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A formal complaint should be made in writing within 3 months of the latest incident taking place, and should contain enough detail to allow an investigation to be initiated.  The written complaint should include the following information:

  • Details of any informal resolution that has been attempted;

  • Any evidence supporting the allegations made, e.g. emails;

  • Names of any employees who may be approached to provide evidence of the alleged unacceptable behaviour.

The complaint should be addressed to the complainant’s Head of Institution, or, if that is not possible, the Director of Human Resources.

 The complainant may seek the support of a Dignity @ Work Contact, a trade union representative or a colleague in preparing the formal complaint. On receiving the formal complaint, the Head of Institution may arrange a meeting with the complainant to clarify the grounds of the complaint and how the complainant thinks it should be solved, and explain what will happen next.  If, following the meeting, it is considered appropriate; an investigation will be initiated by appointing an independent investigator (see section 5.8 of the Procedure).

The Head of Institution will also meet with the person against whom the complaint has been made and will provide him/her with a copy of the complaint.  The Head of Institution will explain that an investigation into the allegations will be carried out, which will include an interview with the person against whom the complaint has been made and any relevant witnesses, and consideration of any evidence that may be presented. 

 The person against whom the complaint has been made may also seek the support of a Dignity @ Work Contact, a trade union representative or a colleague.