Grievance Process Guidelines for Handling Colleague Incidents

Grievance process informal discussions (please note Logistics have a separate grievance process) Colleague Incident takes place. Colleague raises concerns informally to manager where comfortable to do so Meet colleague in private and listen to colleagues' concerns. Manager to check if colleague requires any other support and signposts this as appropriate e.g. Colleague Support Programme. If colleague raises allegations of sexual harassment contact ERS for advice, even if the colleage wants the issue to be dealt with informally If Investigation required, manager carries this out keeping colleagues concerns confidential Manager meets with the colleague to let them know what they plan to do to resolve the situation or if decision is to take no further action explain this to the colleague. Manager confirms this in writing to the colleague Manager ER Services Provide case advice as required Provide case advice as required Provide case advice as required

Grievance process formal grievance (please note Logistics have a separate grievance process) Colleague Incident takes place. Where colleague cannot raise issue informally or not appropriate to raise with manager colleague to make formal complaint in writing by letter or via the template grievance form If unable to attend let the manager know as soon as possible so they can rearrange Arrange representation if wish to be accompanied Contact ERS for advice before the meeting if complex or haven t heard a grievance before. Access resources available to them through The People Collection prior to the meeting Manager Receive grievance, log case with ER Services and seek advice as appropriate.. Where there is an alleged perpetrator then a separate case will also need to be opened Write to colleague to invite them to a grievance meeting using template letter and giving at least 48 hrs notice and within 7 days of receiving the grievance Write to colleague within 48 hrs using template letter to acknowledge the grievance in writing If appropriate find a neutral appropriate manager to ask as welfare manager and confirm with colleague Provide case advice as required. If appropriate ERS will advise manager to consider appointing a welfare manager to the case Provide case advice as required ER Services/ Peninsula

Grievance process continued formal grievance (please note Logistics have a separate grievance process) Colleague Appeal if appropriate, either by letter or completing the template form within 7 calendar days of receiving outcome letter Be ready to talk about concerns at meeting Receive outcome letter Once investigation complete and decision made: write to colleague to tell them the outcome -within 14 calendar days of the grievance meeting and providing a copy of the meeting notes as well as setting out appeal details. If longer is needed inform colleague using template letter. If advice needed when making decision call ERS. If grievance is about another colleague and not upheld, let the colleague know no further action will be taken but if further action is to be taken advise them of this and appoint a disciplinary hearing manager Manager Manager to investigate issues raised which may include interviewing other colleagues All documents, evidence, notes and letters to be stored securely in lockable storage (and transferred appropriately if move roles/leave Co-op) Meeting takes place -discuss colleagues' complaint ER Provide case advice as required Services/ Peninsula

Grievance process continued formal grievance (please note Logistics have a separate grievance process) Colleague Be ready to talk about concerns at meeting - reasons for appeal and why the original outcome wasn t appropriate Arrange representation if wish to be accompanied If unable to attend the meeting let the manager know as soon as possible Colleague Appeals Appeals Manager Manager looks into colleagues concerns then writes to them to confirm their decision. -within 14 calendar days of the meeting and providing a copy of the notes aswell as setting out appeal details. If longer is needed inform colleague using template letter. If advice needed when making decision call ERS. Contact ERS for advice before the meeting if complex or haven t heard a grievance appeal before. Access resources available to them through The People Collection prior to the meeting Ensure all documents, evidence, notes and letters are securely stored in locked storage and transfer appropriately if move roles/leave Co-op Write to colleague to invite them to an appeal meeting using template letter and giving at least 48 hrs notice. Let the colleague know if the meeting will be longer than 14 days after receiving the appeal letter Meeting takes place -discuss colleagues' complaint then meeting adjourns whilst manager makes their decision Receive appeal, reopen original grievance case with ER Services ER Services/ Peninsula Provide case advice as required Provide case advice as required Provide case advice as required Provide case advice as required