[CFS PLAYBOOK] GRIEVANCE
EMPLOYMENT
[CFS POLICY] GRIEVANCE
1.0 POLICY STATEMENT
Compass Forest School builds an environment where every Crew member feels confident raising a concern and having it heard fairly, knowing problems are addressed early rather than left to build. To achieve this, Crew:
Raise concerns with complete confidence, whether informally through direct, open conversation or formally through a transparent, ACAS-aligned process where investigation, decision-making, and appeals are kept strictly separate.
Are fully supported and protected throughout, exercising statutory rights to representation and appeal, with absolute protection from victimisation or detriment for speaking up in good faith.
Have safeguarding and complex matters managed safely, ensuring any concern touching a child's safety or overlapping with a disciplinary issue is handled strictly alongside statutory duties and the Disciplinary Playbook.
1.1 DEFINITION OF TERMS
The below table sets out a number of terms and definitions used within this document and connected documents:
Grievance; A concern, problem or complaint a Crew member raises about their employment, treatment, or working conditions.
Victimisation; Treating a Crew member unfavourably because they have raised a grievance, or supported someone else in raising one, in good faith.
LADO; Local Authority Designated Officer who is the statutory contact for allegations against anyone who works with children.
Crew ; All those working for or on behalf of the school, full or part time, temporary or permanent, in either a paid or voluntary capacity
1.2 LEGAL FRAMEWORK AND STATUTORY GUIDANCE
Compass Forest School Playbooks are informed by statutory guidance, legislation and government standards that ensure the safe and effective delivery of Alternative Provision. Each Playbook interprets and applies these documents in ways specific to its area of practice.
Employment Law
ACAS Code of Practice on Disciplinary and Grievance Procedures – The core standard of fairness this Playbook is built around.
Employment Rights Act 1996 – Including protection from constructive and unfair dismissal where a grievance goes unresolved.
Employment Relations Act 1999 – The statutory right to be accompanied at a grievance hearing or appeal.
Employment Rights Act 1996, Part IVA (as inserted by the Public Interest Disclosure Act 1998) – Protects Crew from detriment for making a protected disclosure, including where that disclosure is raised as a grievance.
Equality Act 2010 – Ensures no grievance outcome is influenced, directly or indirectly, by a protected characteristic, and covers grievances that concern discrimination or harassment.
Safeguarding And Child Welfare
Working Together to Safeguard Children (2026) – Governs how any grievance that touches a child's safety must be handled, and the role of the LADO.
Compliance And Governance
UK GDPR and Data Protection Act 2018 – Governs how grievance records are kept, and for how long.
1.3 DATA PROTECTION
Compass Forest School processes personal data in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and related legislation. Personal information is collected, stored, used and shared lawfully, securely and proportionately, in accordance with statutory guidance and Data Protection Playbook.
Crew are responsible for ensuring that personal data is handled accurately, confidentially and on a need-to-know basis. Safeguarding and public interest considerations may override confidentiality where this is lawful, necessary and proportionate.
1.4 DISCLOSURE OF INFORMATION
Any use or disclosure of information held by Compass Forest School must have a clear and lawful basis. Unauthorised or unlawful disclosure of personal data may constitute a criminal offence under the Data Protection Act 2018.
All Crew must understand their responsibilities in relation to confidentiality, lawful information sharing and subject access rights under UK GDPR. Information will be shared without consent where there is a lawful basis to do so.
The Data Protection Act 2018 and UK GDPR are not barriers to sharing information where there is a concern that a child may be at risk of significant harm. Where there is uncertainty about whether information should be shared, advice must be sought from a senior leader or Designated Safeguarding Lead before disclosure.
1.5 STATEMENT OF EQUALITY
Compass Forest School is committed to equality, diversity and inclusion in accordance with the Equality Act 2010. Discrimination, harassment and victimisation are not tolerated. Many children attending Compass Forest School experience additional vulnerabilities or barriers to participation, safety or wellbeing.
These may include special educational needs or disabilities, experiences of discrimination, family or environmental adversity, risk of exploitation or abuse, being looked after or previously looked after, or instability in education or care arrangements.
