Grievance Procedure

Purpose and Scope

The Company believes in respect for the individual and in the importance of good relationships. At times, conditions may arise which may be a cause for problems and complaints. Management needs to know about such incidents quickly so that we can work towards solving the problem(s). It is imperative that management are made aware that you are not happy, as they are concerned and want to help. Management is genuinely interested in the welfare and job satisfaction of every employee.

Most grievances can be handled by the immediate line manager without recourse to formal procedures. However, it is in both parties’ (employee and employer) interests to have a clear procedure for the resolution of all issues arising between them. It is accepted that grievances may occur in the normal course of interaction in any organisation and that failure to provide a procedure to deal adequately with these grievances, in a timely manner, may lead to disputes affecting not only the aggravated party but potentially all those employed within the organisation. Full recognition is given to the significance of personal grievances and both employees and employer are determined that all grievances will be dealt with without undue delay and at the earliest possible stage of this procedure.

The Company has the following grievance procedure in place and is committed to complying with the same, thus ensuring that all grievances raised are handled consistently in accordance with the procedure.

The purpose of this document is to inform employees about the procedure.

Responsibility

All employees must read the grievance procedure, and if they have any questions in relation to their understanding of the procedure, address them immediately to their immediate Manager/Supervisor or the Human Resources (HR) Department.

Supervisors and Managers conducting a meeting, formal or informal, to address a grievance must do so in accordance with the procedure. Managers must inform the HR Department when a formal grievance is raised by a member of staff.

The HR Department are responsible for providing assistance to Managers in dealing with grievances.

Personal Circumstances

If your problem is one which you feel is of a personal nature and you would like to discuss it in complete confidence, you can contact your HR team, and we will be happy to speak with you about it. Alternatively, you can avail of our Employee Assistance programme, details of which can be found here.

Informal Discussion

It is often preferable for all concerned that grievances are dealt with informally. This is likely to produce solutions which are speedy and effective. The informal procedure for dealing with grievances is outlined below.

If you have a grievance, you should approach your manager/supervisor, who will discuss the matter with you.

If discussing the issue informally does not result in an acceptable outcome, you should invoke the formal procedure as outlined below.

Formal Grievance Discussion

At any stage in the formal process, you may choose to be represented by a work colleague or trade union representative; this person cannot be unconnected with the Company.

Stage One: Initial Formal Discussion

Failing resolution informally, the matter should be lodged in writing to your manager/supervisor. Your manager/supervisor or another appropriate person will investigate the grievance and will hold a meeting with you to discuss the outcome of the investigation. The outcome of this meeting will be communicated to you in writing.

Stage Two: Second Formal Discussion

Should the problem remain unresolved, a meeting will be arranged between you, your manager/supervisor (optional) and a more senior member of the management team.

Stage Three: Final Discussion

If the matter has still not been dealt with to the employee's satisfaction, they may refer the problem in writing to the CEO. The CEO, or an assigned representative on their behalf, will arrange a meeting with the parties involved. The decision on the matter will be final.

During the period in which the above procedure is being followed, normal working – under protest, if necessary, will continue.

External Stage

Should the matter remain unresolved and the employee is dissatisfied and wishes to pursue the matter further, then they may do so externally. It may be referred to an appropriate 3rd party, such as the Workplace Relations Commission.

Right to be Accompanied

This does not apply at the informal resolution stage.

The right to be accompanied does apply when the formal procedure is being used. The accompanying person may be a trade union representative or a work colleague, but not unconnected to the Company and deemed appropriate by Management to be involved in the investigation process. The Manager, hearing the grievance, has the right to know in advance of the meeting who the accompanying person attending the meeting will be. For this purpose, DPD Ireland currently recognises the CWU as the registered trade union.

Review

This procedure will be reviewed from time to time and may be amended to take into account changes in the law, best practice or the experience of the procedure in practice.