STAFF GRIEVANCE PROCEDURE

Document ID Staff Grievance Procedure

Related Documents Equity and Diversity Policy
Workplace Bullying Policy
WHS Policy
Staff Code of Conduct
Privacy Policy
Date 9 December 2016
Date of Next Review 9 December 2018
Authorised by Director of Accreditation, Compliance and Quality
Assurance
Approved by Executive Management Team [10 January 2017]
Version 1.0
Responsible Officer HR Manager
References and Legislation

Contents
1. Purpose ....................................................................................................................................................3
2. Scope .......................................................................................................................................................3
3. Definitions ...............................................................................................................................................3
4. What is a Grievance? ...............................................................................................................................3
5. Dealing with Grievances ..........................................................................................................................3
6. Staff Grievance Procedures .....................................................................................................................4
6.1 Preliminary Steps ..............................................................................................................................4
6.1.1 Attempt to resolve the grievance directly................................................................................4
6.1.2 Report the grievance to management .....................................................................................4
6.2 Step 1 - Informal Procedure ..............................................................................................................4
6.3 Step 2 - Formal Procedures ...............................................................................................................5
6.4 Step 3 – Appeal .................................................................................................................................5
6.5 Referral to an external mediator ......................................................................................................5
7. Possible Outcomes ..................................................................................................................................5
8. Other Procedural Issues ..........................................................................................................................5
8.1 Confidentiality ...................................................................................................................................5

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 8.2 Documentation .................................................................................................................................6
8.3 Access to support and representation ..............................................................................................6
7. Document Change Control ......................................................................................................................6

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1. Purpose
The aim of these guidelines are to achieve consistent treatment in the handling of personal
grievances in the workplace and provide a procedure to follow in the event a personal
grievance arises.

2. Scope
The procedures outlined in this Policy aim to achieve consistent treatment in the handling of
personal grievances in the workplace and provide a procedure to follow in the event a personal
grievance arises.

3. Definitions

Item Definition
Workplace participants Employees, prospective employees, agents and contractors
(including temporary contractors) of APIC

4. What is 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 or unjustified.
A grievance can relate to almost any aspect of employment, for example:
 Safety in the workplace
 Staff development or training
 Leave allocation
 Supervision
 Rosters or hours of work
 Performance appraisal
 Transfer or promotion
 Wage or salary levels

5. Dealing with Grievances

APIC recognises that an employee may not perform to the best of their ability if they feel they
are being treated unfairly or are feeling aggrieved. Accordingly, APIC will endeavour to provide
a fair and just 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, APIC will use its reasonable endeavours to:
 encourage staff to come forward with personal grievances;
 deal with personal grievances in a supportive way, without victimisation or intimidation
of any person connected with the grievance;

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  encourage fairness, impartiality and the resolution of personal grievances as reasonably
promptly and as close as possible to the source of the grievance; and
 have managers and supervisors seek to prevent and resolve personal grievances.
Where a personal grievance arises, APIC will endeavour, if appropriate, to resolve the dispute
in line with the following procedure.

6. Staff Grievance Procedures

6.1 Preliminary Steps
6.1.1 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.
6.1.2 Report the grievance to management
If the employee does not feel comfortable talking to the person(s) 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 in the first instance to their line-manager.
After reporting a grievance, the line- Manager will use reasonable endeavours to conduct an
initial meeting with the employee to:
 obtain information about the employee’s personal grievance and what they consider
will resolve it;
 explain how the personal grievance procedure works; and
 decide if they are the appropriate person to handle the grievance. This includes
considering whether they have the necessary authority and can deal with the grievance
in an impartial manner. If the line-manager feels they cannot effectively handle the
employee’s personal grievance they will refer the matter to the HR Manager or another
more appropriate supervisor.
6.2 Step 1 - Informal Procedure
A range of informal actions can often resolve the grievances. Such actions will depend on the
individual circumstances of the grievance. Possible actions include, but are not limited to:
 the line-manager discussing the issue with the person against whom the complaint is
made; and/or
 the line-manager facilitating a meeting between the parties in an attempt to resolve the
issue and move forward.
Many personal grievances are able to be resolved through the informal procedure. However, in
circumstances where the line-manager considers the informal procedure is not appropriate,
and the grievance is sufficiently serious, the grievance may be escalated to the next stage –
more formal procedures.

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 6.3 Step 2 - Formal Procedures
The step involves a formal investigation of the grievance and a decision about appropriate
actions and outcomes. In the first instance, this will be undertaken by the HR Manager.
The investigation generally involves collecting information about the grievance and then
making a finding based on the available information. Once a finding is made, the HR Manager
will make recommendations about the grievance.
6.4 Step 3 – Appeal
If the employee is dissatisfied with the outcome of the formal investigation, they may appeal
the decision to the President.
6.5 Referral to an external mediator
Where all parties to the grievance (including APIC) agree that mediation may be appropriate in
resolving the grievance, the grievance may be referred to an external mediator.

7. Possible Outcomes
The outcomes will depend on the nature of the grievance and the procedures followed to
address the grievance. Where an investigation results in a finding that a person has engaged in
conduct in breach of a APIC Policy, that person may be disciplined. The type and severity of
disciplinary action will depend on the nature of the grievance and other relevant factors.
Where the investigation results in a finding that the person complained against has engaged in
serious misconduct, this may result in instant dismissal. Any disciplinary action is a confidential
matter between the affected person(s) and APIC.
APIC may take a range of other non-disciplinary outcomes to resolve a grievance. Examples
include, but are not limited to:
 training to assist in addressing the problems underpinning the grievance;
 monitoring to ensure that there are no further problems;
 implementing a new policy;
 requiring an apology or an undertaking that certain behaviour stop; and/or
 changing work arrangements.

8. Other Procedural Issues

Work will continue as normal while a personal grievance is being dealt with under these
guidelines. All persons affected by the grievance are expected to co-operate with APIC to
ensure the efficient and fair resolution of the grievance.
Disciplinary action will be taken against any person who victimises or retaliates against a
person who has lodged or is involved in a personal grievance issue under this Policy. Such
action may include termination of employment.
8.1 Confidentiality
The line-manager and/or HR Manager will endeavour to maintain confidentiality as far as
possible. However, it may be necessary to speak with other employees or workplace

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participants in order to determine what happened, to afford fairness to those against whom
the complaint has been made and to resolve the grievance.
All employees and workplace participants involved in the grievance are required to also
maintain confidentiality, including the employee who lodges the complaint. The complainant
may discuss the grievance with a designated support person or representative (who is not an
employee employed or engaged by APIC). However, the support person or representative is
also required to maintain confidentiality.
If a person breaches confidentiality they may be disciplined.
8.2 Documentation
Where considered appropriate, agreed resolutions of personal grievances arising from the
informal procedure may be recorded and signed by all parties. Generally, it will not be
necessary to put records of a personal grievance on an employee’s personnel file, unless there
is some disciplinary action taken as a result of the grievance. A record of any disciplinary action
that is taken arising from a formal investigation will be placed on the personnel file of any
person who is disciplined.
8.3 Access to support and representation
The employee can seek advice from their line-manager, supervisor or a support person at any
stage during the grievance process. The employee can bring a support person to a grievance
meeting if so desired.

7. Document Change Control

Version Change Description Date Author

1.0 Policy Review Cycle update 9 December 2016 Corinne Green

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