Last updated 6/12/2025
Constituent Grievance Policy and Procedure
Please read this policy for the entire grievance process. The link to complete the form is within the policy below.
Introduction
The Remembered Table is committed to transparency, accountability, and ethical conduct in all of our operations. We recognize that our constituents, donors, volunteers, and community members may occasionally have concerns about the conduct of our Boards, executive director, staff, or other representatives of the organization. This grievance procedure provides a formal mechanism for addressing such concerns in a fair, consistent, and timely manner.
The purpose of this policy is to ensure that all stakeholders have a voice and that legitimate grievances are properly investigated and resolved. Our organization values feedback as an opportunity for improvement and growth.
Scope
This policy covers grievances related to but not limited to:
Ethical misconduct or violations of the organization's code of conduct
Misuse of organizational resources or funds
Conflicts of interest
Violations of organizational policies
Inappropriate behavior or treatment
Failure to fulfill organizational mission or commitments to constituents
This procedure does not cover:
Anonymous complaints (though confidentiality will be maintained to the extent possible)
Issues that are subject to legal proceedings
Complaints that have already been resolved through this procedure
Definitions
Grievance: A formal expression of dissatisfaction or concern regarding the actions or conduct of the organization's Boards, executive director, or other representatives or community members.
Complainant: The person filing the grievance.
Respondent: The person or entity against whom the grievance is filed.
Board: The designated group responsible for investigating and responding to formal grievances.
Grievance Procedure
Preliminary Step: Informal Resolution
Before filing a formal grievance, complainants are encouraged to resolve concerns directly with the appropriate individual or department when possible and the complainant feels safe doing so. Many concerns can be resolved through open and direct communication.
Step 1: Filing a Formal Grievance
If informal resolution is not successful or appropriate, the complainant may submit a formal written grievance using the organization's Grievance Form [link].
The grievance should include:
Complainant's name and contact information
Date of the incident or situation
Names of individuals involved
A clear and concise description of the issue, including specific facts and details
Supporting documentation, if available
Previous attempts to resolve the issue
Desired outcome or resolution
Completed grievance forms should be completed HERE. The grievance will then be submitted to the Grievance Officer at complaint@rememberedtable.org. If your complaint is against the Grievance Officer, please complete the form and also send an email to info@rememberedtable.org to let them know the form was submitted.
All grievances will be kept confidential to the extent possible, but confidentiality cannot be guaranteed. In addition, TRT will not allow any form of retaliation against individuals who report grievances or who cooperate in the investigation of such reports in accordance with this policy. If an individual feels they have been subjected to any such retaliation, they should report it in the same manner in which the community member would report a claim of perceived harassment under this policy. Violation of this policy including any improper retaliatory conduct can result in the discharge of an individual’s relationship with this organization.
Step 2: Initial Review
The Grievance Officer will acknowledge receipt of the grievance in writing within 10 business days and will determine if the grievance falls within the scope of this policy.
If the grievance is between community members, the Grievance Officer will conduct an initial review to determine if escalation to review from the Board is necessary.
If the grievance is against a Board member or other organizational leader, the complaint will automatically go before the Board.
If the grievance involves the Grievance Officer or a member of the board, that individual will recuse themselves from the process, and an alternate reviewer will be assigned.
The Grievance Officer will determine whether the grievance:
Requires immediate action
Can be resolved directly
Needs to be forwarded to the Board
Falls outside the scope of this policy
The complainant will be notified of this determination within 10 business days of the acknowledgment of receipt.
Bad Faith Reports
TRT believes and stands with survivors. We will always review a grievance report recognizing the valid concerns survivors may have regarding systemic injustice, which may deter them from coming forward. We also acknowledge that reporting and policing practices are often weaponized against marginalized communities, especially Black and Indigenous groups. In order to act in alignment with our values and this policy, TRT reserves the right to not hold space for reports made in bad faith that, intentionally or unintentionally, discriminate against an individual or party that is in collaboration with this organization. TRT is prepared to invest in the repair process of those impacted by a false report through forms of reparation deemed necessary for repair.
Step 3: Board Review
For grievances requiring committee review, the Board will investigate the matter thoroughly. The board will:
Review the grievance and all submitted documentation
Interview the complainant and any relevant witnesses
Gather additional information as needed
Review relevant organizational policies and procedures
Meet with the respondent to provide an opportunity to respond to the grievance
The investigation will be conducted in a timely manner and should be completed within 45 days of referral to the committee. If additional time is needed, the complainant will be notified.
