HR Dispute Procedure

HR DISPUTE PROCEDURE

Purpose: To provide a defined, fair, and timely process for resolving workplace disputes including but not limited to interpersonal conflicts, alleged policy violations, harassment, discrimination, and employment condition grievances.

Personal Information

Position Information

Reporting manager:    Start date in position:

Employment History (Most recent employers)

Education

References (Professional)

Dispute / Complaint Details

Date of incident(s):    Location(s):

Procedure Overview and Employee Rights

Informal Resolution: Employees are encouraged to attempt informal resolution first by discussing concerns with the immediate manager or HR representative. If informal efforts do not resolve the issue, a formal written complaint may be submitted using this form.

Formal Complaint and Investigation: Upon receipt of a formal complaint, HR will assign an impartial investigator, who will collect relevant information, interview involved parties and witnesses, and review documentary evidence. Investigations will be conducted promptly and as confidentially as practicable.

Timelines: HR aims to acknowledge receipt within 3 business days, complete a preliminary assessment within 10 business days, and complete a full investigation within 30 business days where practicable. Extensions may be required depending on complexity; affected parties will be notified of any reasonable extensions.

Confidentiality: Information will be disclosed only to those with a legitimate need to know. Complete confidentiality cannot be guaranteed where disclosure is necessary to conduct an investigation or take corrective action.

Non-Retaliation: Retaliation against any individual for filing a complaint in good faith, participating in an investigation, or requesting a remedy is strictly prohibited. Any allegation of retaliation will be investigated and addressed promptly.

Roles, Remedies, and Appeals

HR Role: The HR department administers the procedure, ensures impartiality, documents findings, and recommends corrective measures where appropriate. Managers are responsible for cooperating with investigations and implementing remedies.

Remedies: Remedies may include mediation, training, reassignment, disciplinary action, policy changes, or other measures appropriate to the findings and consistent with company policy.

Appeal: If dissatisfied with the outcome, the complainant may request an internal appeal to the HR Director within 10 business days of receiving the investigation outcome. The appeal must state specific grounds and any new supporting information.

Consent and Authorizations

Authorization to Contact: I authorize the company to contact former employers, references, and other relevant third parties for information reasonably necessary to investigate this complaint. I understand that such inquiries may include factual employment verification and reference checks.

Background Checks: I grant permission for the company to conduct employment-related background checks, subject to applicable law, where such checks are relevant to the complaint or investigation.

Consent to contact previous employers and conduct background checks:

Employee Certification and Acknowledgment

I certify that the information provided on this form is true, accurate, and complete to the best of my knowledge. I understand that intentionally providing false information may result in disciplinary action, up to and including termination. By signing below I acknowledge that I have read and understand the HR Dispute Procedure and that I consent to the authorizations described above.

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