Grievance Categories
Grievance categories refer to different types or classifications of issues and complaints that employees may raise within an organization. Categorizing grievances helps HR departments and management teams understand and address the specific nature of the concerns, allowing for more effective resolution. Here is a brief overview of common grievance categories:
Wage and Compensation: Disputes over pay, bonuses, deductions, or overtime.
Harassment and Discrimination: Issues related to unfair treatment based on gender, race, age, or other factors.
Workload and Working Conditions: Concerns about excessive workloads, unsafe environments, or inadequate facilities.
Job Duties and Responsibilities: Disputes over job roles, unclear expectations, or changes in responsibilities.
Interpersonal Conflict: Issues involving colleagues, supervisors, or team dynamics, such as bullying or personality clashes.
Category Code: Enter the acronym for the description.
Category Description: Enter the category description.
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Setting up grievance types involves three key steps:
Create the Grievance Type: Define and establish the specific grievance type within the system.
Link to a Category: Associate the grievance type with its relevant category to ensure proper classification.
Link to the Company: Connect the grievance type and category to the company framework or
policies for streamlined management.
Grievance Types
Grievance types refer to the various specific issues or complaints that employees may raise within an organization. These grievances can vary widely depending on the workplace's culture, policies, and industry. Here are some common grievance types:
Delayed Payment
Bullying
Sexual Harassment
Unsafe working conditions
Favouritism
Unfair Treatment (with regard to suspension or a warning letter).
Type Code: Enter the acronym for the description.
Type Description: Enter the Type description.
Details: Enter the specific details of the grievance type.
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Grievance types must be linked to the category that they fall under.
Grievance types must be linked to the company to which they apply.
Company Code or Name: Select the Company code or name.
Grievance Type Code/ Description: Select the grievance type code or the description to be linked to the
company.
Save the record.
N.B. A Grievance type can be linked to multiple companies.
Grievance Stages
Employee grievance handling typically follows a structured process with several stages to ensure fair and effective resolution. The exact stages may vary depending on the organization's policies and procedures, but here are the common stages in the grievance handling process:
Informal Discussion: Employees initially raise concerns informally with their supervisor to resolve issues without formal procedures.
Formal Submission: If unresolved, employees submit a written grievance detailing the issue, relevant facts, and desired resolution.
Acknowledgment: The organization acknowledges the grievance, outlining next steps, timelines, and points of contact.
Investigation: A thorough, impartial investigation is conducted, including document reviews and interviews.
Employee Meeting: Employees discuss their grievance in detail, providing evidence and clarifications.
Decision & Resolution: Based on findings, the organization
Communication of Decision: The decision is shared with the employee in writing, explaining the rationale and any planned actions.
Appeal Process: If dissatisfied, the employee may escalate the grievance through an appeals process, if available.
Final Decision & Closure: After the appeal, a final decision is communicated, and the case is formally closed.
Follow-Up: The organization monitors the situation to ensure actions are implemented and prevent recurrence.
Clear, documented grievance procedures are essential for maintaining fairness, confidentiality, and effective communication throughout the process.
Creating stages involves two essential steps:
Create the Stages: Define and establish the specific stages of the process.
Link to Companies: Associate each stage with the relevant companies to ensure proper integration into their workflows.
Stage Code: Enter the stage number here.
Type Description: Enter the Description of what is involved in the grievance procedure at this stage.
Stage Time: Enter the duration that this stage should take.
Save the record and repeat until all stages have been defined.
Company Code or Name: Select the Company Code or Name
Stage Code: Select the grievance stage to be linked to the company.
Save the record and repeat until all stages of the grievance procedure have been linked to the company.
Discipline Types
Discipline Types refer to the various disciplinary actions which HR can take against an employee depending on the organisation's policies and procedures. Here are some common discipline types:
Verbal Warning
Written Warning
Suspension
Probation
Demotion
Dismissal
Discipline Code: Enter a user-defined code.
Discipline Description: Enter the Discipline description.
Discipline Type: Enter the specific type of discipline action.
Duration: Enter the duration of the disciplinary action.
Offence Types
Depending on existing policies and procedures, employees who engage in actions or behaviors that are forbidden by the organization may be reprimanded as a result. These offences will be placed on the employee's record.
Offence Code/Description: Enter a user-defined code and description for the offence.
IR Staff
The designated staff member will be responsible for the setup and continued management of the processes associated with the IR module.
Company: Select the company.
Division Code/Name: Select the code and name.
Department Code/Name: Select the code and name.
Section Code/Name: Select the code and name.
Badge Number: Select the employee badge number.
First/Last Name: Select the employee first and last name.
Email Address: Auto populates with the selected employees email address.
Company Manage: If the staff member is responsible for the IR tasks in multiple companies, then press CTRL to select multiple options.
Unions
Insert/Edit/Delete/View trade unions that represent your employees. Bargaining units are linked to unions and employees in the respective bargaining units are also entered.
Company: Select the company.
Union Code/Name: Enter a user-defined code and name for the trade union.