First steps

Prior to any grievance being completed its best practice to aim to resolve issues at the lowest level and aim for discussions with managers first. If this is not possible, or if you feel you cannot do this or you have already attempted this, it is still a preference for the Federation rep to approach heads of departments to establish ways to circumvent the grievance process.

Facilitated conversations with those involved are often effective and can be arranged quickly unlike the grievance process.

There is no obligation for anyone named in the grievance to take part. Individuals can refuse to give any account or statement or may not recall incidents or conversations. All of this can be frustrating.

You may not get the answers you want or the resolutions you ask for.

The grievance procedure is not an entitlement within regulations, but it is best offered if a tribunal is likely, or officers remain disgruntled over any ‘answers’ they receive via local resolution efforts.

The general advice should be to keep the grievance simple and clear. Use bullet points and numbered paragraphs where possible. Ensure that what you state you want from any investigation is realistic and reasonable. Remember the simpler the request the easier the solution and resolution. 

An HR officer will be allocated the grievance and begin an investigation. This will usually begin with a meeting/call to discuss the initial points of the grievance and to clarify the facts. Also, the HR officer will wish to ascertain where any paperwork that may be relevant can be obtained, and to check the details of any possible relevant witnesses in the case.

The HR officer will advise as to their next steps and provide their contact details. Following this initial conversation, the investigation will be conducted. This can take some time depending on the complexity of the case. HR will contact witnesses/obtain accounts/collect and review relevant paperwork.

Depending on initial findings and the nature and complexity this can go straight to a grievance hearing or be further investigated.

The member has the right to be accompanied to any meeting by a work colleague or Federation representative. Any work colleague will be allowed paid time off to prepare for or attend the meeting. Where an individual or representative is unable to attend any meeting, an alternative should be arranged, usually within five days.