Dispute Resolution

GENERAL STATEMENTS:

Conflict and disagreements are common events in most organizations. They should be welcomed and viewed as an indicator of a healthy culture. Conflict can be constructive. Managed well, it promotes change and adaptation, awareness of self and others. It can even strengthen relationships and heighten morale. Managed poorly however, conflict can also be destructive; it can hurt individuals and damage relationships. As such, the Dispute Resolution Policies & Procedures ensure that all community members have an avenue to deal with a grievance or situation that they wish to have resolved.

DEFINITION OF CONFLICT:

       A conflict or complaint* can be defined as a difference or disagreement regarding opinions, ideas or activity between opposing individuals or groups that interferes directly with a community member’s ability to complete his/her roles and/or responsibilities within the SelfDesign Learning Community/Foundation.

These procedures are not to be applied in cases where an individual has experienced reasonable and legitimate comments; constructive criticism, feedback or advice from a Team Lead; where the complaint of unacceptable behaviour has been previously dealt with or the substance of the complaint is presently being dealt with under some other grievance or complaint process or procedure.

    *If a community member feels that the issue may be defined as Workplace Bullying and Harassment please refer to Policy 2.2.5 Workplace Bullying and  Harassment Policy & Procedures (for contractors/employees) or Policy 3.3 Learner Safety & Support for Learners & Families.

SCOPE:
SelfDesign Community Members (Board of Directors, Contractors/Employees, Volunteers, Families)

 

POLICY:
The SelfDesign Learning Foundation is committed to sustaining a positive environment in which community members work harmoniously and constructively together. Disputes between community members will follow operational procedures and result in the resolution of these disputes in a timely and non-discriminatory manner.

 PROCEDURES:

Dispute Resolution Procedures are intended to improve communication and understanding between community members by providing opportunities to resolve a conflict or complaint quickly, fairly, and without reprisal.

All disputes between SelfDesign Learning Foundation community members will be managed through the following procedures:

1.1.9.A. Contractor/Employee

 Contractors/employees experiencing a conflict, or who have a complaint, are encouraged to resolve it by following the steps listed below:

 

Informal Resolution Process:

  • Contractor/employee should first communicate directly and immediately with the individual that they have a conflict/complaint with to determine if a resolution can be made.
  • If unable to resolve the issue, then the complainant should speak to their team lead.. If the conflict/complaint is with a team lead/supervisor, then proceed to Step 4, or the formal resolution process.
  • If a resolution between the two parties cannot be resolved through the informal resolution process, then proceed to Step 4, or the formal resolution process.

 

Formal Resolution Process:

  • Contractors/employees who have a complaint or require management intervention in relation to a work-related conflict and wish to initiate the formal dispute resolution process must first have completed the steps in the informal process listed above.
  • Contractors/employees should prepare written documentation, with supporting details, of the conflict situation or complaint and submit it to the Director of Human Relations.*

 

*If the complaint is against the Director of Human Relations, the steps outlined in the formal complaint process will be moved to the Chief Executive Officer (CEO). If the complaint is against the CEO, the complaint will be directed to the Board by the Director of Human Relations (please see Policy 1.1.9.b Board Level Dispute Resolution)

  1. The Director of Human Relations will investigate the merits of the conflict resolution request or complaint. The Director of Human Relations will consult with other relevant individuals, if necessary.
  2. Within 10 Days of receiving the conflict resolution request or complaint, the Director of Human Relations will complete the investigation and prepare a written response. The Director of Human Relations will forward a copy of the response along with a request that the contractor/employee sign and date the copy to confirm he or she has received the reply and agrees or disagrees with the Director of Human Relations’ plan of action.
  3. If the contractor/employee agrees with the recommended plan of action, the Director of Human Relations will include a copy of the signed reply for inclusion in the contractor/employee’s personnel file.
  4. If the conflict or complaint has not been resolved to the contractor/employee’s satisfaction, the Director of Human Relations will forward the complete file, including the conflict resolution request or complaint, documentation of relevant information, analysis of the information, the conclusion, and the recommended resolution, to the next level of management – the CEO.
  5.  Within 10 days of receiving the file, the CEO will investigate any relevant issues in the file and any newly discovered evidence or information that may arise during the dispute resolution process. The CEO will forward a response to the contractor/employee either concurring with the previous resolution or proposing an alternative resolution. The decision and recommendations made by the most senior executive, the CEO, will be final.
  6.  A copy of the signed reply to the Director of Human Relations will be added to the contractor/employee’s personnel file.

 

EFFECTIVE :  June 15, 2017
REVISED :      March 21, 2019

 

1.1.9.B Board Level Dispute Resolution Procedures

GENERAL STATEMENT

Only those disputes directly involving the CEO and/or a Board Director will be brought to the attention of the SelfDesign Learning Foundation Board of Directors

Any community member experiencing a conflict directly with the CEO and/or a SelfDesign Learning Foundation Board Director are encouraged to resolve it by following the steps listed below:

Informal Resolution Process:

  1.    First communicate directly and immediately with the individual that you have a conflict/complaint with to determine if a resolution can be made.
  2.    If a resolution between the two parties cannot be resolved through the informal resolution process, then proceed to Step 4, or the formal resolution process.

Formal Resolution Process:

  1. Community members who have a complaint or require Board intervention in relation to a conflict with the CEO and/or a Board Director and who wish to initiate the formal problem resolution process must first have completed the steps in the informal process listed above.
  2. The complainant should prepare written documentation, with supporting details, of the conflict situation or complaint and submit it to the Director of Human Relations.
  3. The Director of Human Relations will investigate the merits of the conflict resolution request or complaint. The Director of Human Relations will consult with other relevant individuals, if necessary.
  4. Within 10 Days of receiving the conflict resolution request or complaint, the Director of Human Relations will forward the complete file, including the conflict resolution request or complaint, documentation of relevant information, analysis of the information, the conclusion, and the recommended resolution to the Board.
  5. Within 10 Days of receiving the file, the Board will direct the investigation to the Board Dispute Resolution Committee (BDRC)*.  If a committee member is named in the conflict, that member will remove him/herself from the Committee and be replaced by another Director agreed to by the Board. The  BDRC will investigate any relevant issues in the file and any newly discovered evidence or information that may arise during the dispute resolution process. The BDRC will forward a response and the BDRC resolution to both the community member and  the Board Director and/or the CEO. The decision and recommendations made by the the BDRC will be final.
  6. A copy of the signed reply to the Director of Human Relations will be forwarded for inclusion in a special Board Director/CEO Dispute Resolution file.

EFFECTIVE: June 15, 2017

REVISED: