What is Grievance Policy and Disciplinary Policy

Mashiur Rahman

12.11.15

What is Grievance Policy and Disciplinary Policy

Grievance Policy & Disciplinary Policy

Grievance Policy and Disciplinary Policy policy applies to all worker who has been harassed or abused or if any breach of discipline takes place or violation of Code of Conduct occurs or who has a grief in respect of any matter related to dismissal, discharge, retrench, or otherwise removed from employment and intends to seek redress thereof, shall observe the following procedures comply with national and international laws. The Relation among the Workers and management are very important for an industry or industrialized nation. For Better living of the employees and to have quality productivity timely shipment there has to be a good policy that will simultaneously help to meet the rights of the Workers and Employers as well. ..

Purpose

Moreover, labor unrest is a critical issue for a labor-oriented organization, which causes damages in the productivity, work environment, quality and timely shipment, as it is an export-oriented industry. Considering these issue we have made systems to listen to workers grievance and demands through the “Grievance Handling Policy”as follows . To ensure that at Mashiur Industries Limited grieves of employees are dealt as per laws.

Reference

1965, Employment of Labours (Standing Orders) Act, Section – 25. Industrial Relations Ordinance, 1969 (Ord. XXIII of 1969)

Grievance Policy and Disciplinary Policy

We have formed a “Workers Welfare Committee/Workers

Participation Committee”. Workers are free to submit their complaints to admin department in verbal or in written form. If verbal complains is given, admin department has to write make in written documents, duly signed by the claimer.
Complains which are received at admin department, are placed to the disciplinary committee. Hearing of both claimer and accused is conducted. If require investigation carried out. Basing on all these, decision is made as per depth of offence.
In addition to that, workers are free to inform their grieves directly to the Managing Director by putting their letter in the Complain Box kept at the entrance. They can put even anonymous letter which are also taken in to account.
MD’s Complain Box is directly opened by MD. Complains put therein is seen and dealt by MD. Basing on the complaint; hearing conducted, investigation carried out and disposal is given by MD on that basis. If nature of offence permits, it is send to disciplinary committee for their action. Then on the matter is dealt as per above procedure.
Regular meeting with the Workers, Supervisors and In-charges In the case of dismissal, discharge, retrench, or otherwise removed from employment; shall submit his grievance policy to the competent authority herein admin department, in writing or by registered post within fifteen days of the occurrence of the case of such grievance.
Within fifteen days of receipt of such grievance, investigation is carried out through disciplinary committee on the matter, give the worker concerned an opportunity of being heard and communicates his decision, in writing, to the said worker;
If the worker is dissatisfied with such decision, he may make a complaint to the BGMEA Arbitration Committee or Factory Inspector’s Office or Labour Court having jurisdiction, within thirty days from the date of the decision. As the case may be, unless the grievance policy and disciplinary policy has already been raised or has otherwise been taken cognizance of labour dispute under the provisions of the Ord. XXIII of 1969.

Applicable for:

If a worker has a problem than he/she should go to the concerned supervisor with the complaint and ask to solve the matter. All employees of the Company covered under this Manual are eligible for grievance redressal.

Objective:

Instant process of solution of their Legal Demand and Complaints as follows:

To provide a formalized means of expressing dissatisfaction.
To take corrective measures in a rational & objective way.
To maintain a conducive work environment.
The procedure would ensure a sense of fair play & justice to all the employees
That in such circumstances employees have the opportunities to discuss the problem, and to find a fair and mutually agreeable solution.

Basis:

The supervisor will notify the In-charge and it will be ultimately notified to the Welfare Officer by the concerned In-charge. Every organization requires a system to be in place through which a person who is finding anything that is demoralizing or feeling some sort of dissatisfaction about the company will be able to ventilate that feeling of his/her through that channel. This policy has been created to lay down the system, the rules and procedures based on which such grievance channels can be made effectively operational in Auto Group.

