You can prepare a procedure for registering, hearing and enquiring a complaint. As far as possible it may be restricted to individual complaints only. Any grievance is expected to be raised in writing. Once a complaint is registered the committee should meet and discuss on the merits of the complaint and if found not genuine, dismiss it and communicate the same to the complainant. if you find that there is a fact in it, proceed with it by conducting enquiry. You can take statements from both the aggrieved and the accused as well as the witnesses. If required, you can hold the meetings/ enquiry in a private place. record the statements and take the signatures of the persons whose deposition you have taken and finally reach a conclusion and send the report to the Management or the Disciplinary authority, as the case may be.
During the course of enquiry, if you need the assistance of technical persons, you can take it. Complaints related to work nature shall be addressed hearing the Head of the department concerned. On matters connected with finance or issues which may result in additional cost to company, find out whether it will be feasible for the company to do it. Simply, there should be a balance between reality and the satisfaction to employees.
An enquiry is expected to be completed within a specified time period, ie, 45 days of registering a complaint. The decision of the Committee shall be communicated to the aggrieved person within this period. If the aggrieved is not happy with the decision of the committee, he/ she can file an appeal against the decision before the top management, the MD or CEO. The appellate authority is expected to give a reply in 30 days.
Forming of Grievance Committee though a mandatory provision under the law, there is nothing which prevents the employee from filing a complaint before the authorities under the Industrial Disputes Act, like Labour Officer, Labour Court etc.
22nd July 2017 From India, Kannur
8th May 2019 From India, Pilibhit