Policy

1. Introduction

In compliance with Section 9C of the Industrial Disputes Act, of 1947, it is essential for organizations in India with a workforce of 20 or more to establish a Grievance Redressal Committee (GRC) to address employee conflicts and disputes.

2. Purpose

At [Company Name], we place a high value on employee satisfaction and engagement. The primary aim of this grievance redressal policy is to enable employees to voice their concerns and issues. We believe that a constructive and supportive work environment is vital, and we encourage open discussions about problems through a clear grievance process.

3. Scope

This policy is applicable to all employees of [Company Name], regardless of their position or level within the organization.

4. Definition

An employee grievance refers to any issue or complaint related to work conditions, the corporate culture, or interactions with colleagues, including management. However, inquiries aimed at seeking clarification do not fall under the grievance redressal process.

4.1. Employees have the right to file grievances in various situations, including:

• Experiencing workplace harassment.
• Putting their health and safety at risk.
• Observing inappropriate behavior from supervisors or management.
• Encountering unfair modifications to their employment agreements.
• Witnessing violations of policy guidelines.
• Facing disputes involving coworkers, suppliers, or management.

[Company name] acknowledges that each situation is unique, and this list may be updated based on the specifics outlined in the Grievance Complaint Form.

5. Rights And Responsibilities

• Employees who wish to file a grievance can reach out to their immediate supervisor or the HR department. They should submit a detailed application outlining the situation and may also contest any formal decision made.
• Additionally, individuals who are the subject of a complaint have the right to access a copy of the allegations against them and can appeal any formal decisions taken.
• It is the company's responsibility to implement a well-structured grievance procedure, conduct unbiased analyses, ensure equal treatment for all employees, maintain confidentiality where possible, and create a safe working environment.

6. Procedure

6.1. Procedure Report to the Immediate Superior

The initial action should be to inform the immediate supervisor about the issue. They should strive to address the problem and communicate the outcome to the employee within 6 business days.

6.2. Report to the HR Head

Should the supervisor be unable to resolve the dispute, the matter must be referred to the HR Head. It is the responsibility of the HR Head to collect all relevant information and carry out an investigation.

If the situation involves Sexual Misconduct or Theft, the employee retains the right to file a complaint externally.

Upon receiving the complaint, the company shall:

• Request the employee to fill out the grievance form.
• Clearly analyze the situation by having discussions with the affected employee.
• Provide a copy of the charges to the accused employee.
• Conduct unbiased interrogations.
• Keep all involved employees informed of the progress.
• Implement corrective actions.
• In the event of an appeal, gather additional information and conduct further inquiries.
• Keep a log of all actions performed.

7. Responsibilities of the Company

The following outlines the responsibilities of [company name]:

• Conduct a thorough investigation of all Grievance Complaint Forms submitted.
• Resolve grievances within a specified timeframe of [number of days], tailored to the severity of each case.
• Ensure fairness for all parties involved during the grievance process.
• Uphold a no-retaliation policy for employees who raise complaints against management.
• Facilitate mediation meetings with relevant individuals to address the grievances.
• Maintain a high degree of confidentiality throughout the entire grievance process.
• Accept and investigate requests for appeals.
• Ensure that the final decision regarding the grievance is executed effectively.
• Keep accurate and detailed records for each grievance filed.

8. Confidentiality

Confidentiality is paramount. All employees at [Company name], including senior management and HR personnel, must sign a Confidentiality Agreement. This agreement restricts them from discussing any grievance matters both during the process and after a resolution has been reached. All individuals involved are forbidden from sharing details with other [Company name] employees.

9. Policy Violations

Regarding Policy Violations, any employee found in breach of the grievance procedure policy will face disciplinary measures, which may range from verbal or written warnings to suspension or even termination. The severity of the violation will guide the appropriate level of disciplinary action.

In cases where an employee has been definitively found guilty of the grievance they are accused of, [Company name] will follow its Disciplinary Action Policy to ensure that the situation is addressed fairly and in alignment with company protocols.