INTERNAL GRIEVANCE FRAMEWORK
Staff Procedures
This framework provides clear instructions for handling workplace concerns, ensuring equity and transparency across our foundation. It outlines the specific steps employees should follow to voice issues, while adhering to essential legal standards. Please note this text serves as a professional template for organizational alignment and does not constitute formal legal counsel for the Verozi Foundation.
Overview
At Verozi Foundation, we prioritize a high-standard service model and expect professional excellence from every team member. We foster a culture of inclusion where mutual respect and collaborative effort are the core foundation of our operations. The primary objective of these protocols is to resolve any professional complaints with efficiency and fairness. Our approach emphasizes early-stage resolution to maintain a positive and harmonious working environment.
Range
Workplace difficulties often arise from interpersonal friction, such as unfair treatment or environmental stressors, alongside concerns regarding workload or compensation. These guidelines apply to every employee within the Verozi Foundation structure regarding their contractual terms. This specific framework is dedicated to grievances only; matters involving behavioral discipline or performance reviews are managed under our separate disciplinary guidelines.
Philosophy
This directive covers all salaried personnel to guarantee equitable outcomes during conflict resolution. Our foundation encourages every individual to address concerns through open communication at the most immediate level possible, aiming for outcomes that satisfy all parties involved quickly.
Concerns
This protocol does not inhibit staff from seeking informal resolutions through casual dialogue. In many instances, a simple conversation effectively clears misunderstanding and fixes the issue. We expect a majority of hurdles to be cleared at this stage, with documented progress toward a solution within thirty days of the initial talk. If a staff member or volunteer cannot reach an informal agreement, they should submit a formal written document to their supervisor. In situations where a grievance is a reaction to disciplinary steps, the foundation may choose to review both matters concurrently, potentially pausing disciplinary action to address the employee's concerns first.
The Steps
Filing a Complaint
- Staff must submit their concerns in writing to their direct supervisor without delay, ideally within one month of the event in question. Should the grievance involve the supervisor directly, the report should be escalated to the next management level. Complaints regarding the Chief Officer are directed to the Chair of Trustees. Submissions must include precise details, such as relevant dates and names of witnesses. Upon receipt, management will initiate a factual review, the depth of which depends on the complexity of the claim. The goal is to gather a complete set of facts before making any formal determination. If other team members are involved, they will be given a chance to provide their perspective. If the review identifies violations of our conduct code by others, those instances will be handled via our separate disciplinary path.
Meeting Coordination
- Once the initial review is concluded, a formal meeting will be scheduled to allow the employee to present their point of view clearly. This session should be organized within seven business days of the written filing to ensure a swift process. Every individual has the right to be supported by a colleague or a union official during these sessions. This support person is permitted to speak on the employee's behalf during the meeting, though the employee remains responsible for answering direct questions regarding the specific details of their claim.
Review Session
- The presiding manager will open the session by outlining the specific points of the complaint to ensure full alignment on the issues described. The employee will then have the floor to explain their perspective and propose a preferred resolution. Relevant documentation and witnesses may be introduced at this time to support the case. Management reserves the right to ask clarifying questions of all participants. Before closing, the employee or their representative may provide a summary of their position, though no new evidence can be introduced at that final stage. If further fact-finding is required, the session may be paused and resumed later. The manager leading this stage will not participate in any subsequent appeals.
Resolution Phase
- After reviewing all evidence, the manager will determine if the complaint is substantiated. A formal written decision will be sent to the employee, typically within five business days following the session. If the claim is upheld, the letter will detail the specific remedial actions the foundation will implement. If the claim is dismissed, the letter will provide a clear explanation for that outcome. Additionally, this communication will inform the individual of their right to challenge the decision and the specific steps required to file an appeal.
Review
- An individual wishing to challenge a grievance outcome must submit a written request within five business days of the decision. This request must clearly state the grounds for appeal and include any supporting documentation. The review will be conducted by an impartial senior manager or a trustee who was not involved in the original decision. The appeal session will be coordinated promptly to maintain momentum. The staff member retains the right to be accompanied by a colleague or representative. Depending on the circumstances, this stage may function as a simple review of previous findings or a full rehearing if procedural errors occurred. Once the appeal is concluded and the final written outcome is delivered, the decision stands as the foundation's ultimate word on the matter.
While we strive to meet all mentioned timelines, extensions may be granted through mutual consent when necessary. To ensure continued foundation operations, it is expected that all staff continue their duties professionally while a grievance is being processed. This concludes the official Verozi Foundation policy document for staff.