Purpose and Scope
As part of our overall philosophy of providing a safe work environment and fair employment practices, it is important to establish a procedure for employees to formally express concerns or complaints.
We believe that most disagreements, disputes, or differences concerning conditions of employment or co-worker cooperation can be resolved informally and amicably through discussion or other problem-solving approaches. If this is not possible, this Policy outlines a path for more formal complaints.
This Policy should be read together with B1: Code of Conduct Policy and B4: Workplace Bullying and Harassment Policy. Where a grievance relates to harassment, discrimination, or workplace violence, the procedures in B4 apply. Where a grievance relates to a suspected breach of the Code of Conduct, the reporting structure in B1 applies.
If a grievance relates to harassment or violence in the workplace, the reporting policy and procedures outlined in Justice Education Society’s (JES) Bullying and Harassment Policy should be followed rather than those in this Policy.
This Policy applies to all employees, consultants, contractors, volunteers, directors, and officers of JES.
Policy
Step 1: Speak with the person If the grievance is with another employee, the best first move is for you to speak with that person directly and explain your concerns. Include specific examples that illustrate the complaint, and some suggested remedies. Together, you try to come up with a solution to the problem.
Step 2: Informal discussion with supervisor. If a direct conversation does not resolve the grievance, or if you are not comfortable speaking with that person directly, you can have an informal discussion with your own immediate supervisor. Many concerns can be resolved informally when you and your supervisor take time to review the concern and discuss options to address the issue. After an initial conversation, the respondent and their supervisor should be invited to the discussion to understand all sides of the issue and collaboratively develop a reasonable solution.
If the grievance is with your own supervisor, this informal discussion is held with your supervisor’s supervisor, also known as the one-up manager.
Step 3: Written complaint to supervisor and one-up manager If you are not satisfied with the results of the informal discussion in Step 2, you can submit a written complaint (a letter or email) within one week of the Step 2 discussion to your immediate supervisor and one-up manager to include:
- The nature of the grievance.
- Detailed information, including evidence of the issue, witnesses, related policies, etc.
- The remedy or outcome desired.
The one-up manager, or their designate, will respond to you in writing within five (5) working days. In some cases, an extension of time may be required, in which case JES will advise you when you can expect a response.
The supervisor receiving this written complaint must share it with human resources (HR) and the Chief Executive Officer (CEO).
If your complaint is related to harassment, discrimination, retaliation or workplace violence, you can submit the written complaint directly to your supervisor, HR or to the CEO, as described in the Bullying and Harassment Policy. Detailed instructions and guidelines are provided in that Policy.
Step 4: Written complaint to CEO: If you are not satisfied with the Step 3 written response from the one-up manager, you can submit a written complaint to the CEO for review. The request for review includes:
- An explanation of the grievance and details of all previous efforts to resolve the issue.
- A copy of the written complaint as submitted to the immediate supervisor.
- A copy of the immediate supervisor's written response to your complaint.
- Detailed information regarding your dissatisfaction with the one-up manager’s response.
The CEO will consult with your immediate supervisor and any other relevant parties to evaluate the grievance and provide you with a written response within 15 days. In some cases, an extension of time may be required; the CEO will advise you when to expect a written response. The CEO's review is final unless new evidence or other circumstances warrant further review of the complaint.
Retaliation against any employee who files a complaint is prohibited and may result in discipline up to and including discharge.
The procedures in this Policy are intended to be flexible in order to respond to the specific circumstances at issue. JES reserves the right to engage in a different procedure as it deems appropriate in any given circumstance.
Step 5: Written complaint to the Board President: If the grievance involves the CEO, the written complaint at Step 4 should be submitted directly to the Board President rather than the CEO. The Board President will consult with relevant parties and provide a written response within 30 days. The Board President's review is final unless new evidence or other circumstances warrant further review.
At any stage, you may submit an anonymous report using the JES Conduct Report Form, available in English and Spanish here, which goes directly to the Board President and is not accessible to JES staff or management. Anonymous reports are appropriate where you do not feel safe using the formal grievance process.
Policy Acknowledgment
Please go to the JES Employee Policies Google Form to acknowledge that you have read, understood, and agree to comply with JES Policy B6: Grievance Policy.