Grievance and Redressal Policy

Purpose

The purpose of this policy is to establish a fair, transparent, and structured process through which employees can raise concerns or complaints related to their employment. It ensures that grievances are addressed promptly, impartially, and with due sensitivity, thereby fostering trust, accountability, and a supportive workplace environment.

Objective

The objective of this policy is to provide employees with a clear and accessible mechanism for reporting grievances and ensuring they are resolved in a timely and respectful manner. It aims to safeguard employee rights by:

• Ensuring fair treatment at all times.

• Handling complaints with courtesy, sensitivity, and efficiency.

• Promoting an open culture where employees feel confident to voice concerns.

• Maintaining harmony in the workplace by addressing issues before they escalate.

Scope

This policy applies to all employees of Simulanis, across all roles and levels, including full-time, part-time, probationary staff, interns, trainees, and contractual workers. It covers grievances related to workplace practices, conduct, and treatment of employees but does not extend to matters outside the scope of employment.

Definition of a Grievance

A grievance is any form of dissatisfaction expressed by an employee regarding workplace matters. While verbal concerns will initially be treated as grievances, for formal recognition and resolution, the grievance must be submitted in writing.

Grievances may arise from issues of reasonable significance, including but not limited to:

• Wages or methods of payment.

• Leave entitlements and transfer decisions.

• Job roles, positions, or promotions.

• Treatment by managers or supervisors.

• Interpretation or application of the Code of Conduct.

• Quality of amenities provided at the workplace (e.g., washroom, pantry machines).

Types of Complaints Covered Under This Policy

This policy provides a channel to address a wide range of concerns, including but not limited to:

• Unfair treatment at work, including age or gender discrimination.

• Unfair or biased promotion practices that disregard merit.

• Inappropriate or unprofessional behavior from managers or supervisors.

• Sexual harassment.

• Interpersonal disputes between employees.

Grievance Resolution Procedure

Step 1: Reporting the Grievance

• Employees should first report their grievance to their immediate supervisor or manager.

• The supervisor is responsible for addressing or resolving the concern within a reasonable timeframe, based on its seriousness.

• If the grievance is not resolved satisfactorily, the employee may escalate the matter directly to the Disciplinary Committee (DC). This can be done verbally, in writing, or via email.

• The DC will conduct an impartial investigation, gather evidence, and prepare a report.

• The findings are presented to the Chairperson of the DC, who will issue a decision based on the investigation.

• If the matter is complex or unclear, the DC may conduct a more thorough inquiry and seek expert opinions before making a decision.

Step 2: If Dissatisfied with the DC’s Decision

• If the employee remains unsatisfied with the decision of the DC, they may escalate the grievance to the Director.

• The employee may present the grievance individually or with the support of colleagues.

• The Director will review the grievance, listen to the parties involved, and attempt to resolve the matter fairly.

• Where required, the Director may establish a special committee to re-examine the grievance based on the merits of the case.