Employee Grievance Policy

This employee grievance policy is designed to comply with all relevant laws and regulations including those under the true spirit of Islam and the Pakistan Penal Code (PPC). The policy upholds principles of justice, fairness, and confidentiality in line with Islamic values and adheres to Pakistani labor laws and anti-harassment legislation. All grievance procedures are conducted in a manner that respects personal dignity and protects employees from retaliation. This Employee Grievance Policy has been approved by the management of the University College of Management & Sciences (UCMS), Khanewal, and is effective from 1st January 2024.

Purpose

The purpose of this policy is to establish a structured and equitable process for the resolution of grievances raised by employees. This policy aims to ensure that grievances are addressed promptly and effectively, fostering a positive and productive working environment.

Scope

This policy applies to all employees of the University College of Management and Sciences (UCMS) in Khanewal including full-time, part-time, and temporary staff.

Definitions

1. Grievance: A formal complaint raised by an employee concerning workplace issues such as working conditions, treatment by colleagues or supervisors,      organizational policies, and any form of discrimination or harassment.
2. Grievant: The employee who raises the grievance.
3. Respondent: The individual or entity against whom the grievance is raised.

Principles

1. Confidentiality: All grievances shall be handled with the utmost confidentiality to protect the privacy of all parties involved.
2. Impartiality: Grievances shall be investigated impartially, without bias or favoritism.
3. Timeliness: Grievances shall be addressed and resolved promptly.
4. Non-Retaliation: Employees raising grievances in good faith shall not face any form of retaliation or adverse consequences.

Grievance Procedure

Step 1: Informal Resolution

Employees are encouraged to address their grievances informally by discussing the issue directly with the concerned party, their supervisor, manager, or Immediate Boss. If the grievance is resolved informally, no further action is required.

Step 2: Formal Grievance Submission

If the grievance is not resolved informally, the employee may submit a formal written grievance to the Human Resources (HR) Department or the Registrar's Office. The written grievance should include a detailed description of the issue, relevant facts, and any supporting documents.

Step 3: Grievance Acknowledgment

Upon receipt of the formal grievance, the HR Department or the Registrar's Office shall acknowledge receipt within five (5) working days. The HR Department or Registrar's Office shall appoint an impartial investigator to handle the grievance.

Step 4: Investigation

The investigator shall conduct a thorough and impartial investigation, which may include interviews with the grievant, respondent, and any witnesses. The investigation shall be completed within fifteen (15) working days from the acknowledgment of the grievance.

Step 5: Resolution

Based on the investigation findings, the HR Department or Registrar's Office shall propose a resolution to the grievant and respondent. If both parties agree to the proposed resolution, the grievance is considered resolved.

Step 6: Appeal

If the grievant or respondent is not satisfied with the proposed resolution, they may submit an appeal in writing to the Grievance Committee, constituted by the Rector of UCMS, within ten (10) working days. The Grievance Committee shall review the appeal and make a final decision within fifteen (15) working days. The decision of the Grievance Committee shall be final and binding.

6. Record Keeping

The HR Department or Registrar’s Office shall maintain all records of grievances, investigations, and resolutions for at least five (5) years.

7. Policy Review

This policy shall be reviewed annually to ensure its effectiveness and compliance with applicable laws and regulations.

8. Contact Information

For any questions or further information regarding the grievance procedure, please contact the HR Department or the Registrar's Office.