Grievance Policy, Student and Family

Grievance Report Form
Whistle-blowing Report Form

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Policies

This administrative policy fulfils three board policies:

• B.4.11.3.2: The head of school shall not fail to have a written administrative policy outlining the process by which grievances are to be addressed.
• B.4.11.4.3: The head of school shall not fail to have a written administrative policy outlining the process by which whistle-blowing incidents are to be addressed.
• B.2.3.8: … the head of school shall not fail to provide a biblical grievance process and inform students/families of this policy.

This policy provides the first four steps of the complaint, grievance/whistle-blowing process up to and including resolution at the head of school level. If resolution is not reached at the head of school level, a grievance/whistle-blowing appeal may be taken to the board in accordance with board policies 4.11.3.3 and 4.11.4.4.

Policy Parameters

Definitions of complaint, grievance, and whistle-blowing (cf: board policy 4.11.1)

1. Complaint: discontent or disagreement with conduct or decisions and/or administrative policies, procedures, management style, etc.
2. Grievance: protest against board policy being violated to one's detriment, or the application of board policy in an unjust or unfair manner.
3. Whistle-blowing: exposing wrongdoing within an organization, whether unethical or immoral, or violations of board policy.

Scope of policy (cf: board policy 4.11.2)

This policy is intended to address the handling of complaints, grievances and whistle-blowing as defined above. Complaints are to be dealt with at the administrative level, going no higher than the head of school. The administration and staff are expected to respond courteously to complaints, but it will be up to the administration’s judgment as to whether the complaint should be acted upon.

Who may register a complaint or grievance (cf: board policy 4.11.3.1)

A person (or couple) with a grievance must represent himself/herself, but may ask one other person to accompany him/her even at the first step of the process. No one may seek redress for a grievance on behalf of another person.

Principles of addressing a complaint or grievance (cf: board policy 4.11.2.1)

The process of addressing a complaint or grievance is based on several principles:

1. Speaking up when one believes one has been wronged, rather than harboring resentment (Matthew 18:15)
2. Attempting to contain the matter to as limited a number of persons as possible during the attempt to resolve the problem (Matthew 18:15-17)
3. Being sensitive to the feelings of others and noticing when others seem to have been hurt by one's actions (Matthew 5:23-24)
4. Settling matters quickly (Matthew 5:25)
5. Speaking truthfully, but in a loving manner (Ephesians 4:15)
6. Common courtesy (Romans 12:10)
7. Allowing reasonable time for resolution before proceeding to the next step
8. Documenting grievances and attempts at resolving the grievance
9. Abiding by the disputed policy or decision until the matter is resolved
10. Not persisting in a grievance once the full appeal process has been finalized
11. While uniformity is not required, and diversity of opinion is encouraged, unity is to be preserved, and dissension avoided (Ephesians 4:3, 11-13)
12. All parties have the right to legal counsel and have the right to call witnesses.

Discovery and Reporting of wrongdoing or violations of board policy (whistle-blowing)

• All CAJ students and parents are asked to report suspected wrongdoing at CAJ, whether unethical, immoral, or violations of board policy, to division leaders or the head of school.
• A reporter is asked to: Make a report whenever s/he has knowledge or reasonable suspicion of or observes a CAJ staff member acting unethically, immorally, or in violation of board policy by:
  • Making a verbal report as soon as is practically possible, ideally within 24 hours and
  • Preparing and submitting a signed, written report thereof, ideally within 36 hours of receiving the information concerning the incident. (Forms are available on CAJ’s Web site).
• “Reasonable suspicion” means that it is objectively reasonable for a person to entertain a suspicion, based upon facts that could cause a reasonable person in a like position, drawing, when appropriate, on his or her training and experience, to suspect unethical, immoral, or board policy-violating action.
• The reporting duties under this section are individual, and no supervisor or administrator may impede or inhibit the reporting duties, and no person making a report shall be subject to any sanction by CAJ for making a reasonable report.

Protection for whistle-blower (cf: board policy 4.11.4)

• A whistle-blower who believes he/she has knowledge of wrongdoing at CAJ may speak to the authority over the alleged wrongdoer without going first to the wrongdoer, if he/she is quite sure that confirmation will be hindered by alerting the wrongdoer first (cf: board policy 4.11.4.1).
• A whistleblower who has acted in good faith and has demonstrated a lack of malice in reporting what could turn out to be unfounded, will not face consequences for calling attention to what he/she believes is wrongdoing in the school (cf: board policy 4.11.4.2).

Process of Addressing a Complaint

Step 1 (Private Approach)

• A person who has a complaint is to first privately approach the person or people whom the complaint is against and communicate the complaint verbally, giving opportunity for positive dialogue. If the person who has grieved the other responds positively to the airing of the complaint, the person with the complaint is to allow an agreed-upon period of time to ensure that the complaint is resolved.
• If the agreed-upon time passes without steps being taken toward resolution or if the person who is approached responds inappropriately and does not agree to resolve the issue, it may be necessary to proceed to step 2.

Step 2 (With Others)

• If resolution is not reached, the person with the complaint, along with one or more witnesses, should set a mutually convenient time with the person or people whom the complaint is against. During this meeting, a written statement of the complaint should be presented to the person or people whom the complaint is against, again giving opportunity for positive dialogue. A dated, signed copy of the statement should be kept. Before proceeding to the next step, the party (parties) with the complaint must allow an agreed-upon period of time to pass so that resolution may be reached.
• If the agreed-upon time passes without steps being taken toward resolution or if the person who is approached refuses to meet or responds inappropriately and does not agree to resolve the issue, it may be necessary to proceed to step 3.

