1. About Grievance Policy
1.1 Most grievances can be resolved quickly and informally through discussion with us. If this does not resolve the problem, you should initiate the formal procedure set out below.
1.2 This procedure applies to all employees regardless of the length of service
1.3 This procedure does not form part of any employee’s contract of It may be amended at any time and we may depart from it depending on the circumstances of any case.
2. Step 1: Written Grievance
2.1 You should put your grievance in writing and submit it to firstname.lastname@example.org
2.2 The written grievance should set out the nature of the complaint, including any relevant facts, dates, and names of individuals involved so that we can investigate it.
3. Step 2: Meeting
3.1 We will arrange a grievance meeting, normally within one week of receiving your written You should make every effort to attend.
3.2 You may bring a companion to the grievance meeting if you make a reasonable request in advance and tell us the name of your chosen companion. The companion may be either a trade union representative or a colleague, who will be allowed reasonable paid time off from duties to act as your companion.
3.3 If you or your companion cannot attend at the time specified you should let us know as soon as possible and we will try, within reason, to agree an alternative time.
3.4 We may postpone the meeting if we need to carry out further investigations, after which the meeting will usually be reconvened.
3.5 We will write to you, usually within one week of the last grievance meeting, to confirm our decision and notify you of any further action that we intend to take to resolve the We will also advise you of your right to appeal.
4. Step 3: Appeals
4.1 If the grievance has not been resolved to your satisfaction, you may appeal in writing to the company’s Director, stating your full grounds of appeal, within one week of the date on which the decision was sent or given to you.
4.2 We will hold an appeal meeting, normally within two weeks of receiving the appeal. Where possible this will be dealt with by someone who has not previously been involved in the case. You will have a right to bring a companion (see step 2 above).
4.3 We will confirm our final decision in writing, usually within one week of the appeal hearing. There is no further right of appeal.
The Public Interest Disclosure Act 1998 offers protection in certain circumstances against victimisation or dismissal for workers who “blow the whistle” on criminal behaviour or other wrongdoing.
Cool Company encourages our employees to bring their concerns to the attention of the company’s Director. Whistleblowing is the reporting of suspected wrongdoing or dangers in relation to our activities. This includes bribery, facilitation of tax evasion, fraud or other criminal activity, miscarriages of justice, health and safety risks, damage to the environment and any breach of legal or professional obligations.
The aim of this policy is to provide an internal mechanism for reporting, investigating and remedying any wrongdoing in the workplace. In most cases, you should not find it necessary to alert anyone externally.
The law recognises that in some circumstances it may be appropriate for you to report your concerns to an external body such as a regulator. We strongly encourage you to inform us before reporting a concern to anyone external. The charity Protect operates a confidential helpline. Their contact number is 0207 157 9776.
We will not subject anyone to detrimental treatment or take disciplinary action against employees for whistleblowing, and any such treatment would be considered Gross Misconduct and may be dealt with in accordance with the Disciplinary Procedure.
5. About this procedure
5.1 This procedure is intended to help maintain standards of conduct and to ensure fairness and consistency when dealing with allegations of misconduct.
5.2 Minor conduct issues can usually be resolved informally with the company’s Director. This procedure sets out formal steps to be taken if the matter is more serious or cannot be resolved informally.
5.3 This procedure applies to all employees regardless of the length of service.
5.4 This procedure does not form part of any employee’s contract of employment and is subject to amendment at an
The employee must also follow the disciplinary policy of the end-client.
6.1 Before any disciplinary hearing is held, the matter will be investigated. Any meetings and discussions as part of an investigation are solely for the purpose of fact-finding and no disciplinary action will be taken without a disciplinary hearing.
6.2 In some cases of alleged misconduct, we may need to suspend you from work while we carry out the investigation or disciplinary procedure (or both). While suspended, you should not visit our premises or contact any of our clients, customers, suppliers, contractors or staff, unless authorised to do so. The suspension is not considered to be disciplinary action.
7. The hearing
7.1 We will give you written notice of the hearing, including sufficient information about the alleged misconduct and its possible consequences to enable you to prepare. You will normally be given copies of relevant documents and witness statements.
7.2 You may be accompanied at the hearing by a trade union representative or a colleague, who will be allowed reasonable paid time off to act as your companion.
7.3 You should let us know as early as possible if there are any relevant witnesses you would like to attend the hearing or any documents or other evidence you wish to be considered and presented.
7.4 We will inform you in writing of our decision, usually within one week of the hearing.
8. Disciplinary action and dismissal
The usual penalties for misconduct are:
(a) Stage 1: First written warning: Where there are no other active written warnings on your disciplinary record, you will usually receive a first written It will usually remain active for six months.
(b) Stage 2: Final written In case of further misconduct or where there is an active first written warning on your record, you will usually receive a final written warning. This may also be used without a first written warning for serious cases of misconduct. The warning will usually remain active for 12 months.
(c) Stage 3: Dismissal or other You may be dismissed for further misconduct where there is an active final written warning on your record, or for any act of gross misconduct. Examples of gross misconduct are given below.
We may consider other sanctions short of dismissal, including demotion or redeployment to another role (where permitted by your contract), and/or extension of a final written warning with a further review period.
9.1 You may appeal in writing within one week of being told of the decision.
9.2 The appeal hearing will, where possible, be held by someone other than the person who held the original You may bring a colleague or trade union representative with you to the appeal hearing.
9.3 We will inform you in writing of our final decision the soonest possible, usually within one week of the appeal There is no further right of appeal.
10. Gross misconduct
10.1 Gross misconduct will usually result in dismissal without warning, with no notice or payment in lieu of notice (summary dismissal).
10.2 The following are examples of matters that are normally regarded as gross misconduct:
a) theft or fraud;
b) physical violence or bullying
c) deliberate and serious damage to property;
d) serious misuse of the organisation’s property or name
e) deliberately accessing internet sites containing pornographic, offensive or obscene material;
f) serious insubordination;
g) unlawful discrimination or harassment;
h) bringing the organisation into serious disrepute;
i) serious incapability at work brought on by alcohol or illegal drugs;
j) causing loss, damage or injury through serious negligence;
k) a serious breach of health and safety rules;
l) a serious breach of confidence.
This list is intended as a guide and is not exhaustive.