Grievance Procedure

Our policies apply equally to all members of Holyoke Media. If a member believes a policy has been inappropriately or unjustly applied and the concern cannot be resolved with the parties directly involved, they can file a grievance. All grievances should be submitted in writing to the Executive Director, who will review it and make a decision on the outcome. If the member is dissatisfied with the decision of the Executive Director, they can submit it to the President of the Board of Directors who will review the Executive Directors decision and the appropriateness of the outcome. If that does not provide an adequate solution, the member may submit it to the Board of Directors.

The Board of Directors will hear complaints from members and staff of the organization and other residents of the community relating to claims of unfair treatment, rules, violations and improper management decisions. Complaints must be submitted in writing only after being thoroughly pursued with the Executive Director. The Board has the right to refuse to pursue matters which it believes are trivial, irrelevant or beyond its scope. 

The grievance will be heard at the next regularly scheduled Board meeting, where the Board will conduct a formal hearing. In the case of urgent grievances, the Board will meet within 7 days of receiving notification of the complaint. 

Evaluation of the grievance will include reviewing management decisions based on current rules, policy and practice at the time of the incident, as well the intent of the policy. If relating to an area where existing policy is not fully developed, the Board may conclude that new policy needs to be established.

Upon request, Holyoke Media will make available translation and/or interpretation services for any individuals involved with the grievance process.

The Normal Pattern of Events for a Grievance

1. Within 30 days of the issue arising, the aggrieved party sends a brief written description of the grievance to the Board President which states the facts surrounding the problem, the resolution sought, and the people involved. The President may request other germane information or clarification. 
2. The Executive Director will be notified of the grievance and asked to provide the management’s point of view within 10 days.
3. The Board President will alert the rest of the Board about the grievance and the nature of the problem. If the Board decides to accept the grievance for consideration, the Executive Director will be notified, all necessary parties will be contacted to provide further information, in writing, and a date will be set for a hearing.
4. Grievance Hearings will be held in open session, unless otherwise voted by simple majority. Minutes will be recorded for all hearings. All parties to the complaint will be invited to attend, and given time to present their view. Once the parties have presented their sides, the Board will ask any questions they have, and set a timetable to make a decision. The Board will work to reasonably expedite this process; however, the whole process may take up to 4 weeks, but in no circumstance will it exceed 8 weeks.
5. Following the hearing, the Committee members will discuss the matter, gather any further information that they require, reach their decision about the grievance, and prepare documentation describing the outcome which will be sent to all the parties within 30 days of the decision.