Standard Operating Procedures For Grievance Redressal Committee
The procedures outlined here in may be employed only for matters for which other procedures have not otherwise been established by the Department, Ganga college of paramedical sciences specifically excluded are grievances related to sexual harassment which will be dealt by the Internal Complaints committee These procedures may not be used to challenge, modify, or eliminate any existing policies or established practices. Whenever the grievance procedure is being followed, it is important that issues are dealt with fairly. The following elements shall be considered in doing so:
- All employees should always try to resolve problems in the work place at the earliest possible opportunity and usually with the least possible formality.
- All efforts shall be put to address matters(by HOD along with employees) before they reach the stage of becoming a formal grievance issue.
- All employees should raise and deal with issues promptly and should not unreasonably delay meetings, decisions or confirmation of those decisions
- All employees should act consistently.
- No grievance shall be heard unless it has been filed under the process of lodging within 90 calendar days after the act or the condition giving rise to the grievance.
Procedure of registering a grievance
- The grievant shall report to HOD about his/her grievance.
- The HOD shall try to solve the problem at his/her level. He/she shall have the discretionary power whether to solve at his/her level or to be forwarded to the Director cum VC.
- When decided to solve, the process of arriving at a solution as well as the solution /decision offered by the HOD shall be recorded along with response of the employee “accepted/not accepted” or otherwise by the (grievant)which shall be recorded.
- The HOD shall file the document in the department. Half yearly report of the same to be submitted to Director cum VC, thereafter to be preserved by the PM Office.
- If the grievance is not solved /not agreed by the grievant at HOD level then it shall be forwarded by HOD to Director cum VC.Further it shall go to grievance committee through Director cum VC.
- Director cum VC will decide whether to solve the grievance administratively or refer it to Grievance committee.
- If the grievance is against the HOD, then also it should come through HOD duly forwarded or otherwise with his/her comments. The grievant can also submit an advance copy to the Director cum VC directly, in case he/she has any apprehension on his/her letter not being forwarded by the HOD.
Roles and responsibilities
The Grievance Committee shall be responsible to ensure that grievances are dealt with effectively in accordance with the Grievance Procedures set out for the implementation of this Policy.
In doing so, the Committee shall adhere to the following principles
- Take grievances seriously taking on board why the employee feels aggrieved, unhappy or dissatisfied
- Investigate the facts and surrounding circumstances, and showing the employees that this been done thoroughly and sensitively
- Actively look for a solution that will satisfy the employee, where practical, without causing disproportionate difficulty for the organization or the Employee’s colleagues
- Provide feedback to the employee about what can, and cannot be done to resolve the grievance
- Take necessary follow-up action