Crew proactively identify and reduce inequality by making reasonable adjustments, adapting practice and ensuring that decisions are fair, proportionate and responsive to individual need. All children and Crew are treated with dignity and respect and are supported to feel safe, valued and heard.
[CFS PROCESSES] GRIEVANCE
2.0 PROCESSES STATEMENT
Compass Forest School's grievance practice is built around the core fairness principles set out in the ACAS Code of Practice. Namely, raise concerns early, investigate before deciding, give every Crew member a genuine chance to be heard, and always allow a right of appeal. A grievance is not a sign of culture failure.
It is evidence that the culture is working because Crew trust the process enough to use it. Strategic oversight sits with the Owner, working alongside the Designated Safeguarding Lead (DSL) whenever a grievance touches a child's safety. Compass Forest School identifies twelve core Processes that support Crew in meeting policy aims and statutory responsibilities surrounding Grievance.
These are: Defined Roles And Responsibilities, Defined Roles and Responsibilities, Informal Resolution, Raising a Formal Grievance, Investigation, Formal Grievance Meeting, The Right to be Accompanied, Outcomes, Appeals, Overlap with Disciplinary Action, Safeguarding Concerns, Protection from Victimisation, Confidentiality
Each process is underpinned by clear procedures that provide practical guidance and ensure a consistent, proportionate and effective approach to Grievance.
2.1 DEFINED ROLES AND RESPONSIBILITIES
Clear roles and responsibilities help Crew act quickly, confidently and consistently when everyone understands what they must do and who to pass concerns to. Issues are then identified earlier, decisions are made properly, actions are recorded accurately and effective oversight is maintained at every level of the company.
Defined responsibilities sit with the owner, relevant senior leaders, the Designated Safeguarding Lead (DSL) and all Crew. While some roles carry additional authority and accountability, responsibility is shared. No concern is ever “someone else’s job”. No child or adult should be left at risk because someone assumed another person would act.
Everyone has a duty to speak up, pass on concerns and challenge unsafe practice, poor judgement or wrongdoing in a professional and respectful way. This shared responsibility is critical to identifying risks early and preventing harm wherever reasonably practicable. Within an Alternative Provision context, Compass Forest School places strong emphasis on prevention.
Crew Leaders support Crew to develop the skills, confidence and understanding needed to stay safe and thrive. This is reinforced through clear Playbooks, training, consistent day-to-day practice and oversight by the Designated Safeguard Lead and Deputy. Arrangements are reviewed regularly and updated in line with statutory guidance to ensure practice remains current and effective.
2.2 INFORMAL RESOLUTION
Most workplace concerns are best resolved through direct, honest conversation with a Crew Leader or the Owner. Crew are encouraged to speak up as soon as issues arise. A quiet conversation often resolves a concern faster and more effectively than a formal procedure, and attempting informal resolution is never held against a Crew member later.
Where an informal conversation does not resolve the matter, or where the issue is too serious for an informal approach, the Crew member can move directly to a formal grievance. Informal resolution is encouraged but never mandatory. It is explicitly not expected where the concern involves a child's safety, serious discrimination, sexual harassment, allegations against the Owner, or where the Crew member feels unable to raise it informally.
2.3 RAISING A FORMAL GRIEVANCE
A formal grievance must be submitted in writing to the Owner. To help Compass investigate effectively from the start, the written grievance should set out:
The precise nature of the concern.
Who and what it involves, including relevant dates and locations.
Any supporting evidence or witnesses.
Details of any informal resolution steps already attempted.
The desired outcome or resolution hoped for.
Where the grievance directly concerns the Owner, it is submitted instead to Compass’s independent employment law adviser. Grievances are acknowledged promptly in writing, normally within three working days, confirming who will manage the process and the expected next steps. Raising a grievance in good faith is never treated as a disciplinary matter, regardless of the outcome.
2.4 INVESTIGATION
Before any formal meeting takes place, Compass carries out a proportionate investigation without unreasonable delay. The Owner appoints an Investigating Officer with no prior involvement in the matter, or engages external support if a conflict exists. The investigation establishes facts fairly rather than defending a position. The Investigating Officer may:
Interview the Crew member who raised the grievance.
