1. Preamble

1.1 The College endeavors to maintain a harmonious working environment for staff, which promotes understanding, support and mutual respect. To this end, the College encourages frank and constructive dialogue between parties of different views, and prompt resolution of conflicts and disputes before they escalate into serious grievances.

1.2 In order to foster a trusting culture and reduce misunderstanding, the College encourages frequent and regular communications between supervisors and staff members. If indeed a staff member has a work-related concern, he/she is encouraged to raise and discuss it with his/her immediate supervisor in the first instance. He/she may raise it with the Programme Director/Unit Head if the supervisor is involved, or with the respective Dean or Vice-President if the Programme Director/Unit Head is also involved. Likewise, complaints against the Deans could be raised with the Vice-President (Academic), whereas complaints against the Vice-Presidents could be raised with the President. Unless the staff member considers it necessary to lodge his/her problem or complaint in writing, he/she is encouraged to raise and discuss it verbally first.

1.3 Supervisors should respond promptly and without prejudice to complaints or grievances made by their staff, and make every attempt to meet with parties concerned informally to understand the reasons behind such complaints/grievances and to settle them. In most cases, grievances are due to misunderstanding, miscommunication and/or oversight. Apologies and possible redress could help settle the grievances. The sooner a grievance is attended to and dealt with, the better the chance of its being resolved informally. The assistance from the Human Resources Office (hereinafter “HRO”) may be sought if deemed necessary. In case the staff member chooses to raise his/her complaint in writing, the supervisor to whom the letter is addressed should inform the staff member concerned in writing of the outcome of the enquiry.

1.4 However, in the event that this preferred mode of informal resolution fails, a staff member may follow the procedures below to make his/her grievance heard.

2. Definition and Scope of Grievance

2.1 For the purpose of these procedures, grievance is defined as any unresolved complaint in the College, made by a staff member, or a group of staff members, against any staff member or a group of staff members. If the subject is about the sexual harassment complaints, the complaint or grievance should be handled in accordance with the respective policy and procedures.

2.2 A complaint lodged by a group of staff members should be specific and common to all members of the group. The group shall appoint a representative from among its members as a spokesman to act on its behalf for the purpose of these procedures. These procedures must under no circumstances be used as a means of negotiating changes in the terms and conditions of employment.

3. Mediation

3.1 At different stages of handling of the grievance/complaint, "mediation" can be initiated either by the complainant, or the relevant authority dealing with the complaint at that stage. Subject to the consent of both parties concerned, an independent third party could be invited to assist in facilitating "mediation" as a means to resolving the grievance/complaint.

For more information, please refer to the Procedures for Handling Staff Grievances.

Procedures for Handling Staff Grievances