Policy:

The Welfare Officer will put complains in the register as written form and will sit with the In–charge, supervisor along with the operator who has given the complaint to solve the problems and then he will put the solution to the register. The Grievance procedure is so designed to supplement the existing statutory provisions.
The procedure would be simple enough to be understood by every employee with as few steps as possible.
If a problem is severe and if the welfare Officer thinks he is unable to make the decision than he should inform the Manager Compliance. Speedy settlement of a grievance would be the cornerstone of the Grievance Policy.
If an employee has a problem regarding employment, it is the aim of HR Department that it should be resolved fairly and promptly.
The time limits suggested in the procedure may be varied, by mutual agreement, to allow further investigation of a problem or to allow for legitimate delays due to prior work commitments.
In many cases problems can be resolved quickly through informal discussion.
When a problem occurs the first step should be to approach the immediate superior or the person to whom an employee is normally responsible. That person may need to consult with others who may be of help in finding a solution. HR Department expects that most problems can be solved in this manner.
Only if informal discussion has been tried and has failed to bring about a satisfactory solution, should the more formal procedure described below be used.
That every person will have an opportunity to express grievance
That every person will have a channel to express grievance confidentially if they choose to do so
That every complaint will be investigated and given due consideration before it is dismissed
That a person who brings forward a complain will not be jeopardized or victimized
That fair trial and judgment will be imparted irrespective of level or importance of an employee
That remedial measure will not be contradictory to any tenet of the Labour Law or any law of the land.
That grievances will be recorded and remedial actions will also be recorded and the employees will be notified in case the complaint was issued anonymously
That confidentiality will be maintained

Regulations & Procedures:

An employee should write formally to his/her own manager/reporting supervisor with cc to HR DEPARTMENT, setting out the problem and the actions taken so far to resolve the matter. He/she should also state in his/her letter that it is a formal grievance. The manager/reporting supervisor, must investigate possible solutions, consulting with colleagues where appropriate, and obtaining authorization for appropriate action, if required.
The Manager/reporting supervisor should arrange to meet the concerned employee within three working days of receiving the formal letter to discuss the problem, to try and find a possible solution. Any solution proposed will be recorded and given to the concerned employee within two working days of this meeting or as soon as is practicable.
The Head of HR will follow up on the case and find out the progress and will remind the concerned reporting supervisor to expedite the process.
Outcomes of these procedures and meetings will be recorded as minutes and catalogued in the personal file of the employee.
If the employee is dissatisfied with the outcome of Stage 1 he/ she can write again, to his/her own Department head with cc to HR DEPARTMENT as well as to Head of HR, and also (where needed) the Head of the Department of the person against whom the grievance is present, within five working days of his/ her receipt of the proposed solution from his/her own reporting supervisor. Further, the reasons for dissatisfaction at these proposals have to be explained. The solution (in its original form) proposed by the immediate supervisor must be forwarded with this mail.
The Head of HR will coordinate with the Department head of the aggrieved person, and will set up a meeting between the aggrieved person, his/her Department Head, and the accused person and the Head of the Department of the latter, for an arbitration and amicable settlement.
Outcomes of these procedures and meetings will be recorded as minutes and catalogued in the personal file of the employee
In the event the employee is still dissatisfied with the outcome, he/she will raise the issue to the Head (Director) of HR, who will have a discussion individually with all parties concerned up to 2 times if needed to solve the problem through arbitration and finally will try and bring all concerned in the same platform to come to a settlement. It is expected that all problems, however great it may appear, will be solved by this stage.
Outcomes of these procedures and meetings will be recorded as minutes and catalogued in the personal file of the employee.
If an employee is not satisfied with the outcome of the entire prior 3 stages, then, the employee may have a final right to appeal to the MD/Chairman, with a CC copy to all concerned and all those consulted up to that point in time.
The HR department will arrange a meeting between the employee and the MD/Chairman, where as per the Chairman’s wish, representation from any other department may or may not be there. Following this first meeting, if needed, and wanted by the Chairman, the HR Department will convene a meeting of all concerned in the case up to that point.
All decisions arising from this meeting will be final and there is no further ‘right of appeal’ within the company.
Directly approaching the Chairman or MD to address an issue without going through the prescribed channel is not permitted.

Alternative procedure for those who wish to maintain confidentiality:

The complaint in this case will be brought to the Head of HR, who will treat the matter from stage 2 of the procedures of the regular grievances.

