Early Resolution
The ¼ø»ÆÊ¦app believes that a positive working environment and good working relationships have a substantial impact on our well-being and engagement, individual and team performance, employee, student and customer experience. In addition, they reduce the stress and the anxiety associated with traditional policies and they also reduce the costs associated with managing issues at work.
Early Resolution reflects our combined efforts to create a purpose driven, values based and person-centred workplace. The framework is aligned to the core values of our organization, and it is just one way that we are using our values as a basis for the development of a transformational culture within our organization.
Further details on our values can be found here.
Early Resolution offers a timely, supportive, and proactive approach for resolving workplace issues. Employees must continue to act in accordance with the values and behaviours of the organization, workplace policies and, where applicable external regulatory bodies. It has been designed to secure constructive and lasting outcomes in all cases. The process is fully legally compliant, it meets and exceeds the requirements of the Acas Code on Discipline and Grievance, and it meets and exceeds all equality legislation currently in place in the UK.
Scope
Early Resolution sits alongside our Grievance Procedure.
The framework can be used to manage and resolve various types of issues including:
- Disagreements between employees or between groups of employees.
- Disagreements between managers and members of their team.
- Complaints about the behaviour of a colleague, a manager, or another member of the organization.
- Allegations of bullying, harassment, or discrimination made by an employee, a group of employees or an employee’s representative.
- Early Resolution is aimed at securing constructive and lasting solutions to workplace disputes, conflicts, and complaints. It incorporates both informal and formal resolution processes and it is designed to help resolve issues as close to source as possible. As such, significant emphasis is given to a wide range of remedies through what we refer to as “local” and “early” resolution.
- Most issues can be resolved through dialogue, and we encourage all parties to engage with the informal resolution methods first, and we will support you to do so. We are also committed to using supported resolution processes such as facilitated conversations, coaching and mediation.
- Formal resolution may be recommended where early resolution does not resolve matters or in more serious cases. Throughout formal resolution, the employee has the right to be accompanied.
- Working together we aim to ensure good working relationships and to settle issues promptly, fairly, and as close as possible to the point of origin. We encourage managers and employees to seek an early resolution to issues quickly and effectively:
- We provide support and resources to support managers and employees to resolve issues informally.
- We promote a high level of trust through mindful use of language and respectful and learning oriented conversations.
- We use a Request for Resolution (RFR) form so that we recognise our intent is to resolve, not retribute.
- We apply a triage process using a set of objective criteria to assess the most effective route to resolution in each case.
- We encourage managers and employees to seek opportunities for a restorative outcome wherever possible.
- Ensure that all workplace issues are treated fairly and consistently.
- Enhance the roles of facilitated conversations, coaching and mediation and promote these approaches in all suitable situations.
- Encourage positive employee relations and help resolve conflicts, concerns, and complaints constructively and effectively.
- Encourage open communication between employees, their colleagues, and managers so that questions and problems can be aired and, where possible, resolved quickly and to the satisfaction of all concerned.
To assist with the above, we provide the following support to help resolve issues:
- Access to peer support through our network of Speak out Guardians.
- Access to one or more of our suites of early resolution approaches.
- Facilitated conversations.
- Coaching and mentoring support.
- Mediation.
- Team facilitation, team building or team mediation in cases involving multiple parties.
- A fair and thorough investigation by a trained investigator in cases that require it.
- A formal resolution meeting to agree the best way forward and/or to reach a determination. Further details can be found in the ¼ø»ÆÊ¦app’s Grievance Procedure.
This guidance takes account of employment legislation, statutory obligations, and relevant codes of practice.
To support the development of a culture of constructive resolution in our organization, leaders, managers, unions, employees, and HR are expected to:
- Try to resolve issues informally and as close to source (i.e. as early as possible) wherever possible.
- Show respect for others and ensure that you align your behaviours to our core values.
- Work together to resolve the issue(s).
- Feel confident that by raising an issue it will not impact negatively on themselves or their career when the issue is raised in good faith. Anyone who does victimise another employee for raising an issue or concern may be subject to a formal resolution which may include suspension, a formal investigation, and a formal resolution meeting.
- Always maintain confidentiality - including once the process has been concluded.
Employee Responsibilities
Issues should be raised at the earliest possible opportunity so that positions do not become entrenched, and situations do not escalate. We expect employees to engage in direct dialogue to resolve any differences you encounter in the workplace and to raise with your manager any concerns that you are not able to directly resolve yourself.
Line Manager Responsibilities
The role of the manager is central in resolving conflicts, concerns and complaints and handling performance issues in the workplace, both at informal and formal stages. We expect our managers to create and sustain a positive working environment where employees feel able to come to them direct with their concerns and where issues can be resolved quickly, cooperatively, and amicably – we call this Early Resolution. As such, we expect all managers to:
- Encourage and engage in respectful dialogue.
- Set out clearly what their expectations are.
- Actively seek out opportunities to resolve problems before they escalate.
- Provide reminders for their employees rather than warnings and actively promote a culture of learning and insight rather than blame and retribution. Reminders explain clearly what is required and what support is available to realign employees’ behaviours with our core values.
- Engage actively and fully in facilitation and mediation processes, when required.
Our managers need the confidence to have difficult conversations. Further support and training can be found through Exeter Leader.
Speak out Guardians
Our Speak out Guardians are a multidisciplinary staff group and are available at any stage of resolution to provide peer support and impartial advice and guidance for all parties where it is required. Often it can be helpful to discuss an issue with someone not directly involved, as it can help gain a different perspective on the issue and help you decide on the best course of action.
Speak out Guardians do not give legal advice or undertake analysis of the merits of the case. They will be able to answer your questions about Early Resolution and signpost you to additional sources of support and maintain contact throughout the resolution process and for a period after the process has concluded (typically 6-12 months). The aim of providing this level of aftercare is to assist the parties to embed the agreed solution. They can also act as a support in instances where further issues come to light.
You can contact a Speak out Guardian at any time via the Support and Report tool for staff. Once a request for resolution is submitted, a Resolution Champion will be assigned to all parties.
The Early Resolution Framework gives an overview of how it works and should be read before completing a Request for Resolution which can be found on the Support and Report Staff pages.
Further information about mediation: