Grievance Procedure Policy

Rev: 00 , Dated: 10.01.2019

AKR GRIEVANCE HANDLING PROCEDURE POLICY Page 1 of 8
Approved By:
Managing Director

Definition:

Grievance means any discontent or dissatisfaction, whether expressed or not and

whether valid or not, arising out of anything connected with the company that an

employee thinks, believes or even feels, is unfair, unjust or inequitable.

Grievance Dissatisfactions have the following characteristics:

(a) The discontent must arise out of something connected with the company

(b) The discontent may be expressed or implied.

(c) The discontent may be valid, legitimate and rational or untrue and irrational

or completely ludicrous.

Causes of Grievances:

(A) Grievances resulting from working conditions:

(i) Improper matching of the worker with the job

(ii) Changes in schedules or procedures

(iii) Non-availability of proper tools, machines and

equipment for doing the job

(iv) Tight production standards

(v) Bad physical conditions of workplace

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Managing Director

(vi) Failure to maintain proper discipline (excessive discipline or lack of

it, both are equally harmful):

(vii) Poor relationship with the supervisor

(B) Grievances resulting from management policy:

(i) Wage payment and job rates

(ii) Leave

(iii) Overtime

(iv) Seniority

(v) Transfer

(vi) Promotion, demotion and discharges

(vii) Lack of career planning and employee development plan

(viii) Hostility toward a labour union.

(C) Grievances resulting from alleged violation of:

(i) The collective bargaining agreement

(ii) Central or State laws

(iii) Past practice

 Grievance Procedure Policy
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Managing Director

(iv) Company rules

(v) Management’s responsibility

(D) Grievances resulting from personal maladjustment:

(i) Over - ambition

(ii) Excessive self-esteem

(iii) Impractical attitude to life, etc.

Responsibilities of Grievance Handling Managers

 Receipt and record of grievances both in verbal and formal manner.

 Periodic collection of suggestions/complaints from the suggestion box.

 Preliminary analysis of grievances and deciding on nature of grievances such as

anonymous, pseudonymous and genuine.

 Identifying the complainant and offer counselling.

 Report the activities to management

 Creating awareness through training programme on grievance procedure and

health issues related to women workers.

 Maintenance of crèche, canteen, first-aid boxes and potable water.

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Rev: 00 , Dated: 10.01.2019
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Approved By:
Managing Director

To know about Grievances

Exit Interview:

Employees usually quit organisations due to dissatisfaction or better prospect

elsewhere. Exit interviews, if conducted carefully, can provide important

information about employees’ grievances.

Opinion Surveys etc:

Group meetings, periodical interviews with employees, collective bargaining sessions

are some other means through which one can get information about employees’

dissatisfaction before it turns into a grievance.

Grievance Handling System Procedure

Every employee is free to meet the GHM (Manager-Systems) at his cabin or at a

conference hall or Mobile contact between 4.00 pm and 5.00 pm to give their

grievances in person apart from dropping their grievance in the grievance box.

During that time any pending grievances can also be referred.

The action taken on the Grievance is fed back to the concerned and the GHM will

maintain the records of the action taken. Following is known as step ladder

Procedure.

(i) If any employee is aggrieved by the decision of his supervisors, Worker

can submit to the Manager

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(ii) If any employee is aggrieved by the decision of Manager, worker can submit to

the GHM.

iii) If any employee is aggrieved by the decision of GHM, worker can submit to the

Managing Director or Directors directly. (This is under the extra ordinary

circumstances)

iv) If the actions are not effected within a months time they can refer the matter

to next higher level (MD/Directors) and follow the I to III, if they are not

satisfied with the reply.

v) Every employee is free to tell their grievances directly to Non Management

Representative (NMR) and the NMR will talk on behalf of the worker community.

They will act as a bridge between worker community and management.

vi) If the aggrieved employee is not satisfied and did not get the desired result, he

can go to the arbitration level by following the all 5 procedures, where the award of

arbitrator is binding on both the parties

Grievance Handling System Procedure Is Clearly Explained In the Following Flow

Chart.

To understand system and procedure, it is translated in kannada and kept in the

production floors.

For any disputes, procedure drafted in English will be taken as final

Grievance Procedure Policy

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`

Aggrieved Employee

Time Limit for

representation of
I Step Grievance
Grievance
representation to Front
Line Supervisor

with in 2 days
II Step
Grievance
representation to
Middle Management
with in 3days

III Step
Grievance
representation to
GHM
with in 7 days

IV Step
Grievance
representation to Top
Management with in 7 days

V Step
Grievance
representation to with in 10 days
Arbitration
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Managing Director

FLOW CHART – ANOTHER TYPE

GRIEVANCE
(ORAL/WRITTEN)

SUPERVISORS

HOD’S / MANAGERS

GHM

NMR

M D / DIRECTORS
With this system, the management facilitates any worker with grievance can meet

the Managing Director or Directors during office hours. This system is known as

open door system.

Grievance Procedure Policy

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DISCIPLINARY ACTION PROCEDURE

**Minor Offences Misconduct

Minor Offence Committed Misconduct

Complaint Letter
Verbal Advice Verbal Advice

Show Cause Show Cause

End Letter

Reply Period 7 days

**Repeated Minor Offences will
terminate as “MISCONDUCT”.
Reply Reviewed by Head-HR

Review unsatisfactory Review Satisfactory

Form Inquiry Committee

Conduct Inquiry Inquiry Report

Review Inquiry Top MGT

Suspension
Dismissal Suspension up Stoppage of Stoppage of
Serious
Dismissal Letter
Letter to 7 days Non Serious for 1 yr
Increment Promotion for I yr
End