Stage one of the grievance process may not yield the desired outcomes, but this does not mean that the process is concluded.

Should the grievance not be resolved at stage one in the process, the aggrieved employee will escalate to stage two in the process, which would necessitate the involvement of more senior stakeholders to derive an acceptable outcome. Stages one and two in the process are very similar, but there is a different form that should be completed to document this stage.

Scroll down to learn about stage two in the grievance process

Lesson 4: Introduction to stage two in the grievance process

At this stage in the process, the grievance is escalated to next level management, i.e., the Head of Department (HoD) or Dean because the initial attempt to resolve the grievance did not yield the required outcomes or the agreed implementation timeframes were not adhered to.

It is important to remember that if the grievance is with the employee’s direct Line Manager, stage two in the process is applied using GF 1. In other words, stage one is bypassed, and the grievance is brought to the attention of the HoD or Dean.

At stage two, the stakeholders involved are:

Let’s continue learning about stage two in the grievance process.

Lesson 4.1: Stage two and step one in the grievance process

1. Stage two and step one in the process is activated by the aggrieved employee when the initial grievance resolution meeting did not yield the desired outcome or solution in this instance, the employee will be required to complete a different GF, that is, GF 2. We will explore this grievance form as part of stage two and step one.

2. However, stage two and step one in the process can also be activated by the aggrieved employee when the grievance concerns the direct Line Manager. In this case, it would be deemed an initial grievance resolution meeting and therefore, the aggrieved employee will need to complete GF 1 to initiate the meeting with the HoD.

Scroll down to learn the details of stage two and step one in the grievance process.

Stage two and step one in the grievance process

This stage and step is initiated by the aggrieved employee when the grievance is with the immediate Line Manager, or the initial resolution attempt failed, or the agreed timeframe lapsed.

The aggrieved employee reports the grievance to the HoD or Director or next level management of the immediate Line Manager. Grievance form (GF) 2 must be completed.

If the grievance is with the immediate Line Manager, it is to be lodged within 5 days of the incident or occurrence. Here, GF 1 is to be used.

If the initial attempt to resolve the grievance was unsuccessful, the aggrieved employee lodges a grievance with the HoD or Director within three days using GF 2.

Completing Part 1 of GF 2

Part 1 of GF 2 is completed by the aggrieved employee. The requirement is for the grievant to provide a detailed account of the incident and any related information.

The grievant provides details on the outcome or proposed solution(s) as communicated in writing by the Line Manager or HoD and includes the date of the communication, and the mediation meeting of the grievance.

This section of the document is to be signed by the grievant and dated.

The completed form, it is given to the HoD or Director to initiate Stage Two in the grievance procedure.

Lesson 4.2: Stage two and step two in the grievance process

Remember that stage two is usually a second attempt to resolve a grievance. In this instance, GF 2 should be completed.

However, stage two in the process is also applied if the grievance is with the employee’s direct Line Manager. In this instance, it would be a first grievance resolution meeting, applying stage two in the process, involving the HoD. For a first grievance resolution meeting, GF 1 must be completed by the aggrieved employee.

During this stage and step in the process, HCBP and ER specialist are involved.

Let’s explore what happens in step two of stage two.

The appropriate manager or HoD or Director, with assistance from HCBP and ER Specialist / Manager, will schedule a formal grievance hearing.

The grievance hearing is to be held within five days of receiving GF 2. This timeframe can be extended if agreed by the various stakeholders, and the grievance hearing will then be held within the agreed extended timeframe.

The grievant and Line Manager should receive written communication / notice to attend the formal grievance hearing at least two days before the date of the hearing.

The HoD or Director or appropriate manager will facilitate the grievance hearing and propose solutions on Part 2 of GF 2. The HCBP may be required to provide assistance to the HoD or Director during the formal hearing. The aggrieved employee can be assisted by the trade union representative or a fellow employee. The Line Manager can be assisted by a fellow employee.

The facilitator of the formal grievance hearing, i.e., the HoD or Director completes GF 2 after the completion of the hearing.

The relevant details of the resolution meeting is noted, including the names of all the stakeholders involved and the date of the formal grievance hearing.

A summary of the meeting is provided, and it should include any agreements reached between the parties.

The date on which the outcome was communicated is noted and the form is signed and dated by the facilitator of the formal grievance meeting. Note that the communication of the outcome should happen within two days of the formal grievance hearing.

If the second resolution attempt or proposed solution fails or is not implemented within the agreed timeframe, the grievant proceeds to stage three in the process.

Click here to view and download Grievance Form 2.