The Druid Network

THE DRUID NETWORK 

GRIEVANCE PROCESS v1 May 2020ce

From time to time, one or more of the Trustees of The Druid Network (TDN) may receive a complaint from a member of the organisation. Sometimes a concern may also be raised from a member of the public. What follows is the process TDN will use to deal with a complaint:

1. 1. A grievance must be made in writing to one or more Trustees of TDN. This can take place as an email to tdn.trustees@druidnetwork.org or to an individual Trustee by email. A complaint can be initiated via Facebook Messenger or similar communication software specifically by a member but must be requested formally via email for action to be taken.
2. 2. A Trustee can make a complaint formally in the same manner as any other member of TDN. 
3. 3. Any TDN member can make a complaint formally.
4. 4. Any member of the public can raise a concern but can’t formally raise a complaint. The trustees may choose to escalate the concern into a formal complaint if deemed appropriate. 
5. 5. Therefore, a complaint can be received, subject to section four as well, by the TDN Trustees. If it is generally addressed then the TDN Trustees will decide, based on the circumstances and the content of the complaint, which Trustee or Trustees should follow the procedure and carry out the process. 
6. 6. The communication medium of the TDN Trustees in this matter will be email, Google Hangouts, or other agreed methods for the Trustees to communicate the business of TDN.
7. 7. If an individual TDN Trustee has been sent the complaint, and the complainant expects them to carry out the investigation, then that Trustee can decide if they agree to do that or not after notifying TDN Trustees of the complaint. If they do agree, then they continue by acknowledging the complaint to the complainant and carrying on with the investigation. If they do not agree then they reply to the complainant that another Trustee(s) will be appointed to investigate the complaint by the TDN Trustees. If the complainant is happy, then the process continues by the Trustee(s) being selected. If the complainant is not happy the TDN Trustees will decide the next course of action taking into consideratioon the content of the complainant’s response. The principal trustee investigatng the complaint shall be assigned a second trustee to “shadow” them for the investigation to ensure due process. 
8. 8. The complaint could be about one or more members of TDN. This may include Trustees. Any Trustee(s) included in the complaint will be excluded from the investigation and subsequent discussions on the subject by the collected Trustees until the complaint is resolved. The Trustee(s) complained about may continue with all other duties unrestricted unless deemed otherwise by a meeting of the remainder of the Trustees. 
9. 9. The identity of the complainant and the defendant shall be known to the TDN Trustees (with the exception of any Trustee subject of the complaint) but not shared between complainant and the defendant, other TDN members, or people outside of TDN membership. The TDN Trustees will not divulge said identities unless they have agreed to do so formally at a Trustees meeting. 
10. 10. The investigating Trustee(s) will consider the complaint and decide initially on its validity. This includes if it is a complaint by a third party, which means it is a complaint not made by the alleged victim or target but by another person. It may be decided at this stage if the investigation will continue or that it is curtailed as it has not been made directly by the wronged party. The investigating Trustee(s) can take the opinion and advice of other Trustee(s). If the investigation is to cease, the investigating Trustee(s) will tell the complainant why. The issue is then considered resolved unless the alleged victim or wronged party  makes a complaint in the first person. A third party complaint will be considered if it is submitted by someone acting as an advocate for the wronged party. In this case the wronged party (advocattee) and the complainant (advocate) should submit signed statements to the Trustee(s)  confirming the advocacy arrangement. The investigating Trustee(s) must be happy that a third party complaint is therefore made under an advocacy agreement; otherwise it counts only as hearsay. 
11. 11. If the investigation goes ahead, the investigating Trustee(s) should  take evidence from and/or interview both the complainant and the defendant. The networks and members interactions on the internet, especially on our social.dot site are counted as evidence. What form the evidence takes, when and how the Trustee(s) receives and explores it is in the purview of the Trustee(s) investigating. Care should be given to private conversations such as email and messenger between complainant and defendant as the defendant has a right to privacy and a right to their own opinion (freedom of speech) as long as it is delivered in line with good taste; polices, procedures, charters, terms and conditions of TDN; and wider external UK law, order and legislation.
