This policy statement is underpinned by the Myall U3A Inc. Code of Conduct which applies to all members. The Grievance Procedure outlined in this document seeks to provide a mechanism to deal with issues that may arise regarding the activities or operations of the organization, internally, and in relation to other bodies, especially those matters arising from non-observance of the Code of Conduct.
Policy Statement
1. This Grievance Procedure aims to achieve conciliation and the resolution of complaints quickly, with fairness, sensitivity and understanding. Confidentiality of all parties will be preserved.
2. There is an expectation that parties should first seek to directly resolve any concerns or grievances between themselves and in consultation with the relevant Course Convener. If the issue is then not resolved, the parties may request a formal grievance process.
3. Any matters of grievance concerning the activities, Course Conveners, volunteers or members (including the Management Committee) of Myall U3A Inc. should be addressed within ten working days.
4. The formal grievance procedure is set out below.
Initial Informal Approach
All Myall U3A Inc. Course Conveners, volunteers and members are expected to behave in a courteous and civilized manner in dealing with any issue that arises, and to seek to resolve the problem informally – where appropriate, by contacting the Myall U3A Inc. Management Committee; or through discreet discussion between the Course Convener/event leader and the participant(s) concerned. Consultation with the relevant Convener/event leader may also assist in resolving the issue. If either party is not happy with the above informal resolution, or method of dealing with the issue, then the formal procedure below may be followed.
Formal Grievance Procedure
1. A courteous, formal written complaint can be made by a member or other party by mailed letter (deemed to have been received three days after the date of the letter) or email (deemed to have been received within one day of sending), directed to the President of Myall U3A Inc. (see addresses below1). 1 Myall U3A Inc. postal address: PO Box 206, Tea Gardens NSW 2324; email: myallu3a@gmail.com Myall U3A Inc. Code of Conduct and Grievance Policy Approved November 18, 2019 Page 4 of 4
2. A Grievance Officer will be appointed – this may be a member of the Myall U3A Inc. Management Committee or other designated volunteer. In the first instance the President will act as Grievance Officer and delegate responsibility as appropriate to other officers of the Myall U3A Inc. Committee.
3. A meeting will be organized between the Grievance Officer and the person(s) alleging the grievance to ascertain facts/views.
4. A meeting will then be organized between the Grievance Officer and the party/parties (separately and individually if appropriate) named in the grievance.
5. A meeting between all of the parties named above will follow in an attempt to find common ground and a resolution.
6. The Grievance Officer, with reference to other parties, will make a direction as to the validity of the grievance.
7. If no resolution is reached, the Grievance Officer may involve other members of the Myall U3A Inc. Management Committee as appropriate or recommend to the Committee that an independent facilitator be appointed to mediate between the parties. The appointment must be acceptable to both parties. If no acceptable facilitator can be agreed then each party shall nominate a local resident not concerned in any way with the dispute, and the persons nominated shall select a mediator.
8. Both parties shall bear the full costs, if any, of the mediation. The outcome of the mediation shall be binding. If either party continues to discuss their grievance publicly after the mediation meeting outcome, the Myall U3A Inc. Management Committee may suspend the member(s)’ membership for a specific period at their discretion without refund of the membership fee(s).
9. Should the complainant decline to take part in this process of negotiation, mediation and arbitration then the complaint will be deemed invalid.
10. Individual written grievance reports from the above meetings will be forwarded to the Myall U3A Inc. Management Committee and treated as confidential.
11. If the grievance is of a criminal nature it will be forwarded immediately to the relevant authorities.
12. The Grievance Officer and the Myall U3A Inc. Management Committee will keep confidential written records of all formal grievance processes. The records will include the details of all actions taken to resolve or attempt to resolve the grievance or concern and the outcomes of these actions.
Myall U3A Inc. Grievance Policy and Procedure Approved November 18, 2019