Dispute Resolution

Policy Statement

SelfDesign Learning Foundation (SDLF) is committed to ensuring that all community members have an avenue to voice concerns and address conflicts or disputes arising during their involvement with the organization or participation in our education programs. At SDLF, we welcome these instances as chances to strengthen relationships and boost morale, valuing them as opportunities for growth and improvement.

Please note that conflicts relating to harassment or bullying should be reported as outlined in:

• For Contractors, the Workplace Harassment and Bullying Policy
• For Families, the Harassment, Bullying, and Abuse Prevention Policy

Additionally, please note that Leads providing corrective actions for those whose work they direct and/or are responsible to follow the Contractor Compliance Policy.

Definitions

Conflict – 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 their roles/responsibilities within SDLF.

Policy

SelfDesign Learning Foundation will manage conflict by utilizing prescribed protocols to resolve conflicts and disagreements promptly and maintain a positive and harmonious environment.

Individuals are encouraged to discuss issues, unwanted behaviour or actions directly and without delay with the person they are having a conflict with. Where you do not feel comfortable speaking directly with the individual about the matter, or the matter concerns your Foundation contact, seek assistance from the Leadership Transition Consultant – HR. If a discussion is not feasible or does not reach a reasonable resolution, proceed with the formal conflict review process detailed below.

Protocol

This protocol is not to be applied:

• In cases where a community member has a conflict with reasonable and legitimate comments, such as constructive criticism, feedback, or advice, from a Foundation contact.
• In cases where a complaint of unacceptable behaviour has been previously dealt with or the substance of the complaint is presently being dealt with.

Informal Resolution Process

1. Without delay, communicate directly with the individual that you are having a conflict with to determine if a resolution can be made.
2. If a resolution cannot be made:
   1. Bring the issue to the immediate attention of a Foundation contact
   2. If the conflict is with/concerning a Foundation contact, proceed to the Formal Conflict Review Process.

1. If a resolution cannot be made with the assistance of a Foundation contact, proceed to the Formal Conflict Review Process.

Formal Conflict Review Process

• Contractors 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 should prepare written documentation, with supporting details, of the conflict situation or complaint and submit it to the Leadership Transition Consultant – HR.

Note: If the complaint is against the Leadership Transition Consultant – HR, the steps outlined in the formal complaint process will be moved to the President and CEO. If the complaint is against the President and CEO, the complaint will be directed to the Leadership  Transition Consultant – HR.

1. The Leadership Transition Consultant – HR will investigate the merits of the conflict resolution request or complaint. The Leadership Transition Consultant – HR will consult with other relevant individuals, if necessary.
2. Within 10 Business Days of receiving the conflict resolution request or complaint, the Leadership Transition Consultant – HR will complete the investigation and prepare a written response. The Leadership Transition Consultant – HR will forward a copy of the response along with a request that the contractor sign and date the copy to confirm he or she has received the reply and agrees or disagrees with the Leadership Transition Consultant – HR’ plan of action.
3. If the contractor agrees with the recommended plan of action, the Leadership Transition Consultant – HR will include a copy of the signed reply in the contractor’s personnel file.
4. If the conflict or complaint has not been resolved to the contractor’s satisfaction, the Leadership Transition Consultant – HR 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 President and CEO.
5.  Within 10 Business days of receiving the file, the President and 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 President and CEO will forward a response to the contractor either concurring with the previous resolution or proposing an alternative resolution. The decision and recommendations made by the President and CEO, will be final.
6. A copy of the President and CEO’s signed reply to the Leadership Transition Consultant – HR will be added to the contractor’s personnel file.

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 Leadership Transition Consultant – HR.
3. The Leadership Transition Consultant – HR will investigate the merits of the conflict resolution request or complaint. The Leadership Transition Consultant – HR will consult with other relevant individuals, if necessary.
4. Within 10 Days of receiving the conflict resolution request or complaint, the Leadership Transition Consultant – HR 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 Leadership Transition Consultant – HR will be forwarded for inclusion in a special Board Director/CEO Dispute Resolution file.