Grievance Policy of FOTSQM

  1. This Grievance Policy applies to staff, paid and unpaid, trustees and all volunteers of the FOTSQM (‘the organisation’).

INTRODUCTION

  1. FOTSQM aims to create a work environment where everyone involved with the organisation feels valued. We also recognise that there may be occasions when volunteers have concerns or grievances and this grievance procedure enables any individual involved with the organisation to raise a grievance more formally. The procedure is designed to offer an open and fair way for volunteers to make known a problem and aims to enable a grievance to be resolved quickly before it festers and becomes a major problem.

INFORMAL DISCUSSIONS

  1. In the first instance, if an individual feels they have a grievance about an incident or another individual also involved with the organisation they should raise it and discuss it as soon as possible with the Head of Volunteers. The Head will listen to the grievance and make every effort to try and resolve the grievance informally to the satisfaction of the person making the grievance.

FORMAL PROCEDURE

  1. STAGE 1

In the event that it has not been possible to resolve the grievance raised by informal discussion, the individual concerned should put the complaint in writing to the Trustees of FOTSQM.

A trustee other than the Head of Volunteers will be asked to deal with the complaint and in the first instance will seek to have a meeting with the individual involved to discuss the complaint, why the individual felt that the grievance remained live after informal discussion and to ascertain what steps the individual wishes the organisation to take to satisfactorily resolve the issue.

The individual making the complaint has a right to be accompanied to this meeting.

Following the meeting, the trustee dealing with the complaint will write to the individual within 5 working days, and on behalf of the organisation will explain how the organisation intends dealing with the substance of the complaint. If the complaint is about another volunteer or indeed another trustee, the individual will be told what steps the trustee dealing with the complaint intends taking on behalf of the organisation either to investigate the matter further or what steps the trustee intends taking to resolve the complaint.

Where the trustee explains to the individual how the organisation intends dealing with the substance of the complaint, this will be done in writing and will include explaining to the individual that they have a right to appeal the organisation’s intended steps to resolve the issue.

  1. STAGE 2- RIGHT OF APPEAL

If the individual feels the organisation’s intended course of action is not satisfactory and will not lead to resolution, the individual must write to the Chairman of the organisation within 5 working days of receipt of the letter from the trustee, and the individual must outline why such steps as are proposed are not satisfactory.

Upon receipt of this letter, the Chairman will invite the individual to a meeting, at which the individual may be accompanied, in an effort to resolve the issue.

After this meeting, the Chairman will write to the individual within 5 working days outlining what steps, if any, the organisation intends taking to resolve the issue.

If the individual is not satisfied with the Chairman’s reply, the individual must write to the Chairman within 5 working days of receipt of the organisation’s letter explaining why they remain unhappy.

  1. STAGE 3- FINAL RIGHT OF APPEAL

In the event that the grievance remains unresolved after all of the above steps have been taken, the Chairman will ask the Vice Chairman to convene an Appeals Subcommittee in a final effort to resolve the grievance. This subcommittee will comprise 3 trustees of the organisation, none of whom who will have dealt with the grievance previously.

The subcommittee will invite the individual to a meeting to discuss the issue, at which the individual may be accompanied. The subcommittee will attempt to resolve the issue at that meeting.

Thereafter, the subcommittee will meet to discuss what steps the organisation intends taking, if any, to resolve the issue and this decision will be communicated to the individual involved within 5 working days of the meeting.

The Appeals Subcommittee’s decision will be final.

Peter Galletly
FOTSQM Secretary
Glasgow