POLICY NUMBER: ETHICS 4204
APPROVAL DATE: JULY 17, 2019
POLICY OWNER: HUMAN RESOURCES
SUPERCEDES: FEBRUARY 26, 2014 (STAFF HANDBOOK) DATE REVIEWED: n/a
This policy is to provide NW Works employees with a clear, efficient and transparent grievance process. The following procedures will ensure that NW Works employees receive a fair and unbiased review of workplace concerns.
This policy is applicable to all NW Works employees, clients, temps and volunteers.
Procedures and Guidelines
NW Works employees may have occasional problems or issues affecting their work, and it is important to resolve these as soon as possible. NW Works encourages employees to resolve disagreements respectfully through informal, frank, open discussion. HR and an employee’s supervisor are two resources available to assist with informal resolutions. However, NW Works also recognizes that occasionally more formal processes are needed.
The NWW grievance process establishes procedures for the fair, orderly, and timely resolution of problems or complaints using a thorough review process:
- NW Works will review grievances expeditiously and fairly.
- Grievances and the proceedings under this policy will be treated with the greatest degree of confidentiality possible. However, limitations on confidentiality may include NWW’s obligations to investigate grievance allegations, provide individuals accused of misconduct an opportunity to respond, inform appropriate individuals of the imposition of corrective action, or to fulfill duties imposed by law.
Step 1: Informal discussion with supervisor
Employee concerns should first be discussed with the employee’s immediate supervisor. Many concerns can be resolved informally when an employee and supervisor take time to review the concern and discuss options to address the issue.
Step 2: Written complaint to supervisor
If the employee is not satisfied with the results of the informal discussion in Step 1, the employee may submit a written complaint within five business days to his or her immediate supervisor to include:
- The nature of the grievance
- Detailed information including evidence of the issue, witnesses, related to policies, etc.
- The remedy or outcome desired
The immediate supervisor will have five business days to respond to the employee in writing. The supervisor should submit all written complaints directly to Human Resources, and work collaboratively towards a resolution.
Step 3: Written complaint to senior management
If the employee is not satisfied with the response from the immediate supervisor, the employee may submit a written complaint to senior management for review within five business days of supervisor’s response. A copy should also be sent to Human Resources, and senior management should work collaboratively with Human Resources if applicable. The request for review should include:
- An explanation of the grievance and details of all previous efforts to resolve the issue.
- A copy of the written complaint submitted to the immediate supervisor.
- A copy of the immediate supervisor’s written response to the employee’s complaint.
- Detailed information regarding the employee’s dissatisfaction with the immediate supervisor’s response.
Senior management will consult with the employee’s immediate supervisor, and any other relevant parties to evaluate the grievance and provide a written response to the employee within five business days.
Step 4: Written complaint to the CEO
If the employee is not satisfied with previous response, they may submit a written complaint directly to the CEO with updated information provided in step 3, within five business days of the senior management response. The CEO will provide a written response to the employee within five business days.
The outcome of the review by the CEO will be final unless new evidence or other circumstances warrant additional review of the complaint.
If the complaint involves the CEO, employees may submit a grievance to the Chair of the Governance Committee, who will review the complaint, investigate as needed and come to a resolution. It is the intent that this process occurs within ten business days. If the Chair needs more time to fully investigate and resolve the complaint, the Chair will respond to the employee in writing stating approximate timeline.
Human Resources will maintain records of the grievance process confidentially and securely.
Individual non-compliance may result in adverse administrative or disciplinary actions up to and including termination.
COMP – 4301: Non Discrimination /Harassment Policy
NW Works expressly reserves the right to change, modify or delete the provisions of this policy without notice. This policy is not intended to restrict communications or actions protected or required by all applicable local, state or federal law.