PROCEDURE FOR HANDLING EQUAL OPPORTUNITIES RELATED PROBLEMS OF MERCHANT NAVY OFFICERS’ GUILD – HONG KONG
This procedure explains what to do if you have an equal opportunities related problem, issue or complaint.
At Merchant Navy Officers’ Guild – Hong Kong, we understand that it may be hard for you to work to your full capacity if you are being treated unfairly or harassed at work. That is why we support equal opportunities (EO) in this workplace. The EO policy is posted on notice boards of the Guild and Merchant Service Club or you may obtain a copy from our EO Officer. They are responsible for making sure this procedure is followed and reviewed as necessary.
If you bring a problem to us it will be handled confidentially, impartially and speedily.
What to do if you have a problem
We have outlined the procedure for handling problems in steps. Not all of these may apply to you, or you may follow them in a different order than shown here. You can seek help from the Equal Opportunities Commission (EOC) at any time, though we recommend that you try to resolve the issue at workplace first.
Step 1: Talk to the person/people involved
If you can, it is best to try to resolve issues yourself with the person involved and to do so as soon as possible after the incident.
Step 2: Talk to the person responsible for EO
If you would like to talk over an issue or find out what your rights are, make a time to talk to the Guild’s EO Officer in person, at our office number 2545 8269. They will meet with you as soon as possible and keep all information confidential.
Depending on what you decide and after taking details from you, the Guild’s EO Officer will approach the other person(s) involved in the issue as soon as possible (and preferably within 3 workdays of meeting with you) and obtain their side of the story.
Within 7 days after speaking to the other person(s) involved, the EO Officer will speak to witnesses if further information is required.
The EO Officer will then provide the General Secretary with all the information gathered. Where allegations/disputes are proved, the General Secretary will resolve the problem by the following ways:
If the allegations/disputes is not of a serious nature and if it is the accused person’s first attempt in doing so, the General Secretary will bring everyone together for a meeting to reach an agreement and/or to resolve issues; and/or requiring an apology from the accused person; and/or counselling the accused person;
If the allegation is serious, or if the allegation is not the first attempt, the General Secretary will ask the Executive Council of the Guild to decide whether disciplinary action is required. Disciplinary action which may be taken includes but not limited to: verbal/written warning for the first time, written warning and deduction of year-end bonus for the second time, and membership termination or dismissal for further attempt.
The EO Officer may arrange training on EO issues for all staff to ensure that everyone knows what is and is not acceptable workplace behaviour.
Step 3: Contact the Equal Opportunities Commission
If you are unsatisfied with the decision reached under this procedure, or you do not feel comfortable bringing it to our attention, you can contact the EOC for information and advice about your issue.
Address: 19/F, Cityplaza Three, 14 Taikoo Wan Road, Taikoo Shing, HK.
Tel: 2511 8211
Fax: 2511 8142
How will the Guild handle your problem?
We will handle your problem:
Only those directly involved in your issue or complaint (including anyone helping to sort it out) will have access to information about it.
Everyone involved in the issue will get the chance to tell their side of the story, and will be treated as fairly as possible. The person handling the issue or complaint will not make a decision or take any action until all relevant information has been gathered.
We will handle all issues or complaints as quickly as possible. Where possible, we will try to resolve all issues within 2 weeks.
We will not tolerate:
Less favourable treatment or disadvantage of anyone involved in an issue or complaint being handled under this procedure will be disciplined. Malicious use of this procedure (for example, to lie about someone) will also be disciplined.
We will not take any action without proof. We will investigate all issues before making a decision and/or taking action. We will only take action if we believe that it is more likely than not that the allegations happened.