POLICY NUMBER

4

EFFECTIVE DATE

01st​​ December, 2017

VERSION NUMBER

4.1

REVIEW DATE

01st​​ December, 2018

 

1)​​ PURPOSE:​​ The purpose of this policy is to provide a mechanism for individual employees to raise a grievance arising from their employment. This policy will also ensure that such grievances are dealt with promptly, fairly and in accordance with other related policies of the organization.

WEBNOO TECHNOLOGIES​​ PVT. LTD.” believes that open communication and feedback are essential elements of a satisfying and productive work environment. Our company has established this policy so that employees feel comfortable while discussing issues with their managers in accordance with the procedure outlined below.

2)​​ SCOPE:​​ The procedure outlined in the policy aims to achieve consistent treatment in the handling of employee grievances in the workplace and provide a procedure to follow in case any grievance arises.

3)​​ ELIGIBILITY:​​ This policy is applicable to all the employees existing in the company.

4)​​ DEFINATION OF A GRIEVANCE:​​ A Grievance is any type of problem, concern or complaint related to an employee’s work or the work environment. A personal grievance can be about any act, behaviour, omission, situation or decision impacting on an​​ employee that​​ the employee thinks is unfair and unjustified. A grievance can relate to almost any aspect of employment, for example:

  • Safety in the workplace

  • Employee development or training

  • Leave allocation

  • Supervision

  • Performance Appraisal

  • Salary issue

5) ROLES &​​ RESPONSIBILITIES:

  • Reporting Manager:​​ 

  • They identify, prevent and address potential problems before they become formal grievances.

  • They are aware of and committed to the principles of communicating and information sharing with their employees.

  • Any grievance should be handled in the most appropriate manner at the earliest opportunity.

  • All employees are treated fairly and without any fear of intimidation.

 

  • Employees:

  • They attempt to resolve their issues through their reporting manager and through internal processes at the earliest opportunity.

6)​​ DEALING WITH GRIEVANCES:

The company recognises that employees may not perform to the best of their ability if they feel they are being treated unfairly or are feeling aggrieved. Accordingly, the company will endeavour to​​ provide a fair working environment, by aiming to ensure that employees have access to processes for the resolution of genuine personal grievances related to the workplace.

As such, the company will use its reasonable endeavour to:

  • Encourage staff to come forward with personal grievances.

  • Deal with the personal grievances in the supportive way, without victimization or intimidation of any person connected with the grievance.

  • Encourage fairness, impartiality and the resolution of personal grievances as reasonably, promptly and as close as possible to the source of grievance.

Where a personal grievance arises, the employee directly discusses it with his/her reporting manager.

6)​​ GRIEVANCE PROCEDURE:

  • INFORMAL PROCEDURE:

 

  • Attempt to resolve the grievance directly-​​ If the employee feels comfortable in doing so, they should attempt to address the issue directly with the person(s) involved in the grievance. The employee may find the other person was not aware of their grievance and the matter can be resolved directly.

 

  • Report the grievance to the Reporting Manager- If the employee doesn’t feel comfortable talking to the person involved or they have tried to and it was ineffective in resolving the grievance or if there is no other person involved in the grievance, the employee should report the grievance to his/her reporting manager.​​ 

 

  • After reporting a grievance, the reporting manager conduct an initial meeting with the employee to obtain information about the employee’s personal grievance and what they consider will resolve it. The Manager must ensure that the way meeting is conducted will be conducive to maintaining positive working relationships and will provide a fair, objective and independent analysis of situation. All parties are to maintain complete confidentiality all the times.

 

 

  • FORMAL PROCEDURE:

 

Many employee grievances can be resolved through the informal procedure. However, in circumstances where the respective manager considers the informal procedure is not appropriate, and the grievance is sufficiently serious, the grievance may be escalated to next stage.

If the matter is not resolved and employee is not satisfied with the Manager’s view he/she wishes to pursue it then the employee can go forward with the Formal procedure.

 

STEP-1: The Employee must fill the Grievance Form with all the complete details and submit it to the HR Department.

STEP-2:​​ The step involves a formal investigation of the grievance and a decision about appropriate actions and outcomes. This will be undertaken by the HR Manager.

STEP- 3:​​ The HR Manager starts gathering the facts and information about the grievance and then making a finding based on the analysis of available information. Once the finding is made, the HR Manager will make recommendations about the grievance and resolve the issue of the employee.

STEP- 4:​​ If the employee is not satisfied with the outcome of formal procedure, he/she may appeal to the Management. The Management will do the reinvestigation and give the final decision impartially which is purely based on the facts and information available.

 

7)​​ POSSIBLE OUTCOMES:

 

The outcome will depend upon the nature of the grievance and the procedure followed to address the grievance. Where an investigation results in the finding that a person has engaged in misconduct, that person may be disciplined. The type and severity of disciplinary action will depend upon the nature of grievance and other relevant factors.

 

The company may take a range of other non-disciplinary outcomes to resolve a grievance.​​ 

  • Training to assist in addressing the problems underpinning the grievance;

  • Monitoring to ensure that there are no further problems;

  • Requiring an apology or an undertaking that certain behaviour stops;

  • Change work arrangements.

 

8)​​ DOCUMENTATION:

 

  • The documentation is required in every phase of grievance process not just as a matter of record or for future reference but to be kept appraised and up to date on the progress of the process.​​ 

  • In case of severe misconduct, a record of disciplinary action which has been taken by the management will be placed on the personnel file of the employee who is disciplined.

  • In case any similar grievance may crop up in future, the management will have the previous record of that employee.

 

9)​​ CONFIDENTIALITY:

 

  • The Reporting Manager/ HR Manager will endeavour to maintain confidentiality as far as possible. However, it may be necessary to speak with other employees to determine what happened, to afford fairness to those against whom the complaint has been made and to resolve the grievance.

  • All employees who are involved in the grievance are required to maintain confidentiality including the employee who lodges a complaint. If the person breaches the confidentiality, he/she may be disciplined.