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Grievance Procedure

The following procedure has been agreed with the recognised trade unions. The definition of a grievance is an action that the employer or a colleague has taken or proposes to take which affects you, and which you consider has been taken for some reason that is not connected with the way you are performing your job.

Introduction

  1. The aim of this procedure is to enable you as an employee of the University to pursue your grievance in a systematic manner and without prejudice to your employment.
  2. It is a principle of this procedure that grievances will be dealt with by all concerned as a matter of urgency.
  3. You may be accompanied at any grievance hearing by a work colleague, or Trade Union Official who is either employed by the Union or is certified in writing by the Union as having experience of, or having trained as, a worker's companion at disciplinary or grievance hearings
  4. At all grievance hearings, every opportunity will be given to you to state your grievance and for the matter to be thoroughly discussed. Although your companion will be able to address the hearing and to confer with you, they will not be permitted to answer questions on your behalf.
  5. The procedure is designed to deal with grievances arising directly out of your employment or some working practice of the University. Where there are issues relating to discipline, re-grading or agreements reached between Bath Spa University and its employees, these must be dealt under the related procedures.
  6. You are encouraged to raise your grievance initially informally with your line manager. This is often the best and speediest way of resolving grievances. Your line manager will keep a note of the meeting, which may be referred to if the formal grievance procedure is invoked.
  7. If your grievance cannot be resolved informally, you may wish to use the formal grievance procedure, which is set out below.
  8. If your complaint or grievance relates to your line manager, you must raise the grievance at the next level of management or the Human Resources department

Formal Grievance Procedure

Stage One:

  1. If you have a grievance you should, in the first instance refer the matter preferably in writing to your line manager who will attempt to resolve the matter within two working days from receipt of your complaint. If the grievance is contested, your line manager will invite you to attend a hearing in order to discuss the grievance with you. You are entitled to be accompanied by a trade union representative or work colleague. Your line manager will fully investigate the matter and respond to your grievance within five working days from receipt of your complaint, or if a hearing is held, within five working days of the hearing.
  2. If it is not possible to respond within this time period, you will be given an explanation for the delay and told when a response can be expected.
    If the stage One decision is unacceptable to you, then you must, in writing, refer the matter to the Head of Human Resources within five workings days of receipt of the outcome from Stage One. This will then be passed to the appropriate senior manager in order to progress the matter further.

Stage Two:

  1. Your grievance will be then reviewed by the appropriate senior manager and if necessary formal interviews with all employees affected will take place. The senior manager will arrange to hear the grievance if possible within five working days from receipt of the written complaint. You are entitled to be accompanied by a trade union representative or work colleague. A decision will normally be given by the senior manager as soon as possible and usually within five working days of the hearing. If it is not possible to respond within the specified time period you will be given an explanation for the delay and told when a response can be expected.

Stage Three:

  1. If you are not happy with the Stage Two decision, you can refer the matter in writing to the Vice-Chancellor within five working days of receipt of the outcome of Stage Two. The Vice-Chancellor will give you an opportunity to present your grievance to him/her at a grievance hearing. If you wish to attend a grievance hearing, you will be informed of your right to be accompanied.
  2. If however, the Vice-Chancellor considers that the matter raised by you to affect University Policy, a grievance hearing must be held by a subcommittee of the Board of Governors.
  3. You will be notified of the decision of the Vice-Chancellor, or if applicable, the sub committee of the Board of Governors, within six working days of any grievance hearing. Where no grievance hearing has been held, the decision will be notified by the Vice-Chancellor to you within five working days of receipt of the Stage Three grievance complaint. If it is not possible to respond within these time periods, you will be given an explanation for the delay and told when a response can be expected.
  4. The Vice-Chancellor's/Board of Governors' decision will be final.

Notes on Procedure

  1. During the operation of this procedure the �Status Quo� will remain (i.e. the procedures, policies, that applied immediately prior to the formal use of the grievance procedure) until the University's procedure is exhausted.
  2. The definition of line manager, for the purposes of this procedure is the person with whom you have your annual staff development and review. However, the grievance may be dealt with by a more senior manager, if appropriate.
  3. A nominated panel of the Board of Governors will hear any grievance brought against the Vice-Chancellor/Chief Executive.
  4. If, at any stage, the grievance remains unresolved it can be reviewed by the Head of Human Resources, the Vice-Chancellor and the Trade Union to determine whether the matter can usefully continue within the grievance procedure or whether more appropriate action can be recommended.
  5. A record will be kept of the grievance hearing and a copy will be given to you upon request.

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