Policy Statement
The Company supports the right of every employee to lodge a grievance if the individual believes a decision, behavior or action that affects their employment is unfair. We aim to resolve problems and grievances promptly and as close to the source as possible with graduated steps for further discussions and resolution at employees grievances committee.
Grievances should be taken action discreetly and promptly dealt with in an objective manner.
Purpose and Scope:
Every employee has certain expectations, which he thinks must be fulfilled by the organization he is working for. When the organization failed to do this, he develops a feeling of dissatisfaction. When an employee feels that something is unfair in the organization. He is said to have a grievance.
A majority of workplace problems and complaints can be resolved informally if they are dealt with immediately, and a Grievance Committee would provide a forum to address such problems.
The purpose for the formation of the committee is encourage fair, efficient and equitable solutions for problems arising out of employment relationships, in an informal setting.
The Committee will provide a platform for employees to raise their work related problems and explore their problems, and explore satisfactory solutions.
Issues which can be raised before the committee
A grievance is a complaint by an employee about any aspect of his/her employment such as
a) Terms and conditions of employment;
b) Health and safety at the work place;
c) Work relations includes the work relation with the superior and fellow employees:
d) Bullying and harassment includes the unnecessary harassment by the immediate supervisor and the departmental heads. Harassment may be both physical as well as mental
e) Working environment includes the environment in which the employee is unable to give his best for the growth of the organization.
f) Discrimination; includes the discrimination on the basis of sex and nature of job which is equal opportunity employment.
g) Pay (except where dealt with under the pay policy) includes delays errors in salary, PF/ESI issues, and non-receipt of salary slips.
h) Promotions include denial of promotion in spite of being eligible.
i) Other employment related issues
Beneficiaries of the committee:
All employees who are on the company roll and who have any grievance can approach the committee.
The committee shall have an address for correspondence, phone No. and the e-mail address, which will be displayed at the notice board of all the branch/hub/regional office.
Suggestion/ Complaint Box:
To be positioned at all branches/Offices. The most senior officer of the office on 1st and 15th of every calendar month will open the Suggestion/Complaint Box.
In case the grievance has not been responded within 15 days the employee can escalate the grievances to HO at the above-mentioned address. The grievances could also be sent to HO directly in case of sensitive/ personal issues where the employee is not comfortable discussing with the Regional Manager
Committee members:
The employee’s grievances committee shall consist of three designated senior representatives of the company as the case requirements. The committee would give its recommendation to the MD for the final decision to be taken by the MD
A chairman and secretary would be appointed within the committee members
A separate office circular would be sent for giving out the names of the committee on case-to-case requirement
Schedule for meetings
- The committee shall meet fortnightly to discuss the grievances received during that fortnight. The meeting can be preferably held on every 1st Monday and 3rd Monday of the month between 02:00 PM to 03:00 PM.
- All the members of the committee should be available on the designated day & time, unless there is an emergency. However two members personally present shall form the quorum.
Procedure
- Employees should state their grievance in writing and the basis for it in a prescribed format through its branch/hub office/RO. The complaint should be dated and wherever possible should state the remedies sought. The grievance can be made through phone for any immediate concern/ grievance. However this should be followed by the written application.
- All the grievance/ Complaints should be in written form (format attached for reference) to be submitted or to be put in the suggestion/ complaint box. It would be preferred if all the grievances can be supported by evidence.
- The Complaint/ Grievance box will be opened on a fortnightly basis by the Regional Manager along with the line HR to resolve the issues or to forward them to the HO grievance committee
- Employees are encouraged to try and resolve departmental issues with their departmental Heads before approaching the committee.
- If the complaint/grievance is against the immediate supervisor/departmental head, then the employee can directly write their grievance to committee.
- If the complaint is not attended to or satisfactorily resolved by the departmental Head within a week, the employee may approach the grievance committee.
- The committee will review the complaint and try to arrive at a satisfactory solution.
- The person(s) against whom the grievance/complaint is made should be given the full details of the allegation(s) against them and should have the opportunity and reasonable time to respond before resolution is attempted.
- For each of the grievance reported, the minimum time to revert back would be 30 days from the time the compliant was lodged. The committee should convey the recommendation to the management in writing, within reasonable (preferably) time from receipt of the complaint.
- All the proceedings between the employee and committee will be confidential.
- The grievance of the employee can be entertained only if the employee has not raised the issue at any other forum (including social networking sites) other than specified above.
- All employment related the committee shall entertain issues and employees are refrained from raising the personal issues before the committee.
- Decision taken by the management would be treated as final
- The records would be maintained with the legal cell till such time the case is closed or for maximum of one calendar year
Expected outcomes:
The expected outcome of the formation of the committee is:
1. Improved employment relationships by creating opportunities to
a) Clarify misinterpretation of policies, rules and procedures;
b) Resolve conflicts caused due to misunderstanding and gaps in communication
c) Provide the environment, which shall be conducive for the working of the employee so that ultimate goal of growth of organization is achieved.
d) To reduce the employees turnover ratio.
2. Employee satisfaction resulting in improved morale and productivity.
