecting them or their work

  e.     what resolution they would like and how they think this may be possible.

Mediation

15.   Mediation will be used only where all parties involved in the grievance agree. Any agreement comes from those in dispute, not from the mediator. The mediator is not there to judge, to say one person is right and the other wrong, or to tell those involved in the mediation what they should do. Mediation can be considered at any stage of a dispute, and mediators can be accessed via the trustees.

 16.  The mediator is in charge of the process of seeking to resolve the problem but is not in charge of the outcome.

 17.  There are no hard-and-fast rules for when mediation is appropriate but examples of when it can be used are:

  a.      for conflict involving colleagues of a similar role, or between a line manager and their team

  b.     to rebuild relationships

c.      to address a range of issues, including personality clashes, communication problems, bullying and harassment.

 18.  It may not be suitable if:

a.      a decision about right or wrong is needed

  b.     the individual bringing a complaint wants it formally investigated

  c.      the parties do not have the power to settle the issue

  d.     one side completely refuses to shift their ground and using mediation will only raise unrealistic expectations of a positive outcome.

 19.  Mediation will be commenced within one week of the parties agreeing to the process.

Formal process

20.  If an informal process, which may have included mediation, has not resolved the grievance the volunteer should raise it formally in writing to their line manager. The volunteer should outline the nature of the grievance including, in their opinion, what actions would resolve the grievance. If the grievance is unclear the volunteer may be asked for clarification before any meeting takes place.

 21.  Where the grievance is against their line manager, the volunteer may approach one of the Trustees.

Investigation

22.  In some cases, it may be necessary to appoint an independent Investigating Officer (IO). This will depend on the nature and complexity of the grievance. Generally, an IO will be appointed if:

         a.      there is a lot of data to be gathered and analysed

b.      and/or multiple witnesses to be interviewed

c.      and/or an independent view is needed.

 23.  The IO will be a manager at a similar level to the volunteer’s line manager but slightly removed from the issues.

 24.  The IO will be responsible for investigating the complaints made, including the events surrounding or leading up to submission of the complaint. The investigation will be completed within four weeks of the grievance being raised.

 25.  The IO will need to meet with the volunteer to ascertain any further details regarding the grievance. They may also meet any witnesses that are identified to obtain information or evidence in support of the grievance. The IO will compile a report containing a written summary of their findings, details of any witnesses interviewed including interview notes and recommendations regarding next steps.

 26.  The process from the formal grievance being lodged to the conclusion of the investigation should not take longer than four weeks.

Right to accompaniment under the procedure

27.  Where the grievance is not resolved informally, the volunteer will be informed in writing that at subsequent stages in the procedure they may elect to be accompanied by a fellow volunteer or family member. If the companion cannot attend a proposed date, they can suggest an alternative date and time as long as it is reasonable and not more than one week after the original date.

Grievance hearing

28.  If the investigation finds no substance to the grievance, then the volunteer and other relevant parties involved in the grievance will be notified in writing by the line manager.

 29.  If the investigation finds that there is substance to the grievance the volunteer will be invited to a meeting. The “hearing manager” may be the line manager or, if it is deemed more appropriate, another manager at the same level as the line manager.

 30.  Under no circumstances should the IO take the role of the hearing manager.

 31.  The volunteer will be expected to take all reasonable steps to attend the meeting. The primary purpose of a grievance meeting is to have a dialogue which leads to an amicable solution. The volunteer will be asked to explain the nature of the grievance and what action they consider should be taken to resolve the matter. In some circumstances it may be necessary to adjourn the meeting to investigate any new facts which arise.

 32.  After the hearing, and normally within two weeks, the volunteer will be informed of the decision in writing by the hearing manager. It is possible that an outcome of the grievance hearing may include reference to mediation.

 33.  There will be a right of appeal to an independent trustee, if the volunteer is not satisfied with the outcome of the hearing. The appeal must be lodged in writing with the hearing manager within one week of the written notification. The volunteer must state the grounds for the appeal.

Appeal

34.  Once the notification of the appeal is received, the hearing manager/line manager will appoint an “appeal manager” in consultation with the trustees. The appeal manager will be an independent trustee, who has not dealt with the original grievance or with an external person appointed by the trustees. In either case the appeal manager will not have been involved in the case previously.

 35.  The volunteer will be invited to attend an appeal meeting normally within two weeks of receipt of the appeal. Again, the volunteer will be expected to take all reasonable steps to attend the meeting.

 36.  After the hearing, and normally within two weeks, the volunteer will be informed of the decision in writing by the appeal manager. The decision of the appeal manager will be final and there will be no further right of appeal.

Accessibility

37.  If any aspect of the grievance process causes difficulty on account of any disability that the volunteer may have, they should raise this issue with their line manager who will make appropriate arrangements.

If you have any questions regarding this policy, please use our Contact Us form.

[This procedure was last reviewed and updated February 2020]