Grievance and Disciplinary Procedure
Pride Space CIC
Version: 1.0 E
ffective Date: 21/02/25
1. Introduction
At Pride Space CIC, we are committed to fostering a positive and supportive work environment for all employees, volunteers, and service users. This procedure is designed to address any grievances or disciplinary issues fairly, in a manner that is transparent and consistent with our organisational values.
Both the Grievance Procedure and the Disciplinary Procedure aim to ensure that any concerns or complaints are dealt with promptly and effectively, and that any disciplinary action is taken with fairness, respect, and proper consideration.
2. Grievance Procedure
A grievance is any concern, problem, or complaint that an employee or volunteer may have about their work, working conditions, or relationships with colleagues.
Step 1: Informal Resolution
We encourage employees and volunteers to first attempt to resolve grievances informally. This may involve:
Speaking directly with the person involved to clarify the issue and discuss potential solutions.
Seeking support from a manager or supervisor, who can help mediate the situation.
Step 2: Formal Grievance
If the grievance cannot be resolved informally, a formal grievance should be submitted in writing to the [Grievance Officer/Supervisor/HR Representative]. The grievance must include:
A clear description of the issue or concern.
Relevant dates, events, or individuals involved.
The outcome or resolution being sought.
The grievance will be acknowledged within 5 days, and an investigation will be conducted. The complainant may be asked to attend a formal grievance meeting to discuss the issue in more detail.
Step 3: Investigation and Outcome
The grievance will be investigated by an appropriate person (usually a senior manager or independent party). The investigation will involve:
Interviewing the complainant and any witnesses.
Reviewing relevant documents or records.
Considering the perspectives of all parties involved.
Once the investigation is complete, the employee or volunteer will be informed of the outcome in writing, including any actions or decisions taken to resolve the issue.
If the grievance is upheld, appropriate action will be taken to address the concern. If the grievance is not upheld, the reasons will be clearly explained.
3. Disciplinary Procedure
The disciplinary procedure is designed to address issues of misconduct, poor performance, or behavior that does not meet the standards expected of employees or volunteers.
Step 1: Informal Action
In many cases, informal action will be taken to address minor misconduct or performance issues. This may involve:
A private conversation with the individual to explain the concerns.
Offering support or advice to improve performance or behavior.
Step 2: Formal Disciplinary Process
If informal action does not resolve the issue, or if the matter is serious, a formal disciplinary process will be initiated. The employee or volunteer will receive written notice of the disciplinary meeting, which will include:
A description of the issue or misconduct.
A copy of any evidence or documents that will be discussed.
The date, time, and location of the meeting.
The employee or volunteer will be given an opportunity to present their side of the story during the meeting, and they may be accompanied by a colleague, union representative, or support person.
Step 3: Investigation
If necessary, an investigation into the issue will be conducted. This may involve:
Interviewing the individual involved, as well as any witnesses.
Reviewing any relevant documentation or evidence.
Gathering information about the context of the issue.
Step 4: Disciplinary Hearing and Decision
Once the investigation is complete, a formal disciplinary hearing will be held. The employee or volunteer will be given the opportunity to respond to the allegations and present any evidence. The person leading the hearing (e.g., a senior manager or independent individual) will then make a decision based on the evidence provided.
Possible outcomes may include:
No further action if the case is not substantiated.
A verbal warning for minor misconduct.
A written warning for more serious issues or repeated misconduct.
A final written warning for continued or severe misconduct.
Dismissal (in extreme cases, such as gross misconduct).
Step 5: Appeals
If the individual is dissatisfied with the outcome of the disciplinary process, they have the right to appeal. The appeal must be submitted in writing within 5 days of receiving the disciplinary decision and must clearly state the grounds for the appeal.
An appeal meeting will be arranged, and the outcome will be communicated to the individual in writing.
4. Types of Misconduct
Some examples of misconduct that may lead to disciplinary action include:
Minor Misconduct: Failure to follow procedures, inappropriate behavior, or minor breaches of company policy.
Serious Misconduct: Repeated failure to meet performance standards, unprofessional behavior, or significant breaches of company policies.
Gross Misconduct: Theft, violence, discrimination, harassment, or any action that undermines the safety and integrity of the organisation.
5. Confidentiality and Record Keeping
All grievances and disciplinary matters will be treated confidentially. Records will be kept in accordance with the organisation’s Data Protection Policy, and personal data will only be shared with those involved in the process or as required by law.
6. Conclusion
Pride Space CIC is committed to resolving any grievances or disciplinary matters in a fair, transparent, and consistent manner. Both employees and volunteers should be aware of their rights and responsibilities in relation to these procedures. We encourage open communication and strive to address concerns promptly to maintain a positive and supportive working environment for all.
Contact Information
For any questions or to initiate a grievance or disciplinary process, please contact Jake Hook at jakeh@pridespace.or