PRESENTATION ON THE
NEW INDIVIDUAL
GRIEVANCES
PROCEDURE
AIM
To Present the New Grievances
Procedure to members of the PCDMV.
SCOPE
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Introduction.
Features of the new Grievances Procedure.
The Individual Grievances Process.
Steps to be followed to lodge a grievance.
Non-compliance.
Communication.
Training on the Grievance IT System.
Conclusion.
INTRODUCTION
• The New Grievance Procedure was
approved the on 8 June 2010 by the
Minister of Defence and Military
Veterans
• The Regulations for the grievance
procedure were promulgated on 30 June
2010 in Government Gazette No 33334.
and were implemented in the
Department with effect from 1 July 2010
FEATURES OF THE NEW
GRIEVANCES PROCEDURE
• Electronically supported,
• Simple and easy to use,
• Accountability of role players is
visible,
• Driven by the aggrieved,
• The CSANDF and Sec Def have
visibility on grievances lodged at
all levels
FEATURES OF THE NEW
GRIEVANCES PROCEDURE (CONTD)
• Structures supporting the
Grievance process:
– Grievance Committees
(At all Services and Divisions)
– Grievance Board
(At Corporate level)
INDIVIDUAL GRIEVANCES PROCESS
GRIEVANCE
LODGED
WITH
OC
OC ENDEAVOURS TO
FINALISE
GRIEVANCE
AGGRIEVED MAY FORWARD MATTER TO
DESIGNATED ENTITIES
WITHIN SERVICE
/ DIVISION TO BE
FINALISED
DESIGNATED ENTITIES
ENDEAVOUR TO RESOLVE
FINALISE GRIEVANCE
AGGRIEVED MAY FORWARD
MATTER TO DOD
GRIEVANCE
BOARD TO BE RESOLVED/
FINALISED
DOD BOARD FINALISES
GRIEVANCE OBO OF MOD/
SEC DEF/CSANDF
30 DAYS
30 DAYS
30 DAYS
PHASE 1
PHASE 2
PHASE 3
STEPS TO BE FOLLOWED TO
LODGE A GRIEVANCE
• A grievance must be lodged within 90 days of
the act or omission.
• It must be lodged in writing.
• It must be lodged by the aggrieved in person.
• Grievance clerk to make sure the grievance is
officially registered on the system.
• If a grievance is not lodged in terms of
timeframes stipulated in the Regulations, it
will be returned to the individual or the
institution for non-compliance with the
Regulations.
STEPS TO BE FOLLOWED TO LODGE A
GRIEVANCE (Cont.)
•Once the OC/Manager becomes aware
of the grievance, she/he will determine
Relevant Facts to the grievance.
•Investigate the grievance (Obtain
statements from all concerned - where
necessary),
•OC/Manager should assess the facts
and compare it to the regulatory
framework,
STEPS TO BE FOLLOWED TO LODGE
A GRIEVANCE (Cont.)
– Once the investigation is finalised
OC/Manager should notify the
aggrieved of the outcome within 30
days.
– If aggrieved is not satisfied with
outcome, she/he may refer it to the
Formation.
– If aggrieved is still not satisfied with
outcome of investigation, the
grievance will be referred to Chief of
Service or Divisional Head.
STEPS TO BE FOLLOWED TO LODGE
A GRIEVANCE (Cont.)
• The Service Chief will attempt to resolve
the grievance through his established
“Grievance Committee”.
• The designated officer within the
Grievance Committee must assess all the
facts and compare it to the regulatory
framework,
• Present the grievance to the committee,
• Notify the aggrieved of the committee’s
decision within 30 days.
STEPS TO BE FOLLOWED TO LODGE
A GRIEVANCE (Cont.)
• If the aggrieved is not satisfied
with the outcome of the
Grievance Committee, she/he may
refer the grievance to the
“Grievance Board” within five (5)
working days.
• The “Grievance Board” is the final
stage of the process within the
DOD.
STEPS TO BE FOLLOWED TO LODGE A
GRIEVANCE (Cont.)
• The DOD Grievance Board is
mandated and appointed to act on
behalf of the DOD as employer,
• Also
mandated
to
consider
condonation for late lodging of
Grievances,
• Each grievance will be allocated to
a case manager (Secretariat) to
investigate, prepare and present
the grievance for a FINAL decision
at the DOD Grievance Board.
NON-COMPLIANCE
– Defence Act Section 104(17):
“Any person who undermines or
stifles, or seeks to undermine or
stifle, any procedure for the
redress of grievances, is guilty
of an offence and liable on
conviction to a fine or
imprisonment for a period not
exceeding five years.”
NON-COMPLIANCE (Cont.)
Enforcement measures
• Defence Act Section 104(15): “Any member
or employee of the Department who, in a
wilful or negligent manner, contravenes or
fails to comply with any regulation made
under this Act, is guilty of an offence and
liable on conviction to a fine or
imprisonment for a period not exceeding
one year.”
NON-COMPLIANCE (CONTD)
• Disciplinary action shall be taken
against perpetrators.
• Non-compliance with Regulations
and Instruction to be reported to
the Secretariat of the Grievance
Board via fax at 012 355 5333
(SSN: 810).
NON-COMPLIANCE
• Regulation 8 - an aggrieved may
not be victimised or prejudiced,
directly or indirectly, as a result
of lodging a grievance.
COMMUNICATION
The Individual Grievances Regulations
document is available on the DOD Policy
website.
The Interim Implementation Instruction on
the Individual Grievances Regulations was
issued jointly by C SANDF and Sec Def on
8 Jul 10 and is available on the HR website.
COMMUNICATION (Cont.)
The Regulations were communicated as
follows:
• The Tshwaraganang Campaign
including posters depicting the process
were distributed.
• Information Bulletins.
• Articles in the SA Soldier and The
Reserve Force Volunteer magazines.
• Regional briefings were conducted over
the period 27 Jul – 31 Aug 10 where
Service and Division representatives
were
informed of the new
process.
TRAINING ON THE
GRIEVANCE IT SYSTEM
• Formal training of all users of this
system
is
being
conducted
by
representatives from Services and
Divisions who have been trained on the
Grievance IT System by SITA.
• The Secretariat to the Grievance Board
established a Grievance Information
Desk and Fax line wef 1 Jul 10.
(8105555 & 8105333)
CONCLUSION
• Questions/Comments