Procedure - Grievance Protocol

Section: Human Resource Procedures
Procedure Owner: Ignition633 Ministries Nigeria Human Resources
Procedure Name: Formal Grievance Protocol
Origination Date: March 2025

Purpose
This procedure provides a fair, clear, and confidential way for employees to raise concerns or formally contest decisions they believe are unfair. It helps promote a respectful workplace where issues are addressed honestly and respectfully, and everyone’s rights are protected.

Scope
This procedure is for all staff, whether full-time, part-time, volunteers, or interns, who want to formally challenge:
- Verbal or written warnings
- Suspensions or demotions
- Terminations
- Policy decisions they feel are unfair
- Any corrective action taken by their supervisor or the organization

Important Note:
Grievances cannot be filed against actions (including terminations) signed by the Director of Human Resources if they are done on behalf of the Vice President or the President or signed directly by the Vice President or President. These decisions are final and will not be reviewed under this process.

Definition
A grievance is a formal complaint made by an employee who disagrees with corrective action taken against them or believes a policy was wrongly applied in a way that unfairly affects them.

Our Commitment
We promise to ensure every grievance is:
- Taken seriously and handled quickly
- Reviewed fairly and without bias
- Kept confidential
- Resolved in a way that’s just
- Free from retaliation against the person who raised the concern in good faith

Steps to File a Grievance
Step 1: Try Informal Resolution (Optional but Encouraged)
Start by speaking directly with your supervisor or director. Many issues can be cleared up quickly this way. However, if this doesn’t help or isn’t possible, move to the next step.

Step 2: Submit a Formal Grievance
If informal steps don’t resolve the issue, complete the official grievance form and submit it to the Director of Human Resources within five (5) working days of the incident or action.

You may also give the form to:
- Your immediate supervisor
- Your department director
- A Human Resources officer
They will forward it to the Director of HR immediately.

Your grievance form should include:
- What happened and your concerns
- Names of people involved
- Dates, times, and locations
- Any witnesses or evidence (if any)
- What result or solution you’re hoping for

Once the Director of HR (or whoever receives the form) gets your grievance, they will:
- Acknowledge receipt within 48 hours
- Forward it to HR for review within 5 working days
- Start or assign an investigation, depending on the issue

Reminder:
If your termination or corrective action was signed by the Director of HR on behalf of the Vice President or President, or signed directly by either of them, the grievance will not be reviewed. These decisions are final.

Step 3: Investigation (If Needed)
If an investigation is necessary, HR or a neutral investigator will:
- Interview everyone involved
- Review documents and communication
- Keep things fair, private, and unbiased

Investigations should be completed within 10–15 working days, depending on the situation.

Step 4: Decision and Outcome
Once the review is complete:
HR will send you a written decision within 5 working days
The outcome may be:
      a.) No change to the original action
      b.) The action is modified or canceled
      c.) A different solution is recommended (like coaching or policy change)

Step 5: Appeal (If You Disagree with the Outcome)
If you are not satisfied with the decision, you can appeal to the vice president in writing within 7 working days.
Your appeal should include:
- Why you disagree
- Any new information or evidence (if available)

The Vice President will review it and decide within 10 working days. That decision is final.

Confidentiality and Protection
- Everything shared in a grievance will be kept confidential.
- No one will be punished for raising a concern honestly. If someone retaliates, they will face disciplinary action.

Records and Storage
HR will securely keep all grievance records, including forms, notes, decisions, and communication. Only authorized HR personnel will have access to these records.

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