Stage 2: Formal review
Rights and responsibilities

It is essential to refer to the rights and responsibilities of each of the following parties:

• Student with grievance
• Student Grievance Adviser
• person receiving lodgement of grievance
• Grievance Facilitator
• person against whom the grievance has been lodged

Student with grievance

Rights

1. To seek the assistance of a Student Grievance Adviser in formulating their grievance in writing, and determining the appropriate person to lodge it with
2. To have their grievance considered promptly
3. If the Grievance Facilitator requests a meeting:
   • to be accompanied by a support person, who may be a Student Grievance Adviser or colleague or friend
   • to be listened to courteously
4. To receive a written response to their grievance, with details of the decision and a summary of reasons for the decision
5. To withdraw a grievance at any time by informing the Grievance Facilitator in writing
6. Not to be disadvantaged as a consequence of raising the grievance

Responsibilities

1. Not to make frivolous complaints or raise grievances without substance
2. To provide facts of grievance thoroughly, with supporting documentary evidence, including the outcome of the Stage 1 process and why it is not satisfactory (or why it is not appropriate to use Stage 1)
   Groups of students may nominate one individual as spokesperson but each may be required to provide information to the Grievance Facilitator
3. To outline resolution sought
4. To provide full name and (if issued) student number in their letter of grievance
   Groups of students lodging a joint grievance may do so, but each must include their full name and student number
5. To maintain confidentiality about the grievance, i.e. to inform only those who are assisting or involved in the investigation. This can help protect the student against possible legal action, such as defamation, particularly if the grievance alleges improper or illegal behaviour by another person
6. To cooperate with the Grievance Facilitator as required, to assist the Grievance Facilitator to complete the Stage 2 process within the time frame specified for the particular type of grievance lodged

Restrictions

No person or agency may lodge a Stage Two grievance on behalf of a student. The grievance must be lodged by the student with the grievance.

Student Grievance Adviser

The Student Grievance Adviser also has rights and responsibilities under the grievance process.

Responsibilities of the person receiving lodgement of grievance

1. To determine whether they have any direct interest in the grievance, or any interest that would prevent their acting impartially. If so, they must refer the matter to their supervisor or another appropriate person to be the Grievance Facilitator
2. To evaluate the risk level of the grievance. Where the grievance process reveals information about actions or behaviour that, in the opinion of the Grievance Facilitator, would pose a high level of risk to the University, its people or property, the matter must be immediately referred to the Vice-President (Services & Resources)
3. To consider whether they are the most appropriate person to be the Grievance Facilitator. The person receiving the grievance may refer or delegate the responsibility of dealing with it to another person, but all specified time frames must be met

If assistance is required in identifying an appropriate Grievance Facilitator, please contact the Student Policy and Appeals office.

Grievance Facilitator

Rights

To be treated courteously by all parties to grievance.

Responsibilities

1. Not to investigate any grievance in which they have a direct interest (see 1 above)
2. To begin the process of investigation and resolution promptly and in accord with the responsibilities and timelines specified for the particular type of grievance
3. To investigate the grievance fairly, objectively, without bias and stricly on its merits, making enquiries and seeking advice as necessary. This might include meeting with the student and/or other interested parties, seperately or together
4. To explore any option for resolution presented by the student and or other options for resolution
5. To provide a written response to the student within the time frames specified, with details of the decision, a summary of reasons for the decision and a reference to the student's right to proceed to Stage 3 of the Student Grievance Resolution process
6. Where the final decision requires action or implementation, ensure the appropriate actions are set in motion promptly, and the matter is finalised as soon as possible
7. To maintain confidentiality about the grievance, i.e. to inform only those who are assisting or involved in the investigation of the grievance, and to abide by the University's Privacy policy
8. To submit a record of the grievance investigation to the Student Policy and Appeals office, using the Grievance Report Template
9. To review local area practices to see if the issue at the root of the grievance can be addressed to avoid further grievances on the same issue. If an improvement to a policy or practice at Faculty, Division or University level seems warranted, inform the appropriate manager

Person against whom the grievance has been lodged

These apply to a person against whom a grievance is made when the rights, interests or legitimate expectations of that person may be affected by a decision or finding as a result of investigation of the grievance.

Rights

1. To be informed of the substance of the allegations against them in the grievance
2. To have an opportunity to present their version of the events leading to the grievance and to put their case to the Grievance Facilitator
3. If the Grievance Facilitator requests a meeting:
   • to be accompanied by a support person, who maybe a Student Grievance Adviser (when the person is a student) or a Human Resources staff member or member of a staff representative body (when the person is staff), or a colleague or friend
   • to be listened to courteously

Responsibilities

1. To maintain confidentiality about the grievance
2. To cooperate with the Grievance Facilitator as required so as to assist the Grievance Facilitator to complete the Stage 2 process within the time frame specified for the particular type of grievance