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An employee grievance policy states the correct process through which any employee can file a complaint regarding their workplace, co-workers, or manager or about a conflict or any other issue regarding the workplace, such as unsatisfactory working conditions.

The grievance procedure policy explains how employees can voice their complaints in a constructive way. Supervisors and senior management should know everything that annoys employees or hinders their work, so they can resolve it as quickly as possible. Employees should be able to follow a fair grievance procedure to be heard and avoid conflicts Exotic encourages employees to communicate their grievances. That way we can foster a supportive and pleasant workplace for everyone.

1. Scope:

This policy refers to everyone in the company regardless of the designation or tenure in the organization. Not all grievances are related to HR. Grievance covers a wider area in the Organization, particularly those which are not directly related to or in the employee’s immediate work area and people, but, in other areas which, though not frequented very often, they necessitate interaction for work purposes or for co-existence in the work place by the employee. These areas can relate to Cafeteria, Transport, Office maintenance, Administration, infrastructure, lighting, air-conditioning, WFH support, etc.,

2. Purpose:

Satisfaction and engagement between employees are of extreme priority for “Exotic Innovations Private Limited”. The primary purpose of this grievance Redressal policy is to give employees the right to voice out their complaints.

For a beneficial and comfortable work environment for everyone, “Exotic Innovations Private Limited” encourages employees to discuss their problems through a transparent grievance process


Grievance is defined as any complaint, problem or concern of an employee regarding their workplace, company culture, job or co-worker relationships including management.

3. Rights and Responsibilities:

Any employee filing complaint against grievances can

    • contact their immediate supervisor or HR department.
    • submit an application describing the circumstances in detail
    • file a plea against any formal decision.

The person who is the subject of the complaint has the right to

  • receive a copy of the accusations.
  • appeal on any formal decision.

The company is required to

  • Organize a structured grievance process.
  • Analyze without bias.
  • Treat all employees equally. Preserve anonymity.
  • Establish a secure working environment

4. Criteria

Except for gross misconduct, no employee will be dismissed for a first breach of discipline under this policy. The level of any formal action will be dependent on the seriousness of the offence, having regard to the need for fairness and natural justice. The procedure is internal to Exotic Innovations Private Limited and does not allow for any external representation. No disciplinary action will be taken against an employee until the case has been fully investigated.

5. Grievance Redressal Procedure

The following process should be followed for expressing and seeking Redressal to a grievance  Employees may communicate their grievance in writing to their immediate Manager first while at the same time, addressing a copy to the concerned department Head & HR. In case the grievance involves the immediate Manager, then the employee can contact the Head of the Department while simultaneously copying the Head HR. In case the employee wants to raise their grievance on the Head of the departments or the management, it has to be raised directly with the Head HR.

  • The concerned manager must immediately acknowledge receipt of the grievance in writing informing the employee of the receipt of grievance and inviting the employee for a formal meeting.
    • If the grievance pertains to the same function where the employee works, the immediate management has to review and resolve the same based on the feasibility or commit to a timeline by which the same could be resolved as per dependency on other departments / functions / vendors or factors
  • In other cases, immediate Manager may consult with the concerned departments or functions to which the grievance pertains to for their action or feedback and revert to the employee with a course of action / solution within 7 working days from the date of receipt of grievance
  • In case an employee is not satisfied with the solution, the employee may choose to represent the grievance to Head of the Department, if the grievance concerns the Head of the Department, it has to be raised with the Head HR.
  • Head HR will convey their decision to the aggrieved employee through the concerned department manager within 5 days of receipt of the complaint. If, however, the Head HR is of the view that the matter should be referred to the Grievance Resolution Committee, they may do so
  • The Grievance Resolution Committee consists of a minimum of three members. i.e., there will be representation from the Leadership Team and the concerned Head of the Department and any manager except from his or her own manager. The Grievance Resolution Committee (as mentioned below) will provide an opportunity to the aggrieved employee and the concerned person involved in the grievance, to present their concern. The Grievance Resolution Committee will include representatives from other teams to ensure fair and faster resolution
  • The Grievance Resolution Committee will give their recommendation to the Head HR within 4 working days. The Head HR will take a decision based on this recommendation and communicate their decision through the concerned department Manager to the aggrieved employee within 15 working days from commencement of inquiry
  • Grievances will be treated with utmost confidentiality and sensitivity
  • Human Resources shall maintain a record all grievances referred to the Grievance Resolution Committee, number of grievances settled/ pending and report to the Senior Management Team on a quarterly basis.

6. Gross Misconduct:

In case the grievance by an employee leads to discovery of gross conduct by another employee(s) or associates or vendors of Exotic Innovations Private Limited appropriate action will be taken by HR, while the identity of the complainant will not be disclosed in any manner or forum. The list provided below is illustrative but not exhaustive, and should be deemed that any other conduct not falling within the purview of what is stated below is akin to gross misconduct; the LT will exercise the authority in consultation with the Grievance Redressal Committee to determine gross misconduct depending on the circumstances of each case

    • Fraud
    • Deliberate falsification of records Embezzlement
    • Theft
    • Intimidation, harassment, threats or acts of violence
    • Misuse or misappropriation of position or benefits
    • Wilful damage to organization’s assets, including those of its employees, partners, other stakeholders
    • Disparagement or defamation of the Organisation, its employees, partners or other stakeholders
    • Taking or giving bribes or any other illegal gratification, including sexual gratification
    • Serious incapability due to being under the influence of alcohol or being under the influence of illegal drugs at the workplace and during working hours
    • Serious negligence which causes unacceptable loss, damage or injury
    • Serious act of insubordination
    • Deception or inappropriate access to private and/ or confidential Company records and/ or information without authorization or need-to-know.

7. Appeal:

An employee who wishes to appeal against a disciplinary decision must do so within five working days. The Grievance Redressal Committee will hear all appeals and will make are commendation to the Head HR. Where felt appropriate and in very serious cases, the Head HR may further consult the Board. The Head HR’s decision will be final and communicated in writing to the employee by the concerned Head of the Department. At the appeal, any disciplinary penalty imposed will be reviewed

Should an employee wish to appeal they must do so in writing to the appropriate manager within five working days of being informed in writing of the formal action.

A request for an appeal must specify the grounds of the appeal, preferably under one or more of the following headings:

    • The severity of the action
    • The finding of the hearing on a point of fact, which is pertinent to the decision of the hearing
    • A failure to adhere to the published procedure

8. Non-Compliance and Consequence

Employees are restricted from sharing their personal grievances with other employees or co-workers in an order to garner their support / attention or attempt to disrupt their business activities and distract them with such topics which may or may not be relevant to them. This policy is put in place for employees to submit their grievance through a proper channel. Any deviation from the set protocol by any employee or employees will be dealt in accordance with the rules of this policy or any other such policies as appropriate by HR and management.

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