Step 3 (Supervisor)

• If resolution is still not reached, the person with the complaint and the witnesses should approach the supervisor of the person or people whom the complaint is against and share the complaint. A copy of the written statement is to be given to the supervisor, who will research the complaint, talk with all primary parties, and act upon the complaint in a timely manner. The supervisor will document his/her decision and will report it to all parties involved.
• If the agreed-upon time passes without steps being taken toward resolution or if the supervisor refuses to meet, responds inappropriately, or does not agree to resolve the issue, it may be necessary to proceed to step 4.

Step 4 (Head of School)

• If resolution is not reached at the supervisor level, the complaint may be taken to the head of school. A copy of the written statement and the supervisor's documentation is to be given to the head of school. The head of school will communicate with the supervisor, act upon the grievance, document his/her decision, and report his/her decision to all parties involved.
• Though it is unlikely that the head of school will be able to discuss with the reporter the details of the solution or of the supervisory actions taken with the divisional supervisor, the head of school will notify the reporter when the issue has been dealt with.
• If the complaint is not resolved in a manner satisfactory to the complainant, while unfortunate, the complainant is requested to accept the decision of the head of school and cease the complaint. According to board policy 4.11.2, complaints are to be dealt with at the administrative level, going no higher than the head of school. The administration and staff are expected to respond courteously to complaints, but it will be up to the administration’s judgment as to whether the complaint should be acted upon.
• However, if the agreed-upon time passes without steps being taken toward resolution or if the head of school refuses to meet, responds inappropriately, or does not agree to resolve the issue without explaining that in her/his opinion the issue is a complaint which has been dealt with and therefore should not go further than the administration, it will be necessary to proceed to step 5, grievance appeal to the school board (cf: board policy 4.11.3.3) .

Step 5 (Board) (board policy 4.11.3.3 and 4.11.4.4)

• If resolution is not reached at the head of school level, a grievance/whistle-blowing appeal must be taken to the school board.
• A copy of the grievance and documentation should be presented to the board chair.
• The board executive committee will determine if it is appropriate for the grievance appeal to be heard by the board. If it is, the board will act upon the grievance and record the proceedings.
• All decisions of the board are final. Those who persist in a grievance, by either word or deed, after final action of the board, will be subject to discipline, up to the point of being asked to leave the school.

Process of Addressing a Grievance or Whistle-Blowing

Reporting information regarding a suspected case of unethical, immoral, or board policy-violating action or a perceived unfair or unjust application of policy to another board-contracted staff member, co-worker, or person other than division supervisors or the head of school shall not be a substitute for making a report to a division supervisor or the head of school.

Step 1 (Supervisor)

• The person with the grievance / whistle-blower should approach the division supervisor of the person who is suspected of committing an unethical, immoral, or board policy-violating action or a perceived unfair or unjust application of policy with a written statement on a report form. (Forms are available on CAJ’s Web site under Documents). If the division supervisor is implicated, the reporter should approach the head of school directly. If the head of school is implicated, the reporter should start with a division supervisor (a principal, the business manager, or the director of SSS).
• The aggrieved/whistle-blower should keep a copy of the dated and signed report.
• The supervisor will ask for clarification if necessary, set a reasonable deadline in which the issue will be dealt with and communicate this deadline to the reporter, will research the report according to a plan worked out with the head of school, and will act upon the report in a timely manner. The supervisor will document the actions taken and the decision reached.
• Though it is unlikely that the supervisor will be able to discuss with the reporter the details of the resolution or solution, the supervisor will notify the reporter when the issue has been dealt with.
• If the agreed-upon time passes without steps being taken toward resolution or if the supervisor refuses to meet, responds inappropriately, or does not agree to resolve the issue, it will be necessary for the reporter to communicate directly with the head of school.

Step 2 (Head of School)

• The reporter must give a copy of the written grievance/whistle-blowing report to the head of school.
• The head of school will set a reasonable deadline in which the issue will be dealt with and communicate this deadline to the reporter, communicate with the supervisor and take necessary corrective action, and act upon the unethical, immoral, or board policy-violating action.
• Though it is unlikely that the head of school will be able to discuss the details of the resolution or solution with the reporter, the head of school will notify the reporter when the issue has been dealt with.
• If the agreed-upon time passes without steps being taken toward resolution or if the head of school refuses to meet, responds inappropriately, or does not agree to resolve the issue, it will be necessary to proceed to next step, taking the grievance/whistle-blowing report to the school board (cf: board policy 4.11.4.4).

Step 3 (Board) (Board policy 4.11.3.3 and 4.11.4.4)

• If resolution is not reached at the head of school level, a grievance/whistle-blowing appeal must be taken to the school board.
• A copy of the grievance and documentation should be presented to the board chair.
• The board executive committee will determine if it is appropriate for the grievance appeal to be heard by the board. If it is, the board will act upon the grievance and record the proceedings.
• All decisions of the board are final. Those who persist in a grievance, by either word or deed, after final action of the board, will be subject to discipline, up to the point of being asked to leave the school.

Grievance Report Form
Whistle-blowing Report Form

Board Policy: B.2.3.8