Grievance policy

GRIEVANCE HANDLING PROCEDURES

Mass Human Resource Pvt. Ltd (MHR) is aware that there may be times when candidates, employees, clients, and suppliers need to file an official complaint about unlawful and unethical practices, unjust treatment, harassment, and/or health and safety concerns in the workplace. This grievance procedure was created to clearly outline the process for these instances to ensure that all persons related to our company are heard and treated equally.

Purpose:

The purpose of this grievance procedure is to:

a) Explain the scope and definition of grievances.
b) Outline the process for reporting and closing a grievance.
c) Define the company's confidentiality measures.
d) Describe the disciplinary action steps for policy violations.

Scope:

These procedures are applicable to all MHR candidates, employees, clients, and suppliers. A grievance can be filed against any MHR employee, including senior management and shareholders. MHR defines a “grievance” as a formal work-related complaint, issue, and/or objection made by employees, candidates, clients, and suppliers.

Procedure:

MHR encourages everyone to resolve minor disputes with the help of a liaison officer, manager, or a Human Resource (HR) department representative. If the informal complaint is not fairly and constructively resolved within 3 working days, they may file a formal grievance.

Candidates can file grievances when:

• They have been asked for payment, gifts, or any kind of favor for application acceptance, information, or recruitment fees from any individual staff of MHR.

• Any individual staff of MHR misbehaves, discriminates, or harasses the candidates.

• They feel unjustifiable rejection in the selection process.

• They are victimized during the recruitment process.

• Candidates are dissatisfied with MHR work or services.

Employees can file grievances when:

• They have been victims of workplace harassment.

• Their health and safety have been compromised.

• They have witnessed poor supervisor and/or management behavior.

• Unjust changes have been made to the employment agreement.

• Policy guidelines are violated.

• There is a dispute between co-workers, suppliers, and/or management.

MHR also recognizes that every case is different, and this list is subject to change depending on the definition filed in the Grievance Complaint Form.

Filing a Grievance

Candidates

Candidates can report their grievance either in written format or verbally. They can report it to the HR department. If they feel the problem has not been resolved, they can directly report it to the Managing Director (MD) of the organization.

Employees

When filing a grievance, employees have the option of reporting their complaints to grievance.massmngt@gmail.com or contacting their direct supervisor and the HR department. In both cases, employees will be required to complete and submit a Grievance Complaint Form.

Once the complaint has been submitted to the HR department, employees have the right to:

• Attend meetings with a witness.

• Appeal decisions.

• Depending on the severity of the complaint, refuse to attend work until the grievance is resolved.

When a grievance is filed against another employee or company top management, the accused also reserves the right to:

• View and request a copy of the official grievance complaint.

• Formally respond to the complaint after consulting with the HR department.

• Attend all formal meetings with a witness.

• Appeal the final decision.

Company Responsibilities:

It is MHR’s responsibility to:

• Accept and thoroughly investigate all Grievance Complaint Forms (verbal grievances from candidates are also accepted).

• Ensure that the grievance is resolved within a minimum of 7 days, depending on the severity of each case.

• Treat all parties fairly throughout the grievance process.

• Adhere to the no-retaliation policy when employees file a complaint against management.

• Organize mediation meetings with the appropriate parties.

• Maintain a high level of confidentiality throughout the grievance process.

• Accept and investigate all appeals.

• Ensure that the final decision is implemented.

• Maintain accurate and comprehensive records of each grievance.

Confidentiality:

MHR employees, including senior management and HR representatives, are required to sign a Confidentiality Agreement that prevents them from discussing the grievance before and after it has been resolved. All parties are prohibited from discussing the matter with any other MHR employee.

Policy Violations:

If an employee is found to have violated the Grievance Procedure Policy, they will be subject to disciplinary action, up to and including termination. The severity of each case will determine the type of disciplinary action, which may include a verbal warning, written warning, suspension and/or termination.

If any of the above violation found to be violated by any candidates, employees, clients

and suppliers but not limited to every unethical violation, they are requested to have a

good faith to make a report of grievance anonymously.