Procedure - Grievance Protocol

Section: Human Resource Procedures Procedures

Procedure Owner: Ignition633 Ministries Nigeria Human Resources
Procedure
ProcedureName: Formal Grievance Protocol 

Origination Date: March 2025

Purpose
This procedure provides a structuredfair, processclear, and confidential way for employees to formally expressraise concerns or grievancesformally regardingcontest 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 done on behalf of the Vice President or the President or if 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 a disciplinary action taken against them.them Itor ensuresbelieves fairness,a transparency,policy was wrongly applied in a way that affects them unfairly.

Our Commitment
We promise to ensure every grievance is:
- Taken seriously and adherencehandled toquickly
- Reviewed fairly and without bias
- Kept confidential
- Resolved in a way that’s just
- Free from retaliation against the organization'sperson policieswho whileraised maintainingthe aconcern respectfulin andgood professional workplace.faith

Scope
This procedure applies to all employees who wish to contest a corrective action, including verbal warnings, written warnings, suspensions, or other corrective measures.

Steps to File a Grievance
Step 1: Try Informal Resolution (Optional)Optional but Encouraged)

EmployeesStart areby encouragedspeaking to discuss their concerns informallydirectly with their immediateyour supervisor or directordepartment head. Many issues can be cleared up quickly this way. However, if this doesn’t help or isn’t possible, move to seekthe clarificationnext and potential resolution before filing a formal grievance.step.

Step 2: Submit a Formal Grievance
If Submission
Ifinformal steps don’t resolve the matterissue, is not resolved informally,complete the employee may submit a written grievance by completing the formalofficial grievance form and submittingsubmit it to the Director of Human Resources (HR) Department within five (5) working days of receivingthe 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.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: AcknowledgmentInvestigation (If Needed)
If an investigation is necessary, HR or a neutral investigator will:
- Interview everyone involved
- Review documents and Reviewcommunication
- 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 acknowledgesend receiptyou ofa thewritten grievancedecision within two (2)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 in writing within 7 working days to the Vice President.
Your appeal should include:
- Why you disagree
- Any new information or evidence (if available)

The Vice President will review it and initiatemake a review.final Thisdecision maywithin involve:10 working days. That decision is final.

Confidentiality and Protection

• ConsultingEverything the employee’s supervisor or director

• Reviewing relevant documents, policies, and performance records

• Interviewing any relevant witnesses, if necessary

Step 4: Grievance Hearing (If Applicable)
If deemed necessary, HR will schedule a grievance hearing within seven (7) working days of receiving the complaint. The employee can present their case, and a neutral HR representative will oversee the proceedings.

Step 5: Decision and Resolution
HR will write the final decision within five (5) working days after reviewing all facts. The decision may result in:

• Upholding the corrective action

• Modifying or revoking the corrective action

• Implementing an alternative resolution
  

The decision made at this stage is final unless the employee wishes to escalate the matter further.

Escalation (If Applicable)
If the employee is dissatisfied with HR’s decision, they may escalate the grievance to the Vice President within three (3) working days of receiving the HR decision. The Vice President and Senior Management will conduct an independent review and provide a final ruling within seven (7) working days.

Confidentiality and Non-Retaliation
- All grievances will be handled confidentially, and employees will not face retaliation for raising a legitimate concernshared in good faith. - Retaliation against any employee for filing a grievance will be subjectkept toconfidential.

Records and Storage

Record-Keeping
HR will maintainsecurely records ofkeep all grievances,grievance records, including forms, notes, decisions, and actionscommunication. takenOnly forauthorized complianceHR andpersonnel referencewill purposes.have access to these records.

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