Grievance Procedure for Staff

A guide to handling staff complaints and concerns

February 2017
Grievance Procedure to address a problem that has arisen in order to enable the
members of staff to continue to work together. When a member of
staff has a grievance, she or he should try, where possible, to
Introduction resolve the matter by a direct approach to the other member of
staff involved. In doing so she or he should clearly state that they
1. This procedure applies to a grievance held by a member of staff are initiating the informal stage of the grievance procedure. Staff
against the University as an employer, including a grievance should make a reasonable attempt to resolve the matter by means
against another member of staff acting on behalf of the University. of an informal discussion, before proceeding to the formal stage 2
It does not apply to collective disputes nor to disputes between of the grievance procedure.
members of staff in their private capacities.
Mediation
2. “Grievance” in the context of this procedure means a concern,
problem or complaint that a member of staff raises with the 8. Mediation or other interventions may also be appropriate to try and
University. resolve issues at this, and indeed any other, stage of the
procedure. Staff should approach their HR Business Partner for
3. “Representative” in the context of this procedure means a advice and support to facilitate such interventions. Whilst such
representative of the member of staff’s trade unions or another interventions are encouraged, it should be noted that mediation is
member of staff of the University. only possible with the agreement of both parties.

4. “Relevant manager” in the context of this procedure means a 9. Grievances should be raised and dealt with in a timely manner. An
manager with the authority to hear grievances in accordance with aggrieved member of staff should raise any issue of concern as
annex 1 to this procedure. soon as is reasonably practicable and a meeting or planned
intervention should take place within ten working days of the
5. Throughout this process, whilst managers and staff are incident occurring or the grievance being raised if there has been
encouraged to consult with Human Resources, their trades union an accumulation of incidents. Unless there are exceptional
representatives, and relevant colleagues as appropriate, all parties circumstances, a grievance cannot be raised for an incident that
must act responsibly and respect the confidentiality and privacy of occurred more than three months earlier.
these proceedings.
10. This informal stage of the procedure is an integral part of the
6. Throughout all stages of the procedure, every attempt shall be process. It may only be omitted if the relevant HR Business
made by all parties to settle the matter by conciliation. Partner considers that it is not possible or appropriate to resolve
the matter informally, in which case, the process will commence at
Stage 1 – Informal discussion stage 2 – formal process. The HR Business Partner should consult
with the individuals concerned and their representatives before
making such a decision to omit this stage of the procedure.
7. Common sense and tact are essential in diffusing the problems
that might arise from a grievance. The aim of this informal stage is
 Stage 2 – Formal process brought may be requested to attend the meeting or may be
interviewed at a separate meeting with the manager. If
required, a broader investigation may be carried out to include
11. If the matter remains unresolved, the aggrieved member of staff interviews with other staff or witnesses. If such interviews or
may request a meeting with the relevant manager authorised to an investigation are to be carried out, this should normally take
hear a grievance in accordance with Annex 1 to this procedure. place within 10 working days of the initial meeting. Where this
This may be the line management of the aggrieved member of staff is not reasonably practicable, Human Resources should agree
or the line management of the person against whom the grievance a timetable and inform all parties of the scope and timescales
is made depending upon who has the authority to take appropriate for such a process;
action. The HR Business Partner will determine who the relevant
manager under the procedure is if this is not clear. (d) ensure that a member of the Human Resources
Department is present at the meeting;
12. The request for a meeting shall be made in writing within ten
working days of the informal meeting or intervention and shall (e) keep a written record of the meeting and copy it to the
specify: aggrieved member of staff within 10 working days.

(a) a comprehensive account of the facts of the case and the 14. Both the aggrieved member of staff and the member of staff
grounds for the grievance; against whom the grievance is made may be accompanied by a
representative at the meeting.
(b) such other background information as may appear relevant
and useful;
15. After the meeting, the relevant manager shall:
(c) what action has been taken at the informal stage to resolve the
(a) write to the members of staff involved to record the outcome,
matter. If no such action has been taken, the manager may
within ten working days of the meeting (or final interview or
refer the grievance back to stage 1, taking advice from Human
conclusion of investigation where appropriate);
Resources as required.
(b) Copy the letter to the Executive Director of People and
13. The relevant manager shall: Organisation and to the Vice Chancellor.
(a) seek the advice of their HR Business Partner;

(b) inform and copy the grounds of the grievance to the person
against whom the grievance has been raised;

