Grievance Policy and Procedure
- See also Bullying and Harassment Policy
Introduction
Wikimedia UK is committed to ensuring a fair, inclusive, and respectful working environment. This Grievance Policy and Procedure provides employees with a clear process to raise concerns or complaints related to their work, working conditions, or treatment by colleagues or management. The procedure aligns with the UK Employment Rights Act 1996, Equality Act 2010, and ACAS Code of Practice on Disciplinary and Grievance Procedures.
Principles
- Fairness and Impartiality: All grievances will be handled fairly, confidentially, and without bias.
- Equity and Inclusion: The process is accessible to all employees, including those with disabilities, who may require reasonable adjustments.
- Non-Retaliation: Employees raising grievances in good faith will be protected from victimisation or retaliation.
- Timeliness: Grievances should be resolved as quickly and effectively as possible.
Dealing with Grievances informally
Employees are encouraged to resolve concerns informally where possible. This can often be done through:
- A discussion with their line manager.
- Mediation or facilitation by HR (WMUK’s representative is Head of Finance & Operations) or a neutral third party.
- Raising the issue with the Chief Executive or another member of the Senior Management Team.
Where informal resolution is unsuccessful or inappropriate, the employee may proceed to a formal grievance.
Formal grievance
If the matter is serious and/or the employee wishes to raise the matter formally, they should set out the grievance in writing, as soon as possible, to their line manager (or another senior manager if the grievance concerns their line manager). The employee should stick to the facts and avoid language that is insulting or abusive. The written grievance should:
- Clearly outline the issue and relevant facts
- Provide any supporting evidence where applicable
- Avoid inflammatory or disrespectful language.
If the grievance involves issues of discrimination, harassment, bullying, or victimisation, additional support may be provided, such as an independent EDI advisor or external mediation.
Grievance hearing
Upon receiving a formal grievance, Wikimedia UK will:
- Acknowledge the grievance in writing
- Arrange a grievance hearing within five working days, where practical for all parties
- Ensure the meeting is conducted by an impartial manager or Trustee
- Allow the employee to be accompanied by a colleague or Trade Union representative
- Investigate the grievance, which may include interviewing witnesses and reviewing relevant documentation
The decision will be communicated in writing without unreasonable delay, outlining any action to be taken to resolve the grievance.
Appeal Process
Where an employee feels that their grievance has not been satisfactorily resolved, they are entitled to appeal. They should outline their grounds for appeal without unreasonable delay and in writing. Appeals should be:
- Lodged within five working days of receiving the grievance decision.
- Reviewed by a senior manager or Trustee not previously involved in the case.
- Heard within five working days, where possible for all parties.
- Conducted fairly, with the right to be accompanied by a colleague or union representative.
The outcome of the appeal meeting should be communicated to the employee in writing without unreasonable delay. The appeal decision is final.
Special Considerations for Equity, Diversity, and Inclusion (EDI)
Wikimedia UK recognises that grievances related to discrimination, harassment, bullying, or accessibility issues require additional care. To ensure inclusivity:
- Employees raising EDI-related grievances may request an EDI-trained manager or external investigator.
- Confidentiality will be prioritised to protect individuals involved.
- Reasonable adjustments (e.g., alternative meeting formats, language support) will be made for employees with disabilities or specific needs.
Confidentiality & Record Keeping
- Grievance matters will be kept strictly confidential, shared only with those directly involved.
- Records of grievance proceedings will be maintained in accordance with UK GDPR and the Data Protection Act 2018.
Wikimedia UK’s Grievance Policy & Procedures
Date Created: February 2012
Date Approved: March 2024
Date reviewed: June 2025
Date for next Approval: June 2027