Procedure for Complaints and Grievances

1. Purpose of this Procedure
The success of Inclusive Bytes rests with the quality of our staff and volunteers, as well as effective working relationships based on mutual trust and respect. We aim to provide a good working environment and opportunities for everyone to raise any concerns they may have.

The purpose of this procedure is to deal with any complaints or grievances you may have connected to your employment. This procedure may be amended at any time and we may depart from it depending on the circumstances of any case.

2. Dealing with Complaints and Grievances Informally
We expect that most complaints and grievances can be resolved through informal discussions and as near as possible to their point of origin. If you have a complaint or grievance about your work or someone you work with, you should start by speaking with the person themselves or with one of the Directors wherever possible. You may be able to agree a solution informally between you.

3. Formal Complaints and Grievances
If the problem is serious or you wish to raise it formally, you should put the complaint or grievance in writing to our Designated Equal Opportunities Person. The Designated Equal Opportunities Person for Inclusive Bytes is Caroline Ward, who is one of our Directors. You can contact her via email at [email protected], or by phone on 07736 283639 (see section 6, Contact Details).

If your complaint or grievance concerns the Designated Equal Opportunities Person, it should be raised with one of the other Directors.

You should explain the nature of the complaint or grievance, including any relevant facts, dates, and names of individuals involved so that it can be investigated. You should keep to the facts and avoid language that is insulting or abusive.

The Designated Equal Opportunities Person will investigate your complaint or grievance and gather any relevant information and evidence. They may also want to consult with other parties involved, such as your colleagues, mentor or the other Directors, if appropriate.

4. Grievance Meeting
Grievances will be dealt with in a meeting chaired by the Designated Equal Opportunities Person or one of the other Directors. You have the right to be accompanied by a colleague or a friend. The chair of the Grievance Meeting may ask any other person involved in the grievance to attend the meeting.

You will be invited to present your grievance statement and you may call witnesses. The chair of the meeting may ask any other person involved in the grievance to represent their views. You will be given an opportunity to make a final statement.

The chair of the meeting will consider the facts presented at the meeting and will, wherever possible, give their decision and the reasons for it on the same day. If further investigation is required, a further meeting may be arranged.

If you are not satisfied with the response or the outcome, you can appeal to the Board of Directors to review the situation.

5. Appeal
If the complaint or grievance has not been resolved to your satisfaction, you may appeal to the Board of Directors. You must provide a written statement to the Board of Directors explaining why you want to appeal, as soon as possible after the Grievance Meeting. The Directors will then review your case and decide what action to take, if any.

6. Contact Details
The Designated Equal Opportunities Person for Inclusive Bytes is Caroline Ward.