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Grievance Redressal Committee (GRC)

Functionality of The Cell

Functions of the Cell

1. Handling of Grievances:

Receive, review, and address complaints or grievances raised by faculty and staff.
Grievances may pertain to service matters, workload distribution, promotions, leave issues, working conditions, harassment (including workplace or sexual harassment), or interpersonal conflicts.

2. Fairness and Confidentiality:

Ensure that every grievance is addressed in a fair, impartial, and confidential manner.
Uphold the principles of natural justice during the grievance resolution process.

3. Inquiry and Review:

Conduct proper inquiry into the grievance submitted.
Hear both parties involved, examine evidence, and consult relevant institutional policies before making decisions.

4. Recommendations and Resolution:

Recommend appropriate corrective actions or resolutions to the institutional authorities.
Ensure timely closure and communication of decisions to the concerned parties.

5. Preventive Action and Guidance:

Identify systemic issues or recurring complaints and recommend preventive measures.
Guide faculty and staff on how to appropriately submit grievances and what support is available.

6. Compliance with Regulatory Guidelines:

Operate in alignment with UGC/AICTE/State Government regulations for employee grievance redressal.
Follow guidelines set under frameworks like the AICTE (Establishment of Mechanism for Grievance Redressal) Regulations, 2012.

7. Documentation and Reporting:

Submit periodic reports to the Head of the Institution or Governing Body.
Maintain comprehensive records of all grievances received, actions taken, and resolutions provided.

Procedure

Submission: Grievances is to be submitted via application.
Acknowledgment: Grievances shall be acknowledged within 5 working days.
Inquiry: The Committee will investigate and discuss the grievance with concerned parties.
Resolution: The GRC will provide a resolution within 15 working days, wherever possible.
Appeal: If unsatisfied, the complainant may appeal to the Principal, whose decision shall be final.

Role and Responsibilities

1. Roles and Responsibilities of Chairperson:

Lead the functioning of the GRC and ensure that all members perform their duties effectively.
Provide strategic direction for addressing grievances and fostering a respectful work environment.
Officially receive complaints submitted by faculty or staff (via portal, email, or physical form).
Ensure complaints are acknowledged promptly and confidentially.
Schedule and preside over GRC meetings to discuss and deliberate on received grievances.
Ensure meetings are conducted promptly, with due seriousness and professionalism.
Ensure both the complainant and the respondent are given an equal opportunity to present their side.
Oversee the evidence-gathering and fact-finding process to ensure impartial inquiry.
Guide the committee in arriving at a fair and just resolution.
Sign off on the committee’s recommendations or report to higher authorities (e.g., Director, Governing Body, Academic Council etc.) if needed.
Communicate the GRC’s decisions or recommendations to all relevant stakeholders.
Uphold strict confidentiality throughout the grievance handling process.
Ensure all grievance procedures are in line with AICTE/UGC/state guidelines.
Recommend updates to the grievance policy if procedural gaps are identified.
Monitor the implementation of resolutions or corrective actions suggested by the GRC.

2. Roles and Responsibilities of Secretary:

Receive grievance applications submitted by faculty or staff and verify their completeness.
Maintain a grievance register or digital log of all complaints received, including date, nature of grievance, and current status.
Act as the primary point of contact between the complainant, respondent, Chairperson, and committee members.
Inform all involved parties of meeting schedules, proceedings, and outcomes as directed by the Chairperson.
Prepare agenda items, background notes, and supporting documents for GRC meetings.
Send meeting notices and ensure quorum is met for decision-making.
Take and maintain accurate minutes of each GRC meeting, including decisions made and action items assigned.
Ensure all records are properly archived for reference and compliance purposes.
Ensure that all grievance handling procedures follow institutional policies and regulatory guidelines (AICTE/UGC).
Assist the Chairperson and committee in interpreting relevant rules, service conditions, or institutional codes of conduct.
Track the implementation of GRC decisions or recommended actions.
Ensure that no information is disclosed to unauthorized individuals at any stage.
Prepare periodic reports (monthly/quarterly/annual) on the status and trends of grievances for submission to the Principal or Governing Body.

3. Roles and Responsibilities of University Nominee

Act as a neutral observer representing the affiliating university.
Ensure that the grievance redressal process is conducted in a fair, unbiased, and transparent manner.
Attend GRC meetings where faculty or staff grievances are discussed.
Provide input, advice, or perspective from the university’s point of view during deliberations.
Ensure that the institution adheres to the relevant norms, policies, and grievance redressal procedures as per AICTE/UGC/University regulations.
Raise objections or concerns if deviations or procedural lapses are observed.
Help maintain the credibility and integrity of the grievance mechanism by acting as an external check.
Discourage internal bias, favouritism, or delay in addressing genuine grievances.
Contribute constructively to discussions to help arrive at fair and amicable resolutions.
In case of serious procedural violations or unresolved issues, report the matter to higher university authorities or regulatory bodies, if mandated.
Uphold the confidentiality of all grievance-related discussions and records.

4. Roles and Responsibilities of DTE Nominee

Maintain strict confidentiality of the proceedings and grievance records.
Represent the Directorate of Technical Education in the grievance redressal process.
Ensure that the grievance handling procedure complies with state government policies, service rules, and DTE norms.
Attend all GRC meetings involving staff and faculty grievances.
Contribute objectively without bias toward any individual or institutional interest.
Monitor that all grievances are handled as per principles of natural justice, ensuring equal opportunity is given to both complainant and respondent.
Raise concerns if procedural irregularities, delays, or lack of due process are observed.
Ensure that the legitimate service rights of faculty and staff are protected.
Advocate for fair interpretation and application of service conditions, promotions, leave entitlements, workload, and disciplinary processes.
Provide expert advice on DTE guidelines, rules of service, or policy matters where institutional interpretations may be unclear.
Suggest improvements in institutional policies based on DTE directives or best practices.

Composition