Review operational systems, shift logs, emails, communications, and incident logs recorded in LearnTrek or internal files.
Interview individuals named in the grievance or witnesses to the events described.
The Crew member is provided with sufficient details of the matters under consideration and given a full opportunity to respond. Compass makes reasonable efforts to schedule meetings around working patterns, health needs, or caring responsibilities. If a Crew member persistently refuses to engage without good reason, Compass may reach a decision based on available information.
Upon completion of the investigation, the Crew member receives written confirmation of the outcome, including whether the matter requires no further action, can be resolved informally, or will proceed to a formal grievance meeting.
2.5 FORMAL GRIEVANCE MEETING
Once investigation findings are established, Compass issues written notice of the formal grievance meeting, providing reasonable preparation time. The notice details the nature of the grievance, the information being considered, and the meeting arrangements. The meeting is chaired by an independent Decision Maker who was not involved in the investigation.
The meeting gives the Crew member a genuine opportunity to explain their concern, present evidence, and call relevant witnesses. Decisions are never made during the meeting itself. Written outcomes detailing the reasoning and appeal rights follow after all information has been evaluated.
In accordance with the Equality Act 2010, Compass adapts procedures for Crew members with disabilities, neurodivergence, or specific communication needs (e.g., extended preparation timelines, advance written questions, or additional meeting breaks).
2.6 THE RIGHT TO BE ACCOMPANIED
A Crew member has the statutory right to be accompanied at any formal disciplinary or appeal meeting by either a workplace colleague or a certified Trade Union representative. The companion may present the Crew member’s case, sum up arguments, and confer privately with the employee, but cannot answer direct questions on the employee’s behalf.
If the chosen companion is unavailable, Compass postpones the hearing to a reasonable alternative date proposed by the employee, normally within five working days.
2.7 OUTCOMES AND SANCTIONS
A grievance may be Upheld in Full, Upheld in Part, or Not Upheld. The Decision Maker confirms the decision in writing, setting out clear reasons. Where a grievance is upheld, Compass details the corrective actions to be taken, which may include a formal apology, workplace adjustments, additional training, mediation, or a review of relevant playbooks and operational procedures.
Where an upheld grievance involves another Crew member's conduct, the matter may be escalated to a separate process under the Disciplinary Playbook. Due to privacy and data protection rules, the Crew member who raised the grievance will be informed that appropriate management action has been taken, but specific disciplinary outcomes regarding another Crew member will remain confidential.
Mediation may be offered at any stage as a voluntary, complementary tool to restore working relationships, but it will never replace a formal grievance process where a formal decision is requested.
2.8 APPEALS
If a Crew member believes a grievance outcome is incorrect or that the process was unfair, they may appeal in writing to the Owner within five working days of receiving the decision (or as soon as reasonably practicable).
The appeal must state the specific grounds, such as:
Disagreement with the decision or outcome.
Procedural unfairness or lack of thorough investigation.
New evidence that was unavailable during the original meeting.
Unreasonable corrective action proposed.
Appeals are heard by an independent Appeal Officer (or external specialist) not involved in earlier stages. The Crew member retains the right to be accompanied. The Appeal Officer’s written decision is final within Compass’s internal process.
2.9 OVERLAP WITH THE DISCIPLINARY ACTION
Where a grievance and a disciplinary matter arise from the same set of facts (for example, where an employee under disciplinary investigation raises a grievance alleging the action is discriminatory or retaliatory), Compass determines how best to proceed fairly.
In line with the Disciplinary Playbook, Compass may:
Pause the disciplinary process while the grievance is investigated.
Run both procedures concurrently.
Combine the grievance and disciplinary issues into a single investigation/hearing.
2.10 SAFEGUARDING CONCERNS
Where a grievance touches upon the safety, harm, or wellbeing of a child, this Playbook operates strictly alongside Compass's statutory safeguarding responsibilities and KCSIE guidance. The concern is immediately passed to the Designated Safeguarding Lead (DSL) and is not handled as a standard internal HR matter.
