Procedural information
'Working days' are defined as weekdays (Monday to Friday). This excludes bank holidays and statutory holidays. This is despite the actual days worked by any employee.
Employees must request a formal resolution within three months of the incident, unless exceptional circumstances apply. We may not consider a request raised outside of this timescale.
Through the formal procedure, employees have the right to be accompanied by:
- a trade union representative
- a work colleague
- an official employed by a trade union
No other representation will be permitted to attend the meeting.
Where there are grounds for a reasonable adjustment for a disabled employee to be made for an alternative companion. They should discuss this with the resolution manager. In all cases, they must tell the manager who their chosen companion is at least 24 hours before the meeting.
If the trade union official is not known to management, they must provide documentation stating that the companion is:
- an official of the union concerned
- authorised by that union to represent employees
- if employed by us, is allowed reasonable time off from duties (this is without loss of pay, but no-one is obliged to act as a companion)
If the employee or the companion is unavailable at the time of the meeting, we may reschedule the meeting. It will take place within the following five days.
If the employee fails to attend the re-arranged hearing, they will be advised that the issue or representation may be:
- considered by us in their absence
- considered to have been withdrawn and nothing further will be done
The companion may address the meeting. They can:
- present and sum up the concern
- respond on the employee's behalf to any views expressed at the meeting
- confer with the employee
The companion does not have the right to:
- answer questions on the employee's behalf
- address the meeting if the employee does not wish it
- prevent us from questioning the employee
The resolution procedure should not be used where specific appeal provisions exist. For example:
- in respect of disciplinary
- flexible retirement or working
- job evaluation or grading decisions
To clarify, issues about the process should be raised within the relevant policy that they apply to, such as making reasonable adjustments to the process. However, issues about bullying and harassment can be raised through this policy.