Collective Disputes Policy & Procedure - June 2026

7. Formal Procedure for Resolving Collective Disputes

Stage 1

Where it has not been possible to resolve issues informally the trade union representative acting on behalf of the aggrieved group of employees will raise the collective grievance with the relevant line manager responsible for the employees concerned, by completing the Appendix-1-formal-collectives-disputes-procedure-form.pdf stating the subject nature and scope of the matter and the solution proposed.  A copy should be forwarded to the Assistant Chief Executive (People Management) for information.  The manager must acknowledge receipt of the collective dispute within 7 calendar days.

On examining the written submission, the relevant line manager will consider if the issue affects other sections within that Department and seek advice from the Assistant Chief Executive (People, Digital and Policy) or nominated representative.

If the matter affects one Section only, the relevant line manager shall convene a meeting with the trade union.  This should normally take place within 21 calendar days of receipt of the formal dispute, with the objective of trying to achieve a resolution.  The trade union representative will receive a written reply confirming the outcome and the reasons for the decision within a further 14 calendar days of the meeting taking place.  A copy should be sent to the Assistant Chief Executive (People, Digital and Policy) for information. 

If the matter affects more than one Section of the same department the line manager will discuss the issue with relevant section managers before convening a meeting.  Where appropriate, relevant section managers may also attend the meeting with the trade union representative.  

If, after discussion with the Assistant Chief Executive (People, Digital and Policy)  or nominated representative it is concluded that the issue affects other Departments, the Assistant Chief Executive (People, Digital and Policy) or nominated representative will arrange a meeting of relevant officers of departments concerned and trade union(s) with the objective of trying to achieve a resolution.  Alternatively, the matter may be referred to the Corporate Employee Relations Forum to consider/resolve.

If the group of employees are not satisfied with the outcome they may raise the collective dispute at the next stage through their trade union representative.  This should be done, in writing to the Assistant Chief Executive (People, Digital and Policy) within 14 calendar days of receipt of the manager’s decision.

If a written reply is not received by the accredited trade union representative(s) within the specified time the matter can also be referred to the second stage of the procedure.

Stage 2

The accredited trade union representative(s) may raise the collective dispute in writing to the Assistant Chief Executive (People, Digital and Policy). This should be done by completing the  Appendix-1-formal-collectives-disputes-procedure-form.pdf. Copies of any correspondence should be enclosed with the letter.  Where the parties have agreed that discussion at the earlier stage is not appropriate and that the dispute should be registered directly at the second stage, the accredited trade union representative(s) should write in similar terms to the Assistant Chief Executive (People, Digital and Policy) who will acknowledge receipt of the collective dispute within 7 calendar days.

The Assistant Chief Executive (People, Digital and Policy Management) or nominated representative will convene an Appeals Panel to consider the appeal with the trade union representative(s) to seek a mutually acceptable resolution of the matter.  The Appeals Panel will comprise of two Directors (or their nominated Head of Service). The Appeal Hearing should be held at a reasonable time and place.  This should take place as soon as is reasonably practicable and the trade union representative(s) should take all reasonable steps to attend. A HR Business Partner will advise the panel.

Full account will be taken of information put forward by both sides in support of their respective views and proposals on the issue(s) in question and, if appropriate, written statements may be requested and exchanged prior to the meeting.

The decision of the Appeals Panel will be final, and details of any agreement reached, or a summary of the position of the respective parties, as given by either side, together with the decision and recommendations made by the Appeals Panel will be formally recorded and issued to both parties within 7 calendar days of the meeting.