Step 4: Resolution and Response
After completing the investigation, the Board will:
Determine whether the grievance is substantiated
Recommend appropriate corrective actions if warranted
Prepare a written report of findings and recommendations
The Board will provide a written response to the complainant within 60 days of the initial filing. The response will include:
A summary of the investigation process
Findings of fact
Conclusion regarding whether the grievance was substantiated
Actions that will be taken in response (if applicable)
Explanation of the appeals process
Step 5: Appeal
If the complainant is not satisfied with the resolution, they may appeal to the Board of Directors within 15 days of receiving the initial decision. The appeal must be in writing and must specify the grounds for appeal, such as:
New evidence not previously available
Procedural errors in the grievance process
The outcome was not supported by the evidence
The Board of Directors (excluding any members who were subjects of the grievance) will review the appeal and provide a final written decision within 30 days.
Special Procedures for Grievances Against the Executive Director
Given that our organization operates with a singular Executive Director (ED) under board governance, special procedures are necessary when grievances are filed against the ED.
Receipt and Initial Handling
When a grievance is filed against the Executive Director, it shall be submitted directly to the Board Chair or Vice Chair.
The Board Chair will immediately notify the Board (excluding any members with conflicts of interest) about the grievance.
The Board will convene within 10 business days to conduct an initial assessment of the grievance and determine immediate next steps.
Investigation Process
For grievances against the ED, the Board will follow the same general procedures outlined in Step 3 of the standard grievance process, but with the following modifications:
All communications related to the investigation will remain within the Board
Administrative Leave Determination
During the initial assessment, the Board will determine whether administrative leave is warranted based on the nature and severity of the allegations. Factors to consider include:
Risk of harm to constituents, staff, or the organization
Potential for interference with the investigation
Severity of the alleged misconduct
Credibility of the initial evidence
If administrative leave is deemed necessary, the Board will:
Meet with the ED to inform them of the decision and process
Determine whether the leave will be paid or unpaid (paid leave is generally preferred during investigations)
Set an initial timeframe for the leave with provisions for extension if necessary
Outline any restrictions on organizational access or communication during the leave period
Operational Continuity Plan
In the event the ED is placed on administrative leave, the Board will immediately implement an Operational Continuity Plan that includes:
Designation of an Acting Executive Director, who may be:
A current senior staff member
A Board with appropriate expertise
A contracted interim executive director
Clearly defined scope of authority for the Acting ED
Identification of critical organizational functions and responsible parties
Communication protocols for staff, donors, and key stakeholders
Temporary modification of signature authority and financial controls
Regular reporting requirements to the Board
The Board will hold an emergency meeting to:
Formally approve the Operational Continuity Plan
Establish a timeline for regular updates and reassessment
Determine what information, if any, should be shared with staff, constituents, and other stakeholders
The Board Treasurer will work with the Acting ED to ensure financial oversight and continuity.
Decision and Resolution Process
Upon completion of the investigation, the Board will compile its findings and recommendations and deliberate to determine appropriate action, which may include:
Dismissal of the grievance
Disciplinary action against the ED
Termination of the ED
Organizational policy changes to prevent similar issues
The Board Chair will communicate the decision to:
The Executive Director
The complainant
Other stakeholders as appropriate (with appropriate confidentiality measures)
If the ED returns from administrative leave, the Board will develop a reintegration plan that includes:
Clear expectations for addressing any identified issues
Performance monitoring parameters
Timeline for follow-up evaluation
Documentation and Records
The Secretary of the Board will maintain complete records of all proceedings related to grievances against the ED, including:
The original grievance
Investigation notes and evidence
Meeting minutes related to the grievance
The final decision and rationale
Any follow-up actions and their outcomes
These records will be maintained in a secure location with access limited to current Board officers.
Confidentiality and Non-Retaliation
All grievances will be handled with as much confidentiality as possible while still allowing for proper investigation and resolution. Information will only be shared with those who need to know to address the grievance.
The Remembered Table strictly prohibits retaliation against any person who files a grievance in good faith or participates in an investigation. Anyone engaging in retaliatory behavior will be subject to appropriate disciplinary action.
Record Keeping
Records of all grievances, including the initial complaint, investigation notes, response, and any appeals, will be maintained in a secure location for a period of three years.
The Grievance Officer will provide an annual anonymous summary report to the Board of Directors regarding the number and types of grievances received and their resolutions to identify potential areas for organizational improvement.
Modifications to This Policy
The Remembered Table reserves the right to modify this policy and procedure as necessary. Any modifications will be communicated to constituents through our website and other appropriate channels.
Last updated 6/12/2025