Staff Grievance Resolution Procedure

This procedure applies to:

• Academic Staff
• General Staff
• Sessional staff
• Contractors where relevant

This procedure applies to grievances concerning:

• workplace behaviour and conduct
• interpersonal conflict
• bullying or harassment
• management practices
• allocation of duties
• workplace conditions
• breaches of College policies

This procedure does not apply to matters addressed under separate formal processes, including:

• recruitment or promotion decisions
• performance management
• disciplinary proceedings
• decisions of the Board designated as final

2. Guiding Principles
Grievances will be managed in accordance with:

• procedural fairness and natural justice
• timely and reasonable resolution
• confidentiality
• good faith participation
• respect for all parties

Where appropriate, matters should be resolved at the lowest possible level before escalation.

3. Support Person
Staff involved in a grievance process (including the Complainant and Respondent) may have a support person present at any formal meeting.
A support person may be:

• a colleague
• a union representative
• another appropriate person

The role of the support person is to provide support only. They are not to act as an advocate or disrupt proceedings.

The College may decline a support person where there is a conflict of interest or other reasonable concern.

4. Step 1 – Direct Discussion

Where appropriate and safe, the Complainant should raise the concern directly with the Respondent.
The purpose is to:

• clarify the issue
• resolve misunderstandings
• seek an early resolution

If the matter is resolved, no further action is required.
If not resolved, proceed to Step 2.

5. Step 2 – Informal Resolution

The Complainant may raise the matter with:

• their Supervisor
• the Supervisor’s Manager
• the Chief Operating Officer

The College may:

• facilitate a discussion
• arrange informal mediation
• clarify expectations or roles

If resolved, the outcome may be documented confidentially and the matter closed.
If unresolved, proceed to Step 3.

6. Step 3 – Formal Grievance Submission

The Complainant must submit a formal written grievance using the approved form.
The grievance should be submitted to:

• the Chief Operating Officer, or
• the Principal (if the grievance concerns the Chief Operating Officer), or
• the Chair of the Board (if the grievance concerns the Principal)

The grievance should include:

• a clear description of the issue
• relevant dates and events
• parties involved
• steps already taken
• the outcome sought

7. Step 4 – Preliminary Assessment

Within 10 working days, the College will:

• acknowledge receipt of the grievance
• assess whether it falls within scope
• determine the appropriate resolution pathway

This may include:

• informal resolution or mediation
• formal investigation
• referral to another policy

The College may determine that a grievance is:

• outside scope
• better handled under another process
• frivolous or vexatious

8. Step 5 – Mediation

Where appropriate, the College may arrange mediation.
Mediation may be conducted by:

• an internal facilitator, or
• an independent external mediator

External mediation may be used where:

• the matter is complex or sensitive
• internal attempts have failed
• independence is required

All parties are expected to participate in mediation in good faith.
If mediation resolves the matter, it will be documented and closed.
If not, proceed to Step 6.

9. Step 6 – Investigation

Where required, the College will appoint an Investigator.
The Investigator will:

• gather relevant information
• interview parties and witnesses
• review documentation
• make findings based on evidence

The investigation will follow principles of natural justice, including:

• the right to respond
• impartial consideration of evidence

10. Step 7 – Outcome Determination

Following mediation and/or investigation, the Resolver will determine an outcome.
Possible outcomes include:

• facilitated resolution
• clarification of roles or expectations
• coaching or counselling
• management action
• disciplinary action
• no further action

The outcome will be:

• documented
• communicated in writing to relevant parties

11. Step 8 – Appeal Process

A staff member may appeal the outcome in accordance with the Policy.
Appeals must:

• be submitted in writing
• outline the grounds for appeal
• be lodged within 10 working days

Appeals should be submitted to:

• the Principal, or
• the Chair of the Board (if the grievance concerns the Principal)

The appeal may be reviewed by:

• a senior staff member not previously involved
• a Board-appointed representative
• an independent external third-party reviewer

The outcome of the appeal will be:

• communicated in writing
• considered final within the College

12. Confidentiality

All parties must maintain confidentiality throughout the grievance process.
Information will only be shared where necessary to:

• investigate the matter
• ensure procedural fairness
• comply with legal obligations

13. Record Keeping

The College will maintain confidential records of all grievances.
Records will include:

• grievance submissions
• correspondence
• investigation materials
• outcomes and decisions

Records will be:

• securely stored
• accessible only to authorised personnel
• managed in accordance with privacy requirements

14. External Agencies

Staff may seek advice from external bodies such as:

• Fair Work Commission
• Equal Opportunity Commission
• Australian Human Rights Commission
• relevant Ombudsman

External avenues are typically pursued after internal processes have been completed.

Appeal Request Form

Mediation Request Form

Staff Grievance Submission Form