Policy & Procedure

To contact Backbone's Management Committee confidentially with concerns of any kind please email board@backbone.org.au. This email address is received by the Chair of Backbone only.

 

Staff & Volunteer Grievances and Dispute Resolution Policy


Introduction

Open communication and feedback are regarded as essential elements of a satisfying and productive work environment.

Backbone Youth Arts encourages its employees and volunteers to resolve any issues or concerns that they may have at the earliest opportunity with each other or, failing that, their immediate supervisor.

The preferred process involves employees and volunteers resolving issues to their satisfaction internally, without feeling they have to refer to external organisations or to authorities for assistance. 


Purpose

The purpose of this document is to provide an avenue through which employees and volunteers, and their managers, can resolve work-related complaints as they arise.


Policy

Backbone Youth Arts will establish mechanisms to promote fast and efficient resolution of workplace issues. Employees and volunteers should feel comfortable discussing issues with their manager or supervisor in accordance with the procedures outlined below. 

All formal avenues for handling of grievances will be fully documented and the employee/volunteer’s wishes will be taken into account in determining the appropriate steps and actions.

No employee will be intimidated or unfairly treated in any respect if they utilise this Policy to resolve an issue.

This Policy applies to permanent and part-time paid employees and to volunteer workers.

 

Staff Grievances and Dispute Resolution Procedures


Responsibilities

It is the responsibility of CEO and Managers to ensure that:

  • They identify, prevent and address potential problems before they become formal grievances;

  • They are aware of and committed to the principles of communicating and information sharing with their employees and volunteers;

  • All decisions relating to employment practices are made with consideration given to the ramifications for the individual, as well as the organisation in general;

  • Any grievance is handled in the most appropriate manner at the earliest opportunity;

  • All employees and volunteers are treated fairly and without fear of intimidation.


It is the responsibility of Employees (including Volunteers) to ensure that:

  • They attempt to resolve any issues through their immediate supervisor and through internal processes at the earliest opportunity.


It is the responsibility of the Management Committee and CEO to ensure that:

  • All managers, supervisors, employees and volunteers are aware of their obligations and responsibilities in relation to communication and information sharing with their employees; 

  • Ongoing support and guidance is provided to all employees in relation to employment and communication issues; 

  • All managers, supervisors, employees and volunteers are aware of their obligations and responsibilities in relation to handling grievances; 

  • Any grievance that comes to the attention of managers or supervisors is handled in the most appropriate manner at the earliest opportunity. 



Procedure in Relation to Employer and Employee Issues 

If there is a disagreement between the Employer and the Employee, the following grievance procedure is to be followed as a means to maintain harmonious relationships and to resolve conflicts at the lowest level. ‘Grievance’ is here defined as a substantive issue relating to the terms of this contract or any

condition of employment. This procedure can be halted at any step once the parties agree that there is resolution.

STEP 1 > To initiate the procedure, either the Employee or the Employer must give 7 clear days written notice to the other party that there is a grievance and request a grievance meeting. That notice shall include a statement of the grievance and any documentary evidence to establish that bona-fide grievance exists.

STEP 2 > Within 7 working days of expiration of the notice period (or a shorter period agreed to by the Employer and the Employee), the Chair, or in the Chair’s absence the Vice-Chair, shall convene a meeting between the Employee and a representative of the Management Committee at a mutually agreeable time and place. Each party may attend the meeting accompanied by a representative. The meeting shall consider all information relevant to the grievance and the parties shall seek openness and fair dealing to resolve the grievance.

Procedure in Relation to Employee and Employee Issues 

If there is a disagreement between BACKBONE workers, the following grievance procedure is to be followed in an atmosphere of reconciliation. ‘Grievance’ is here defined as a substantive issue relating to the workplace relationship. This procedure can be halted at any step once the parties agree that there is resolution.

STEP 1 > Parties to a conflict are encouraged in the first instance to negotiate with each other with a view to resolving the dispute.

STEP 2 > Either party may notify the Chair or Vice Chair of the Management Committee that there is a grievance, and request a grievance meeting. The notice shall include a statement of the grievance and any documentary evidence to establish that a bona fide grievance exists.

STEP 3 > The Chair or Vice Chair of the Management Committee shall convene a meeting between the parties to the dispute at a mutually agreeable time and place. Each party may attend the meeting accompanied by a representative. 

STEP 4 > The role of the Management Committee members at the meeting is to facilitate agreement between the parties. However, if the parties are unable to reach agreement the matter is to be referred to a meeting of the Management Committee and may be resolved in any manner decided by the Management Committee.