WHAT IS A GRIEVANCE
A grievance is any dissatisfaction or sense of injustice, or unfairness felt by a staff member in connection with his/her work or employment situation that is brought to the attention of the person(s) in charge of the staff member, other than in terms of the Conditions of Service and other than arising from disciplinary action.
THE GRIEVANCE PROCEDURE
This grievance procedure is intended to facilitate the effective handling of grievances that may from time to time present themselves in the working environment. A grievance may be resolved between parties at any of the four steps. The Grievance Procedure is a formal, structured method of reporting and handling grievances promptly and provides a formal channel to individuals or groups of employees to bring grievances to the notice of management without fear of discrimination or victimization. The Grievance Procedure is contained in the Conditions of Service under the University’s Grievance Procedure.
STEPS IN A GRIEVANCE PROCEDURE
The following are the steps that must be followed if there is a grievance:
STEP 1:
The employee who has the grievance must speak to his/her immediate line manager,
i.e. the person he/she reports to, or with the person giving rise to the grievance,
about his/her grievance, within 3 (three) working days of the grievance arising.
His/her line manager will then investigate the grievance and he/she together with
the assistance of the complainant and any other parties involved, must try and resolve it.
Even if the grievance is against the immediate line manager, sincere attempts should
be made to resolve the issue through discussion with the immediate line manager. It is in the interests of all parties concerned to contribute positively to the resolution of the grievance.
If the grievance is resolved, then the matter proceeds no further. At this stage, the emphasis is on informal discussions in an attempt to resolve the issue without it going further.
THE IMMEDIATE LINE MANAGER
THE EMPLOYEE
If the grievance is not resolved to the satisfaction of the complainant, he/she may then seek the assistance of the Union and proceed to the next step of the Grievance Procedure, as set out below.
STEP 2:
The staff member and the Union Representative must arrange to see the person
immediately in charge of the staff member to resolve the problem.
The person in charge may, if he/she so wishes, seek advice from his/her superiors.
If a satisfactory solution is not reached within 3 (three) working days of the grievance first being raised at Step 2, then the next step becomes effective.
If this occurs, then the person in charge records details and circumstances of the grievance.
THE IMMEDIATE LINE MANAGER THE EMPLOYEE AND HIS/HER UNION REPRESENTATIVE STEP 3:
This step involves the completion of the grievance form by the staff member. The
staff member signs the form together with the Union Representative and submits it
to the Head of the Section with a copy to the Employee Relations Manager.
At this stage, the Dean/Divisional Head or Head of Section must investigate the
grievance together with the person against whom the staff member has a grievance,
the staff member concerned, and the Union Representative.
In investigating the grievance, the Dean/Divisional Head or Head of Section will clarify whether the grievance has, in the first instance, been discussed with the employee’s immediate line manager. Also, the Dean/Divisional Head or Head of Section will enquire whether every attempt has been made to resolve the grievance and if not, he/she may refer the matter back to the immediate line manager. If the grievance has been satisfactorily discussed with the immediate line manager, the Dean/Divisional Head or Head of Section will endeavour to gain clarity on the issue and as well as the desired remedy and possible alternatives thereto.
DEAN/DIVISIONAL HEAD/ HEAD OF SECTION THE IMMEDIATE LINE MANAGER THE EMPLOYEE AND HIS/HER UNION REPRESENTATIVE
If the grievance is resolved, it will go no further.
If a satisfactory solution is not reached within 3 (three) working days of the grievance first being raised at step 3, then the staff member has a right to take the grievance to the next step. The Dean/Divisional Head or Head of Section shall forward the grievance form to the Deputy Vice-Chancellor, retaining a copy for his/her file and forwarding copies to the person with whom the staff member has a grievance, the staff member concerned, the Union Representative and the Employee Relations Manager.
STEP 4:
A grievance hearing shall be arranged by the Office of the Deputy Vice-Chancellor
within 5(five) working days of the receipt of the grievance form in that office.
At the hearing, the Deputy Vice-Chancellor, or his/her designated alternative, shall hear the matter to ensure that the facts in the matter are established. This shall include establishing the nature of the redress which is required to resolve the grievance.
The presiding officer, having heard the matter, shall make his/her findings and
ensure that these are set out in writing within 3 (three) days of the hearing.
THE DEPUTY VICE-CHANCELLOR OR HIS/HER DESIGNATED ALTERNATIVE DEAN/DIVISIONAL HEAD/ HEAD OF SECTION THE IMMEDIATE LINE MANAGER THE EMPLOYEE AND HIS/HER UNION REPRESENTATIVE STEP 5:
A staff member who remains aggrieved after step 4 may refer the matter through
his/her representative to the Union. The Union may, on the staff member’s behalf,
submit an appeal memorandum to Council.
Should the Union and/or staff member concerned be aggrieved at the outcome of the
appeal, it may declare a dispute with the University and refer the matter externally
in terms of applicable legislation, to achieve resolution.
COUNCIL THE DEPUTY VICE-CHANCELLOR OR HIS/HER DESIGNATED ALTERNATIVE DEAN/DIVISIONAL HEAD/ HEAD OF SECTION THE IMMEDIATE LINE MANAGER
THE EMPLOYEE AND HIS/HER UNION REPRESENTATIVE