Staff Grievance Policy

Swire Properties is committed to a fair, efficient, and equitable mechanism to handle and resolve issues arising in the workplace. The Staff Grievance Policy applies to all employees in Swire Properties Limited and its subsidiaries, employees are free to report any cases, including but not limited to;
• harassment;
• workplace bullying;
• unfair treatment in the workplace;
• dishonest or unethical practices; and
• disciplinary action which employees think the issues are not resolved or are being unjustly handled.

These procedures are designed to ensure grievances and complaints are dealt effectively, fairly and efficiently; it also aims to assure employees of the opportunity to elevate their issues, progressively, to higher levels of management, when they cannot be resolved at the immediate supervisory level.
Employees are always encouraged to discuss and resolve their concerns with their immediate supervisors in an open, candid and constructive manner. Where this approach does not resolve the matters or in case the immediate supervisor is the reason of the complaint, the employee may lodge a grievance to the HR&A or higher level of management in accordance with the provisions of the policy.

Grievance Procedures

Any employee filing a complaint or grievance must identify himself/herself and provide necessary relevant information required to pursue the grievance.
There shall be two stages of grievance procedure: the First Stage Grievance and the Final Stage Grievance. If the concerned employee is not satisfied with the decision of the First Stage Grievance, he/she can make an appeal in writing by stating the grounds upon which an appeal is being made. If the Director, Human Resources considers that there are reasonable grounds for the appeal, the Final Stage Grievance will be carried out.

First Stage Grievance

When a grievance cannot be resolved between an employee and his/her immediate supervisor or if a grievance is presented to the HR&A Department or higher level of management directly, the First Stage Grievance will take place.
If the case is confirmed having grounds for an investigation by HR&A, interviews will be conducted with relevant parties such as the complainant, the person against whom the complaint has been made, or witnesses proposed by either of them where appropriate.
The interviews should be heard by a person appointed by respective Head of Department/General Manager accompanied by a representative from HR&A Department. Such appointed person should not have been involved in the preceding stages of the process. The complainant should be informed in writing of the result of the First Stage Grievance normally within fourteen (14) calendar days of the conclusion of the hearing.

Final Stage Grievance

If the employee concerned is not satisfied with the decision of the First Stage Grievance, he/she can make a request to appeal against the outcome to Director, Human Resources. The request of appeal must be made within 14 calendar days of the date of the decision and must contain details of the appellant’s grounds for appeal. If the Director, Human Resources considers that there are reasonable grounds for the appeal, further investigations will be carried out.
If there are any supplementary supporting / evidences then the Investigation procedures will be the same as First Stage Grievance. It should be heard by the respective Director or his / her designated representative(s) who did not attend the First Stage Grievance interview. The employee should be informed of the result of the Final Stage Grievance within fourteen (14) calendar days of the conclusion of the appeals hearing. The conclusion of Final Stage Grievance on the matter shall be final.

Confidentiality

Everyone involved in the procedures must keep the names of the persons involved, the details of the complaint and the existence of the investigation confidential. This is subject to any legal disclosure obligations and the need for the person against whom the complaint is made to know the details of the complaint.
In some cases where employees may not feel comfortable identifying himself or herself. Anonymous reports may be submitted following the guidelines of Whistleblowing Policy.

No retaliation or victimisation

All grievances will be dealt with in a supportive manner without victimisation or retaliation of anyone connected with the grievance either during or subsequent stage(s) of the procedure. Employees who lodge a case in good faith or who file a grievance or complaint in good faith shall not be treated unfairly or intimidated. But if a person makes a grievance which is found to be capricious, malicious or knowingly false, any investigation will cease and disciplinary or other appropriate action may be taken against the person making the complaint.

Review

The procedures as stipulated in this document are subject to review from time to time as appropriate.