Staff Grievance Policy

Staff Grievance Policy 

1 Introduction 

1.1 Policy Statement 

Earthtree Enviro Pvt. Ltd. is committed to maintaining a positive work environment where all employees are treated with fairness, dignity, and respect. Our primary objective is to establish a safe and conducive work environment (both in our Corporate Office and offsite locations) that allows employees to perform their duties without fear of prejudice, gender bias, discrimination or sexual harassment. We recognize that from time to time, employees may have concerns or grievances related to their employment, working conditions, or interactions with colleagues. 

In line with this commitment, we have formulated this Staff Grievance Policy that outlines the procedure for employees to raise and address such grievances in a timely and effective manner. We assure all employees that any grievances will be treated seriously, respectfully, and confidentially. No one will face victimization for raising such concerns. 

Our employees are expected to adhere to the highest standards of ethical conduct in all workplace interactions and dealings with business stakeholders. This entails: 

1. Treating each other with dignity and respect. 
2. Adhering to the letter and spirit of the law. 
3. Refraining from engaging in any unwelcome behaviour with sexual connotations. 4. Avoiding the creation of a hostile atmosphere at the workplace.. 

Reporting grievances to the appropriate authorities and following the company’s grievance reporting procedure. 

2 Scope 

2.1 Applicability 

This policy applies to all employees, partners, contractors, visitors, and guests associated with Earthtree Enviro Pvt. Ltd., including those working in offices, plantations, and nurseries, in accordance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition, and Redressal) Act, 2013. 

This policy acknowledges and aligns with the constitutional definition of the Right to Life as enshrined in the Constitution of India. The Right to Life, as interpreted in this context, encompasses the entitlement to a life with dignity and the fundamental right to engage in any occupation, trade, or profession. This right is contingent upon the existence of a “safe” working environment where employees not only feel secure but also genuinely believe that their dignity is upheld. 

Furthermore, this policy is fully cognizant of several laws and regulations that address staff grievances and provide avenues for employees to seek redressal for workplace issues. Some of the key acts and regulations relevant to staff grievances in India include: 

1. Industrial Disputes Act, 1947: This act provides a mechanism for the resolution of disputes between employers and employees, including grievances related to terms and conditions of employment, disciplinary actions, and layoffs. 
2. Employees’ Provident Funds and Miscellaneous Provisions Act, 1952: This act governs the establishment and administration of provident funds for employees in India, providing a framework for addressing grievances related to provident fund contributions, withdrawals, and transfers. 
3. Payment of Gratuity Act, 1972: The act regulates the payment of gratuity to employees upon their retirement, resignation, or death, and includes provisions for addressing grievances related to gratuity payments. 
4. Sexual Harassment of Women at Workplace (Prevention, Prohibition, and Redressal) Act, 2013: This act mandates the prevention and redressal of sexual harassment of women at the workplace, providing a mechanism for employees to report incidents of harassment and seek redressal. 
5. Factories Act, 1948: The act contains provisions related to the health, safety, and welfare of workers in factories, including mechanisms for addressing grievances related to workplace safety and health hazards. 
6. Maternity Benefit Act, 1961: This act regulates the employment of women during pregnancy and provides maternity benefits, including mechanisms for addressing grievances related to maternity leave and benefits. 
7. Minimum Wages Act, 1948: The act governs the fixation and enforcement of minimum wages for workers in various industries, providing mechanisms for addressing grievances related to non-payment or underpayment of wages. 
8. Equal Remuneration Act, 1976: This act prohibits discrimination in wages based on gender and provides mechanisms for addressing grievances related to unequal pay for equal work. 

3 Definitions 

3.1 Definition 

➔ Grievance: Any concern, complaint, or issue raised by an employee regarding their employment, working conditions, treatment by colleagues, or any other matter related to their role within the organization. 

➔ Grievant: An employee who raises a grievance under this policy. 

➔ Respondent: The individual or party against whom a grievance is raised. 

4 Procedure 

4.1 Informal Resolution 

Employees are encouraged to attempt to resolve grievances informally in the first instance. This may involve discussing the issue with their immediate supervisor, manager, or HR representative in a confidential and respectful manner. Informal resolution methods may include mediation, facilitated discussions, or other informal channels of communication. 

4.2 Formal Grievance Procedure 

If a grievance cannot be resolved informally or if the employee is not comfortable pursuing informal resolution, they may initiate the formal grievance procedure by submitting a written grievance using the Grievance Registration Form (Appendix A). 

The formal grievance procedure consists of the following steps: 

Step 1: Submission of Grievance 

➔ The Grievant must submit the Grievance Registration Form to their immediate supervisor or HR department within 30 days of the incident or when they become aware of the issue. ➔ The form should detail the nature of the grievance, desired outcome, and any supporting documentation or evidence. 

Step 2: Investigation 

➔ Upon receipt of the grievance, the HR department or designated investigating officer will conduct a thorough and impartial investigation into the matter. 

➔ The Respondent will be provided with an opportunity to respond to the allegations and provide their perspective on the issue. 

➔ The investigation will be conducted promptly and with sensitivity to confidentiality concerns.

Step 3: Resolution 

➔ Following the investigation, the HR department will communicate the findings to the Grievant and Respondent. 

➔ Efforts will be made to reach a mutually agreeable resolution to the grievance. 

➔ If a resolution cannot be reached, the HR department will provide recommendations for further action, which may include mediation, disciplinary measures, or other appropriate interventions. 

Step 4: Appeal 

➔ If the Grievant or Respondent is dissatisfied with the outcome of the grievance process, they may appeal the decision within 7 days. 

➔ Appeals should be submitted in writing to the HR Manager or Executive Director. 

➔ The appeal will be reviewed by a designated appeals panel, which will include senior management representatives not involved in the initial investigation. 

➔ The decision of the appeals panel will be final and binding. 

5 Confidentiality and Non-Retaliation 

Earthtree is committed to maintaining confidentiality throughout the grievance process to the extent possible, while still conducting a thorough investigation and ensuring due process for all parties involved. Employees involved in the grievance process are expected to refrain from retaliation against any individual who raises or participates in a grievance in good faith. 

6 Training and Awareness 

Earthtree will provide training and resources to supervisors, managers, and HR personnel on the implementation of this grievance policy and the handling of employee grievances. All employees will receive awareness training on their rights and responsibilities under this policy. 

7 Policy Review 

This policy will be reviewed periodically by the HR department to ensure its effectiveness and compliance with relevant laws and regulations. Any updates or revisions to the policy will be communicated to employees in a timely manner. 

8 Conclusion 

Earthree is committed to fostering a workplace, plantation, and nursery environment that respects the dignity of every individual and inculcates a culture of open communication, fairness, and accountability. This Staff Grievance Policy provides a framework for addressing employee grievances in a fair, transparent, and timely manner, with the ultimate goal of promoting a positive and productive work environment for all. 

ANNEX – A 

STAFF GRIEVANCE REGISTRATION FORM 

Please click on this link to access the Grievance Form 

ANNEX – B 

STAFF GRIEVANCE COMMITTEE 

1. Mr. Akhilesh Singh
2. Mrs. Sanjibita Tariang
3. Mr. Donovan Sangma
4. Mrs. Paromita Choudhury

The Committee members will meet on the First Tuesday of every month to discuss the issues received from the employees and or how to improve the Policy for the convenience of everyone

Docusign Envelope ID: 47C8B823-79E5-4772-8337-B2F6C8BAAA86