ASA Security Grievance Policy
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1. Overview
1.1 This policy is designed to assist us in addressing complaints, concerns, and issues related to employment in a fair and consistent manner. Please be aware that this policy is applicable solely to matters concerning your employment. If you have a different relationship, such as being a customer or service user, you will need to follow a different process for addressing your concerns.
1.2 This policy is applicable to all employees; however, it does not constitute a part of your employment contract, and we reserve the right to amend it at any time.
1.3 This procedure should only be utilized to raise grievances associated with your employment. Complaints made against you will typically be managed under our Disciplinary Policy or Performance Improvement Policy, as deemed appropriate.
1.4 Additionally, you should review our Harassment and Bullying Policy and our Whistleblowing Policy, as both may be pertinent.
1.5 While most grievances are raised on an individual basis, if a group of employees presents a similar grievance, we will treat it as a group grievance and adhere to the process outlined below.
2. Taking informal action
2.1 You should first approach your manager, as we have found that most grievances can be resolved informally. If your grievance pertains to your manager, or if there is another reason you prefer not to discuss it with them, you should instead inform their line manager or another individual with equivalent responsibilities.2.2 If this informal method does not resolve your issue, or if it is not suitable, you should proceed to the formal procedure.
3. Taking formal action: First stage
3.1 You will need to document the specifics of your complaint in writing. This should include dates, the names of individuals involved, and any other relevant details, clearly stating that you wish to file a formal grievance. It would be beneficial to outline any steps you have taken to resolve the matter informally.
3.2 You need to clearly articulate what actions you expect from the Company. For instance, you might say: ‘I would like you to issue a warning to (the name of the individual you are complaining about)” or: ‘I would like you to revise your policy regarding overtime work.”
3.3 Submit or deliver your written grievance to your line manager or the HR department. If your line manager is involved in your grievance, you should direct your grievance to their line manager.
3.4 We will send you confirmation that we have received your grievance.
3.5 You are required to cooperate with us to ensure that our investigation is both fair and comprehensive. The way we investigate will depend on the specifics of your grievance. We will review pertinent documents and may conduct interviews with you and/or gather
statements from other individuals who can provide relevant information.
4. Taking formal action: Second stage
4.1 We will schedule a meeting with you, typically within five working days after you submit your grievance. This meeting is your chance to present your issue and suggest how you believe it should be resolved, and we encourage you to make every effort to attend.
4.2 You are allowed to bring a companion to the meeting, usually a colleague or a trade union representative . Please inform us as soon as possible if you or your companion cannot attend the meeting, and we will attempt to reschedule.
4.3 We may record the meeting, but we will inform you beforehand. You are welcome to
record the meeting if you choose, but please notify us, as we believe it is discourteous to the managers involved to conduct a covert recording. Additionally, you will achieve a higher
quality recording if you do so openly rather than secretly.
4.4 After the meeting, we will take any necessary steps to investigate further as we deem
appropriate. This may sometimes involve reviewing documents or interviewing other
individuals. Typically, you will not be permitted to participate in this phase of the
investigation.
4.5 Within one week of the final meeting (which may be the first or second meeting,
depending on the situation), we will send you a written decision and inform you if we intend to take any action regarding your grievance. We will also provide you with the contact information for submitting an appeal against our decision . In cases of complex grievances, or if the manager handling your grievance is particularly busy, it may take longer than a week to reach our decision and prepare the outcome letter. If this occurs, we will keep you updated on the expected timelines.
4.6 There may be instances where we determine it is inappropriate to discuss some or all the actions, we are taking in response to your grievance with you (usually because the other party involved may have a right to confidentiality, which must be weighed against your right to be informed). We understand that this may leave you feeling unsatisfied, and we would only take this step if there were compelling reasons not to keep you updated.
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5. Taking formal action: Third stage
5.1 If you disagree with our decision, you have the option to submit a written appeal within one week of receiving the decision. Your appeal letter [or email] should clearly articulate the reasons for your appeal. Additionally, please provide any new evidence that you may have
obtained since the conclusion of the initial investigation.
5.2 We will schedule a meeting with you, typically within two weeks of your appeal
submission. Whenever feasible, the appeal meeting will be conducted by someone other than the manager who presided over the original grievance meeting. You are allowed to bring a
trade union representative or a work colleague, in accordance with the procedure detailed in
paragraph 6 below.
5.3 Our final decision will be communicated to you in writing. We aim to accomplish this within two weeks following the appeal hearing. You will not have any additional right to appeal our decision.
6. Your right to be accompanied
6.1 You have the right to be accompanied by a colleague or trade union representative at any meeting convened under this policy.
6.2 If you wish to exercise this right, please inform us as soon as possible regarding who you
would like to accompany you. It is your responsibility to ensure their attendance. If you select a work colleague, we will not obstruct their participation, but we may need to reschedule the meeting if their absence from work would lead to operational issues.
6.3 Your colleague or trade union representative may, if you wish, present the main points of your grievance during the meeting and can respond on your behalf. You are also permitted to consult with them throughout the meetings. However, they must not respond to questions
directed at you or attempt to hinder us from asking questions or expressing our views.
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