Grievance
Objective
The company aims to foster a supportive and pleasant workplace for all employees. This policy is set out to provide a means of dealing promptly with any grievance raise by employee in relations to their employment in a fair and consistent manner.
Scope
This cover all employees of Opulent in Malaysia, where scope of grievance shall cover:
Health & Safety
Unfair treatment
Adverse changes in employment conditions
It is not appropriate to raise trivial matters via the formal grievance procedure – these should be resolved at the informal stage.
Term / Definitions
Grievance is define as problem, concern or complaint related to an employee’s work or the work environment. Which can be any act, behavior, omission, situation or decision impacting an employee that the employee thinks is unfair and unjustified.
Respondent refers to the employee who having complaint made against them.
Responsibilities
All employees are responsible in helping to create a climate at work where communication channels are kept open so that concerns are discussed and resolved at an early stage.
Supervisor and department heads shall have responsibility to act as role models; respond positively to complaints to avoid them escalating into grievances; and to challenge and stop unacceptable behavior in the workplace.
HR personnel is responsible to ensure the consistency of application through all necessary stage and to provide guidance to department heads, employee and any other relevant personnel.
Procedure of Making a Disclosure
Informal Discussion
In the event employee have any complaint relating to their work, he is to
communicate the problem with his direct superior informally, or where the complaint relates to the direct superior, employee should raise his concern to department head or HR department. Superior should understand the issue raised and provide constructive feedback to employee within 5 working days.
If the employee fails to obtain satisfactory or reply within 5 working days, he may refer his complaint to department head. If the employee still dissatisfied with the outcome, formal grievance should be proceeded with HR department.
Formal Grievance Process
At all times, grievance shall be dealt with as tactfully as possible and requirement of confidentiality must be fully observed.
Employee should submit his grievances to HR department in writing or thru web form.
This written statement should set out clearly the nature of the grievance, with supporting evidence where appropriate; what actions the employee has taken to resolve the grievance informally; and the outcome that is sought.
HR will acknowledgement receipt of grievance and invite the employee to meeting in writing, so his grievance can be discussed.
The employee will have the opportunity to state his case and how he think it should be resolved. The grievance meeting can be adjourned at any stage during the proceedings if this appears necessary, for example, to investigate any claim made. Minutes of meeting will state the nature of the grievance, decision made and justify the action to be taken. The employee to verify the document summary andacknowledge. A copy of the minutes will then be provided to employee.
For any unforeseen reason the employee or the respondent can’t attend the meeting, the meeting must be rearranged.
HR will, where possible, within 5 working days from the meeting or any subsequent investigation, reply in writing to the employee advising of the outcome of the meeting and the right of appeal.
Appeal
In the event that the employee feels his grievance has not been satisfactorily resolved, he has the right to appeal against the outcome of the grievance. An appeal must be submitted to the Human Resource Manager in writing within 5 working days of receipt of the decision letter of the grievance outcome, stating the grounds of appeal.
The employee will be notify on the date and time of the appeal meeting in written. Appeal will be heard thru the appeal meeting by Management who was not involved in the original meeting. HR personnel where practicable, will be appoint to record the appeal meeting.
Employee should be informed in writing of the outcome within 7 working days of the appeal meeting. The decision of the appeal will be final.
Documentation
For informal grievances, a written note of the date and nature of the matter together with any agreed outcome may be kept in confidence by the manager and copied to the employee. No document need to submit to HR if the grievance being resolved at the initial stage.
Complete record of all documentation generated from each stage of formal grievance must be passed to HR department.
If disciplinary action is taken as a result of the formal grievance. Record of disciplinary action will be filed in the personnel file.
Confidentiality
All personnel who associated in grievance case are required to maintain confidentiality of the proceedings to ensure an unencumbered resolution process.
Disciplinary action shall be taken if one is found to have disclose any information pertaining grievance raised.