12. 12. The investigating Trustee(s) will take note of any recognition of wrong doing or error by the defendant as a means of prior reconciliation. This should normally stand a defendant in good stead. Additionally any apology proffered by the defendant already at this stage should stand them in good stead. It is assumed at this point that the complainant has not accepted said apology.   
13. 13. The investigating Trustee(s) can take advice and opinion from other Trustee(s), other appropriate TDN members, appropriate members of the public, specialists and professionals in any issue raised by the complaint. The investigating Trustee(s) can do as much or as little research into an issue as they feel they need to in the circumstance.
14. 14. The term “appropriate” mentioned in relation above must be clearly defined by the Trustees and given due regard. 
15. 15. The investigating Trustee(s)  may be obliged to take in to consideration the TDN constitution and any policies, charters, procedures, terms and conditions etc., that TDN has agreed (by all the Trustees) prior to the complaint as deemed necessary and appropriate.
16. 16. At some point, sooner rather than later, the investigating Trustee(s) will arrive at a decision or a set of decisions about the complaint. That Trustee(s) must ask the other TDN Trustee(s), subject to clause 8, to review their findings, opinions and judgements. They will decide if they wish to alter any findings, opinions and judgements based on  feedback received by the other Trustees. The TDN Trustees will settle on a definite response to the complainant, and will send it, in an appropriate manner, to the complainant. 
17. 17. Any complaint will be dealt with, and a decision be arrived at, in the shortest reasonably practicable time. 
18. 18. If the complaint is denied, the investigating Trustee(s) should inform the complainant of what is expected of them in response to the matter. The complainant who has failed in a complaint will be expected to accept any apology from the defendant, or suggestion from the Trustee(s) and continue in good faith with all members of TDN. A time, day and date of expected resolution should be given to the complainant to return to regular engagement with TDN and/or defendant. 
19. 19. If the complaint is upheld then the investigating Trustee(s) should inform the defendant first, and then later the complainant, of the findings, opinions and judgements of the Trustee(s) in this specific complaint. The defendant will be expected to apologise to the complainant and/or undertake whatever other judgements the investigating Trustee(s) deems fit and appropriate. A time, day and date of expected resolution should be given to the defendant to undertake these actions and to return to regular engagement with TDN  and the complainant. 
20. 20. If a multi-issued complaint is upheld or denied in part or parts, the investigating Trustee(s) will respond to both parties in the manner described in the two actions above, a mixture of two responses to both complainant and defendant. At the end, both parties will be expected to adhere to a time, day and date of expected resolution that is given to the complainant and the defendant to undertake these actions and to return to regular engagement with TDN, the complainant or defendant. 
21. 21. At this point the TDN Trustees will deem the matter resolved and the investigating Trustee(s) step down from that specific investigation. If the complaint included another Trustee(s), as in section 8, then that Trustee(s) resumes all normal responsibilities assuming they have acted and responded appropriately and as expected. 
22. 22. If either the complainant or defendant does not act appropriately and as expected then they may be liable to further action or sanction from the TDN Trustees. 
23. 23. Any evidences used in the case will be securely retained for a period of no more than six months after resolution of the complaint. The evidences will then be discarded or destroyed as appropriate. The matter would be deemed closed. 
24. 24. The resultant action or sanction of any grievance process may include (but is not limited to): a defined short suspension period and parameters; change of future activity or role; temporary or permanent exclusion from online or live events; temporary or permanent exclusion from social.dot; temporary or permanent exclusion from The Druid Network. An excluded member has a right to reapply for membership or reinstatement after twelve months but TDN Trustees reserve the right to deny such application.
25. 25. In extreme cases and with agreement from the Trustees, a case may be referred to an independent third party for an overview of both the process and the decision made. The independent third party will be selected from a TDN Trustee approved short list of named individuals from external Pagan organisations. If that third party disagrees with the outcome, the trustees will take appropriate action to correct, including if recommended, reversal, in part or full, of that original decision.

END OF PROCESS.