The DSL coordinates the response, including required consultations or referrals to the Local Authority Designated Officer (LADO), Children's Social Care, or the police under Working Together to Safeguard Children.
2.11 PROTECTION FROM VICTIMISATION
No Crew member will suffer any form of detriment, retaliation, or unfavourable treatment for raising a genuine grievance in good faith. Regardless of whether the grievance is upheld. Protection extends to subtle or informal forms of retaliation, such as allocation of unfavourable shifts, exclusion from Crew activities, or negative changes in workplace atmosphere.
A grievance that is investigated but unsubstantiated is treated entirely differently from a malicious or bad-faith allegation. Only grievances proven to be deliberately false or malicious may result in formal action under the Disciplinary Playbook. Where a grievance involves a protected disclosure regarding safety or illegal practice, the statutory protections outlined in the Whistleblowing Playbook apply in full.
Where multiple Crew members raise substantially identical grievances, Compass may consolidate the process into a joint hearing while ensuring each individual has the opportunity to present their personal input.
2.12 CONFIDENTIALITY
All details, statements, and evidence relating to a grievance are kept strictly confidential and shared only on a need-to-know basis with those directly involved in investigating, deciding, or advising on the matter, or where statutory legal and safeguarding duties compel disclosure. Data and records generated during grievance processes are stored securely in compliance with UK GDPR and the Data Protection Act 2018.
2.13 RECORD KEEPING
High-quality record keeping underpins safeguarding, accountability and continuous improvement across Compass Forest School. Crew maintain accurate, timely and secure records of concerns, incidents, accidents, decisions and actions to ensure risks are identified, managed and reviewed effectively.
Records are factual, clearly dated, and attributable, written in professional, objective language. They distinguish facts, professional judgement, and actions taken, avoiding assumptions, emotive language, or unsubstantiated conclusions. All relevant matters are recorded without delay on Compass Forest School’s secure 'Connecteam' system under Crew's private personnel file.
Records may support the identification of patterns, trends or emerging risks to inform learning, oversight and proactive planning. Crew are expected to seek guidance from the relevant Designated Lead if unsure whether to record an issue. Records are stored and managed in line with UK GDPR, the Data Protection Act 2018, and other applicable legislation.
Access is restricted to those with a legitimate professional role and information is shared strictly on a need-to-know basis. Records are retained in accordance to statutory requirements and recognised best practice. They are reviewed regularly to support transparency, learning, accountability and the continuous improvement. Crew are accountable for maintaining records that reflect the highest professional standards.
2.14 WHISTLEBLOWING
Compass Forest School creates a culture where concerns can be raised openly, honestly and in good faith, without fear of reprisal or victimisation. Crew have a professional duty to report concerns about the conduct, behaviour or practice of colleagues or the organisation where children, Crew or others may be at risk.
Safeguarding concerns must be reported immediately to the Designated Safeguarding Lead (DSL) or Deputy DSL. If the concern relates to the DSL, it must be raised via the independent whistleblowing service, SafeCall (0800 915 1571). Crew must never investigate concerns themselves or delay reporting. Failing to report, regardless of personal relationships or perceived seriousness, may be regarded as condoning unsafe practice.
Where appropriate, concerns should be documented factually before or during reporting. All reports are treated seriously, confidentially and investigated promptly. Whistleblowing is a vital safeguarding mechanism and forms part of Compass Forest School’s commitment to transparency, accountability, and child-centred practice.
2.15 MONITORING ARRANGEMENTS
This Playbook is reviewed at least annually by the Owner and Designated Safeguarding Lead to ensure it remains effective, compliant and aligned with best practice and statutory guidance. Reviews also consider feedback from Crew, families and Client schools. Playbooks are updated immediately in response to changes in legislation or guidance. Monitoring ensures the Playbook continues to support safe, personalised, and effective provision for all learners.
2.16 LINKS TO OTHER PLAYBOOKS OF RELEVANCE
Compass Forest Schools Learning Playbook links to the following Playbooks :
Crew Handbook
Crew Code Of Conduct
Grievance
Health And Safety
Safeguarding
Complaints
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Contacts
07890865745
discover@compassforestschool.co.uk
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