DOCUMENT CONTROL AND INDEX

TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College is committed to transparent, responsible and continuously improving institutional practice. This Grievance Policy establishes the framework to provide accessible, confidential, fair and time-bound channels for students and employees to raise and resolve academic, administrative and service-related grievances without retaliation.

2. PURPOSE

To provide accessible, confidential, fair and time-bound channels for students and employees to raise and resolve academic, administrative and service-related grievances without retaliation.

3. SCOPE

Students, faculty, non-teaching staff, applicants and other stakeholders using designated institutional grievance mechanisms.

OBJECTIVES

4. OBJECTIVES

• Provide multiple safe and accessible channels for grievance submission.
• Resolve grievances at the lowest appropriate level within defined timelines.
• Protect confidentiality, dignity, fairness and freedom from retaliation.
• Maintain records and identify recurring systemic issues.
• Provide escalation and appeal routes for unresolved matters.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. Every grievance shall be acknowledged and assigned a reference number.
2. The person handling a grievance shall be impartial and disclose conflicts.
3. Anonymous inputs may be reviewed, but action depends on available verifiable information.
4. Serious safety, harassment, discrimination or legal matters shall be routed to the competent statutory mechanism.
5. Knowingly false or malicious complaints may invite action after due process, but inability to prove a complaint is not itself misconduct.

6. GENERAL POLICY COMMITMENT

The Institution shall implement this policy through approved roles, adequate resources, documented procedures, transparent communication and measurable review. Decisions and exceptions shall be recorded and authorized by the competent authority.

POLICY PROVISIONS

7.1 IMPLEMENTATION REQUIREMENTS

1. Grievances may be submitted through portal, email, written form, grievance box or designated officer.
2. The grievance shall be classified by nature, urgency, confidentiality and responsible authority.
3. Routine matters shall be referred to the concerned department with a target date.
4. Complex or sensitive matters shall be examined by the Grievance Redressal Committee.
5. Parties may be asked for documents or clarification and shall be given reasonable opportunity to respond.

POLICY PROVISIONS — CONTINUED

7.2 IMPLEMENTATION REQUIREMENTS

6. Interim safety or continuity measures may be recommended where necessary.
7. The decision shall state action taken, reasons where appropriate and available appeal route.
8. Appeals shall be submitted to the designated higher authority within the prescribed period.
9. No person shall retaliate against a complainant, witness or person assisting the process.
10. Periodic analysis shall identify repeated issues and recommend institutional corrective action.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• The Principal ensures constitution and functioning of grievance mechanisms.
• The Committee examines assigned grievances fairly and confidentially.
• HODs/section heads provide records and implement approved decisions.
• The grievance officer maintains register, communication and timeline monitoring.
• Stakeholders submit truthful information and cooperate with inquiry.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Receive, register and acknowledge the grievance.
2. Screen for jurisdiction, urgency and appropriate mechanism.
3. Seek response and supporting evidence.
4. Examine, hear parties where required and record findings.
5. Communicate decision and implement action.
6. Process appeal and close the case with records.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• Grievance register and acknowledgements
• Supporting documents and correspondence
• Committee proceedings and recommendations
• Decision and action-taken report
• Appeal and closure records

11. MONITORING INDICATORS

• Average acknowledgement and disposal time
• Percentage resolved within target
• Number of escalated and repeated grievances
• Stakeholder satisfaction with process
• Systemic corrective actions completed

12. CONFIDENTIALITY, RETENTION AND ACCESS

Records shall be accurate, retrievable and protected against unauthorized alteration, disclosure or destruction. Access shall be role-based and limited to legitimate institutional need. Retention and disposal shall follow the approved schedule and applicable requirements.

13. NON-COMPLIANCE

Non-compliance may result in corrective action, withdrawal of access or benefit, recovery of loss, disciplinary action, referral to a statutory body or other proportionate action after due process.

REVIEW AND APPROVAL

14. REVIEW AND AMENDMENT

The policy owner shall review this document at the stated cycle or earlier due to changes in law, regulation, institutional structure, technology, risk, audit findings or stakeholder requirements. Amendments shall take effect only after approval and version control.

15. REFERENCES

• Applicable AICTE/UGC student grievance requirements
• POSH, anti-ragging, examination and service grievance mechanisms, as applicable

16. APPROVAL AND SIGNATURES

This is a controlled institutional document. Printed copies are uncontrolled unless specifically stamped and issued by the authorized office.