Can drop a letter into the complaint boxes
Can speak in confidence with a welfare officer or manager
Can email the Director HR using a disguised mail address
Can pass the message through the phone to any member of the HR Team
In such cases confidentiality will be maintained and the matter will be investigated and the solution will be notified on the notice board or informed to the Welfare Committee during the welfare team meetings.

In case of grievance against one’s own reporting supervisor/own department head:

Any employee can come and express dissatisfaction about any reporting supervisor to the HR Department. The issue raised will be catalogued as a question to be investigated against that person and will be recorded in the personal file of the reporting supervisor. However, it will not be mentioned which subordinate or team member has brought the allegation.
HR Department will try and find if other employees of that department face similar problems with that reporting supervisor and will raise the issue to the boss of the reporting supervisor at the time of appraisal.
If the complaint is of a serious nature that requires immediate settlement, Head of HR, will call the reporting supervisor and the employee concerned in a confidential meeting and try and work the matter out to a point of mutual amicable settlement.
If the HR Head finds that the reporting supervisor is more senior than him/herself, then Head of HR Policy can be brought in for arbitration.
HR Department will keep track on the employee for at least next 3 months to know if the reporting supervisor is misbehaving with the employee who complained against him/her, and will penalize the reporting supervisor if evidence is found to that effect. In such case, where there is room for doubt on the objectivity of the reporting supervisor, the employee’s next appraisal will be carefully monitored by the HR Department.
The matter will be settled in a way that is similar to above, but the employee will make the first approach to the Head of HR. The Head of HR will consult with the person on whom the allegation is, and try and understand if the person accepts the allegation or not.
If the person accepts, then, Head of HR will try and negotiate between the two parties and try and get the Senior Management Official to apologize or compensate in a manner that is acceptable to both.
If the senior management official does not accept the charge, then both persons have to be met with at a time to ascertain if indeed an offence has taken place and then will try to arrive at a mutual settlement as above.
Incase this fails only then can the employee raise the issue to the MD/Chairman, in which case it will be solved as other issues raised up to the level of the Chairman.
The complaint will be recorded with Head of Operations and raised to the MD/Chairman, where the MD/Chairman will sit with the concerned parties and work the solution out
The complaint will be raised to Head of HR, who will meet with the MD/Chairman and raise the issue to him/her. If the MD/Chairman accepts that an error may have occurred, and gives the decision on how it will be compensated, the Head of HR will convey the message to the concerned employee.
However, if the employee is, even after all this, not satisfied with the solution, he/she may choose to discontinue with the service with the company.
If any employee can be observed to be behaving badly against any other employee who may have raised a complaint against him/her, serious action will be taken against him/her by HR DEPARTMENT/MD/Chairman.
Regular grievance committee meetings are held at each factory involving the senior management.

Responsible Parties:

We have suggestion and complaints box through which the worker would be able to reach the management for their sorrows, grieve & demands, which will be directly under the General Manager. The Head (director) of HR, in conjunction of Head of Operations, with consultation with the Chairman/MD is responsible for developing and implementing the Grievance Redressal Policy.

Communication and Implementation

Summary of grievance policy is translated and included in worker handbook
New employees are explained about the policy during orientation
Grievance registers are maintained
Grievance meetings are held and minuted
Solutions are also documented

Exceptions:

The Manager Compliance will call upon the P.M. and if necessary the G. M. to sit & solve the problems with them. In some cases the enormity the problem may be so large that it may skip some of the steps and directly the Directors and the Managing Director can become involved. In some cases it may require the intervention of the national law enforcement agencies like Industrial Police, Lawyers or other legal persons.

Feedback & Control:

The Manager Compliance and Manager Admin will open the suggestions and complaints Box weekly at the end of the day and he will call upon the person who has given the complaints immediately day to resolve the matter.Any true & logical problem, sorrows, grieves, & demands will be solved immediately after the management of radial International Ltd. has notified it. If the grievance issue raiser had disclosed the identity the upper management will ask the person to share and give feedback. If the grievance issue raiser had maintained confidentiality, the message is passed through the WPC.

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