A case or a grievance

Acknowledge and hear a grievance

1. Open the grievance from your notice, or from Grievances you hear or keep, and open the HR unlock if it asks.
2. Read its time limits and the raiser's words.
3. Press the Acknowledge button: it names the person who raised it.
4. Press Book the hearing.
5. Choose the Day and time, and type Where.
6. Press Book it.
7. Once the hearing has been held, choose the Outcome: Upheld, Partly upheld or Not upheld.
8. Write Your reasons (they read them).
9. Press Give the outcome.

Then: Acknowledged, the person who raised it is told it is being looked at. Booked, they are told the time and that they may bring a companion: a colleague or a trade union representative. With its outcome given it is closed, and they and HR who keep it are told, with your reasons on it.

Rather not? Only the person who raised it takes it back: they press Withdraw your grievance, may fill in Why (optional), and press Withdraw it. It is kept, closed, and whoever hears it and keeps it are told.

Who: Whoever hears it and HR who keep its file acknowledge it, book its hearing and add to its record; only whoever hears it gives the outcome. HR at the raiser's unit and the Owners read it whole. The person it is about never sees it.

Tomas is told that grievance GR-2026-011 waits for them to hear. They acknowledge it on Tuesday, book its hearing for the next Thursday at 2:00 PM in the Riverside meeting room, and give the outcome with their reasons the week after.

Book a case's hearing and keep its record

1. Open the case, and open the HR unlock if it asks.
2. To name its investigator, or another chair or decider, press Change beside that part under Who does what, choose them and press Save.
3. Press Book the hearing.
4. Choose the Day and time, and type Where.
5. Press Book it.
6. Press Add to the record for each item: a note, the particulars, evidence, the investigation report or the hearing notes.
7. Choose What it is, then type its Title and What it says.
8. Press Add it.

Then: Booked, the hearing chair and the investigator are told, and the person is invited with the time and place and told they may bring a companion: a colleague or a trade union representative. Each item on the record carries your name and the day, and stays on the record.

Rather not? To take an item back, press Withdraw this item, with a reason, say Why, and press Withdraw it: it stays, struck through, with your reason. To close a case that is not yet decided, press Withdraw the case, with a reason, say Why, and press Withdraw the case: it is kept as it was, and its clerk, decider, hearing chair, investigator and safeguarding lead are told, though not whoever was named to hear an appeal, and so is the person unless it is held from them.

Who: The case's clerk, HR where it is kept, or an Owner keeps the file; for a case about someone who keeps HR records there, only its clerk or an Owner. The investigator adds to the record too.

Propose an outcome, and decide it

1. As HR or the investigator, choose the Outcome under Propose the outcome.
2. For a warning, type how many months it counts, or leave it empty: 6 for a verbal warning, 12 for a written one, 12 for a final written one.
3. Write Why you propose it.
4. Press Send to the decider.
5. As the decider, open the case from your notice.
6. Choose Decide it, or Send it back to HR.
7. Change the Outcome or A warning counts for (months) only if you decide otherwise.
8. Write your note, which the person reads: it is needed to decide otherwise than proposed, or to send it back.
9. Press Record my decision.

Then: Proposed, the decider is told a case waits for their decision. Decided, the clerk, whoever proposed it and the investigator are told, and so is the person, who may appeal within 14 days. A warning counts until its day, then stays on the file and no longer counts, and the clerk and the person are told when it stops. A dismissal is decided, never recorded: HR then starts the exit from Leaving, where its own steps follow. Sent back, the proposal is taken off and HR reads your note.

Who: HR proposes and the named decider decides: never the investigator, the clerk, whoever proposed it or whoever opened the case.

After the hearing on case DC-2026-004, Grace proposes a written warning and leaves the months empty, so it counts for 12. Daniel, the decider, decides it on Tuesday, November 3, 2026: it counts until November 3, 2027, and an appeal may be lodged until November 17.

Appeal a decision, or hear an appeal

1. As the person it is about, open the case from Cases about you.
2. Write Why you appeal.
3. Press Lodge my appeal.
4. As whoever hears the appeal, open the case from your notice, and open the HR unlock if it asks.
5. Choose The answer: the decision stands, it is overturned, or the outcome is changed.
6. If the outcome is changed, choose it under Changed to (only if the outcome is changed).
7. Write Why (they read it).
8. Press Record the answer.

Then: Lodged, whoever hears it is asked, and the clerk and the decider are told. Answered, the case closes, and the person, the clerk and the decider are told. A warning the appeal makes counts from the day of the decision. With no appeal, the case closes once its 14 days have passed, and the outcome stands.

Who: The person appeals, once, with no HR unlock. It is heard by someone who has had no part in the case, an Owner first: never the decider, the clerk, whoever opened it, the investigator or the hearing chair.

If a case says Held from the person

1. As the safeguarding lead, open the case from the notice that says a case is linked to you.
2. Open the HR unlock if it asks.
3. Read where it stands and who does what.
4. When the person may be told, press Release it to the person.

Then: The person is told a case about them is open, and reads it from then on. The clerk and the investigator are told, and its hearing can be booked. The case shows the day you released it.

Who: Only the safeguarding lead the case is linked to releases it: not HR, and not an Owner unless the case is linked to them. The lead is the nearest who holds Read checks and documents where the person sits, a Safeguarding lead before an Admin or an Owner.