PROCEDURES FOR HANDLING EQUAL OPPORTUNITY PROBLEMS!

This procedure explains what to do if you have an equal opportunities problem, issue or complaint.

We understand that it may be hard for you to work to your full capacity if you are treated unfairly or harassed at work. That’s why we support equal opportunity by putting this procedure together to help those working for us.

We have outlined the procedure for handling problems in steps. Not all of these may apply to you, but they are steps that can be followed in a different order than shown below.

Step 1: Talk to the person/people involved

If you can, its best to try and resolve issues yourself and to do so as soon as possible after the incident. We understand that you may not always feel comfortable doing so, particularly if you have a problem with your supervisor or line manager.

Step 2: Talk to the person responsible for equal opportunity

If you would like to talk over an issue or find out what rights are, make a time to talk to our company representative on equal opportunity who will meet with you as soon as possible. In general, they will not discuss your problem with anyone else without your permission. The only exception to this is if you tell them something that may affect someone’s safety.

Depending on what you decide and after taking details from you, the equal opportunity representative will arrange for the other person(s) involved in the issue to be seen (preferably within two days of the meeting with you) to obtain their side of the story.

We strongly encourage timely complaint resolution and we will aim to deal with matters as expeditiously as possible. The equal opportunity will speak to witnesses if they need further information. Witnesses may include people who didn’t actually see what happened but who observed your reactions or other related behaviour.

The equal opportunity representative will then decide if they have enough information to know whether your allegation happened (using the standard proof that it is more likely than not to have happened). They will then submit a report to the managing director or other director with a recommendation about what, if any further action is needed.

Where allegation are proved, there will be the need to:

• Bring everyone together for a meeting to reach an agreement/resolve issues if the allegation is not of serious nature.

• Taking appropriate disciplinary action (such as requiring an apology, counselling an official warning, transfer, demotion) against the person(s) responsible if the allegation is serious.

Step 3: Contact the Group Human Resources Director

If you are unsatisfied with the decision reached under the procedure, or you do not feel comfortable bringing it to our attention, you can contact the Group Human Resources Director for information and advice about your issue at (insert details).

HOW YOUR PROBLEM IS HANDLES:

Your problems will be handled as follows:

Confidentiality

Only those directly involved in your issue or complaint (including anyone helping to sort it out) will have access to information about it. Information about the problem will only go on an employee’s file if they are disciplined in relation to it.

Impartially

Everyone involved in the issue will get the chance to tell their side of story and will be treated as fairly as possible. The person handling the issue or complaint will not make a decision or take any action until all relevant information has been gathered.

Speedily

We will handle all issues or complaints as quickly as possible. Where possible, we will try to resolve all issues within four weeks.

WHAT WILL NOT BE TOLERATED:

Victimisation:

Less favorable treatment or disadvantages of anyone involved in an issue or complaint being handled under this procedure will be disciplined. Malicious use of this procedure (for example, to lie about someone) will also be a disciplinary matter.

We will not take any action without proof: We will investigate all issues before making a decision and/or taking action. We will only take actions if we believe that it is more likely than not that what is alleged actually happened.