(c) hold a meeting within ten working days of receiving the

request, unless this is not reasonably practicable in which case
the meeting should be held as soon as is reasonably
practicable. The person against whom the grievance has been
Stage 3 - Appeal to the Vice Chancellor (e) keep a written record of the appeal meeting and copy it to the
aggrieved member of staff within 10 working days.
16. If the member of staff wishes to appeal against the decision, she or 19. The Vice Chancellor may delegate this stage of the procedure to a
he may appeal to the Vice Chancellor. The appeal shall be made
relevant manager authorised to hear an appeal in accordance with
within ten working days of receiving the outcome letter from the
annex 1 to this procedure. The principles governing the hearing
relevant manager who heard the grievance at stage 2. She or he
shall be:
shall submit a full written statement of the grounds for appeal
against the decision, which shall be:
(a) both the aggrieved member of staff and the manager whose
decision is being appealed will attend the meeting; the
(a) the grounds and reasons for the appeal against the decision;
manager to respond to the grounds of appeal;
(b) accompanied by relevant supporting documents.
(b) if appropriate, either party may request that the member of
staff against whom the original grievance was brought attends
17. Only in exceptional circumstances shall the Vice Chancellor allow the meeting. Such a request should be made when the
additional statements to be submitted at this stage. grounds of appeal are submitted by the aggrieved member of
staff or the written observations are made by the manager
18. The Vice Chancellor shall: whose decision is being appealed. In either case the reasons
for the request should be stated;
(a) copy the written statement and any supporting documents to
the manager whose decision is being appealed as soon as is (c) if any facts are in dispute, either or both parties may nominate
reasonably practicable; witnesses; the names of witnesses must be conveyed to the
Vice Chancellor or his delegated nominee at least two working
(b) allow the manager ten working days within which to submit days before the hearing;
written observations, which shall be submitted to the aggrieved
member of staff; (d) both the aggrieved member of staff and, if attending, the
member of staff against whom the grievance was originally
(c) hold a meeting to hear the appeal not less than ten and not made, may be accompanied by a representative at the appeal;
more than twenty working days after receiving the written
observations of the manager whose decision is being (e) refusal of any party to attend the hearing shall not invalidate
appealed, unless this is not reasonably practicable in which the proceedings.
case the meeting should be held as soon as is reasonably
practicable. 20. The decision of the Vice Chancellor, or his delegated nominee,
shall be final and shall be notified in writing to the member of staff
(d) ensure that a member of the Human Resources Department is and other parties involved as appropriate within ten working days
present at the appeal; of the hearing.
Grievance against the Vice Chancellor Human Resources Department
July 1992
Approved by the Board of Governors
21. Where the grievance is against the Vice Chancellor and the matter 26 March 1992
has not been resolved under stage 1 of the procedure, the *Names and titles updated
aggrieved member of staff may submit a written statement of February 2004 and March 2006
grievance to the Vice Chair of the Board of Governors through the Updated September 2013
University Secretary and Clerk to the Board of Governors. The Approved by the Board of Governors March 2013
Vice Chair, together with a Lay Governor, will convene a meeting Names, titles and rebranding updated February 2017
with the aggrieved member of staff in accordance with stage 2 of
this procedure.

22. If the member of staff wishes to appeal against the decision made
at stage 2 she or he may do so to the Chair of the Board of
Governors through the University Secretary and Clerk to the Board
of Governors. The Chair of the Board of Governors, together with
a Lay Governor, will convene an appeal meeting in accordance
with stage 3 of this procedure.

Overlap between grievance and disciplinary

procedures
23. If,in response to action being taken against them on the grounds
of conduct or capability, a member of staff raises a grievance on a
related matter, the disciplinary or capability procedure may be
suspended in order to deal with the grievance; or it may be
appropriate to deal with the issues concurrently.
Managers with authority to hear formal grievances and appeals

Staffing Group Formal Grievance – Stage 2 Appeal – Stage 3

Academic staff Head of Department/ Division Vice Chancellor

Dean if grievance against Head of who may delegate to a *Senior Post
Department Holder or Dean

Research staff Director of Research/Research Vice Chancellor

Professor/Head of Department/Division
who may delegate to a *Senior Post
Dean if grievance against Head of Holder or Dean
Research/Research Professor/Head of
Department/Division

Professional service Section Head or Manager Vice Chancellor

staff
Director/Head of Department/Deputy who may delegate to a *Senior Post
Head/ Director if grievance against Holder or Director/Head of
Section Head or Manager Department
School Executive Administrator or Dean
for School based staff.

Technicians Senior Technician or Technical Services Vice Chancellor

Manager or equivalent
who may delegate to a *Senior Post
Head of Technical Support Services if Holder or Dean
grievance against Senior Technician or
Technical Support Manager

* Senior Posts Holders are Vice Chancellor, Deputy Vice Chancellor, Chief Financial Officer,
University Secretary and Clerk to the Board of Governors.

Formal grievances should only be submitted once all informal options at stage 1 have been
exhausted.

In all cases, grievances and appeals will only be heard by relevant managers not previously
involved in the matter or matters that led to a grievance being raised.

HR Business Partners will determine who will consider grievances or hear appeals in the event a
member of staff does not fit into one of the staffing groups listed above or if position is unclear.
Process to Hear Grievances

Incident occurs that triggers grievance

Within 10 working days

Stage 1 - Informal

Aggrieved employee meets to discuss grievance Both parties may need

with other employee involved or intervention Matter to agree protocol or
arranged by HR. resolved actions for future
working relationship

Matter not resolved

Aggrieved employee
Needs to decide if they wish to raise a formal
grievance. If so, they must submit grievance in
writing.

Within 10 working days

Manager receives the aggrieved employee’s formal

grievance
Stage 2 - Formal

Within 10 working days

Manager meets with aggrieved employee.

Employee may bring a representative.
Investigation or further interviews may be set up
by manager.

Within 10 working days

Action may need to be

taken by manager
Manager writes notifying employee of his/her Grievance and/or both parties may
decision. upheld need to agree protocol
or action for future
working relationships.
Grievance not upheld
 Aggrieved employee needs to decode if the wish to
appeal the manager’s Decision. If so, they must
appeal in writing, setting out the grounds of their
appeal.

Within 10 working days

VC receives the appeal and sends to the manager

whose decision is being appealed for a response
within 10 working days. Copy of response is sent
to aggrieved employee.
Stage 3 - Appeal

Within 10-20 working days

VC or delegated nominee meets with the aggrieved

employee to hear appeal. Employee may bring a
representative. Manager whose decision is being
appealed attends and employee against whom the
original grievance was brought may be requested
to attend.

Within 10 working days

VC or delegated nominee writes notifying all

parties of his/her decision.

Grievance not upheld

Action may need to be

No further internal recourse for aggrieved taken by manager and/or
employee. Decision of VC or delegated nominee is both parties may need to
final. Manager may need to take action was Grievance agree protocol or action for
grievance was vexatious and to manager future upheld future working
working relationships. relationships.
HR Service Desk:
[email protected]