Policy – Conflict and Grievance Resolution

Purpose

This policy provides a clear and fair process for resolving conflicts and grievances that arise within the Australasian College for Infection Prevention and Control (ACIPC). It applies to issues involving members, employees, volunteers, contractors, or the Board that cannot be resolved through informal discussion.

Scope

The policy applies to the board, committees, individual members, staff members, consultants and contractors.

Policy statement

ACIPC is committed to fostering a respectful, inclusive, and professional environment. Conflicts and grievances will be addressed promptly, confidentially, and fairly. All parties will be given the opportunity to be heard, and no person will be disadvantaged for raising a genuine concern. The College encourages members and staff to resolve issues early through open and respectful communication.

Guiding Principles

• Respect: All individuals are treated with dignity and respect.
• Confidentiality: Information will be handled discreetly and only shared with those directly involved.
• Impartiality: Investigations will be conducted objectively and without bias.
• Natural Justice: All parties will be given the opportunity to present their case.
• Timeliness: Matters will be addressed promptly to minimise disruption and stress.

Types of Issues Covered

• Interpersonal conflict between members, committee members, board members, or staff
• Concerns about members’ ability to participate freely in College activities
• Concerns about committee members’ ability to contribute openly and effectively
• Allegations of bullying, harassment, or discrimination
• Disputes related to organisational decisions or conduct
• Concerns about procedural fairness or ethical conduct

Resolution Process

Step 1: Informal Resolution
Where appropriate, individuals are encouraged to resolve issues informally through direct communication. Support may be offered by a peer including a chair of a committee, a board member, or another member.

Step 2: Formal Grievance Submission
If informal resolution is unsuccessful or inappropriate, a formal grievance should be submitted, preferably in writing, to the Executive Manager or the President, outlining:

• The nature of the concern
• The parties involved
• Actions taken to date
• Desired outcome

Step 3: Acknowledgement and Assessment
he Executive Manager or President will assess the matter and determine an appropriate course of action, which may include:

• Mediation
• Investigation
• Referral to an external party

Step 4: Resolution or Investigation
An impartial person will lead the mediation or investigation process. Outcomes may include:

• Apology or facilitated discussion
• Recommendations for behaviour change
• Disciplinary action (in serious cases)
• Organisational improvements (e.g. policy changes)

Step 5: Outcome and Closure
The outcome will be communicated in writing to relevant parties. Records will be maintained securely and in accordance with privacy obligations.

Appeals

If a party is dissatisfied with the outcome, they may request a review. This must be lodged within 14 days of the decision and will be assessed by the Board or independent reviewer, where appropriate.

Protection from Victimisation

No person will be victimised or treated unfairly for raising or being involved in a grievance. Any retaliation will be treated as misconduct.

Responsibilities

• Board: Oversight and support of fair conflict resolution practices
• Executive Manager: Ensuring policy implementation and impartial handling of grievances
• Committee Chairs: Promoting respectful communication and addressing issues early
• All Individuals: Acting respectfully and engaging constructively in the resolution process