Grievance Redressal Cell

Preamble

We, the members of the Grievance Redressal Cell of Annai Hajira Womens College, recognizing the significance of maintaining a harmonious and inclusive academic environment, hereby established this cell to ensure the welfare and well-being of every member of our esteemed institution. This cell was established in accordance with the University Grants Commission regulations 2012. The Grievance Redressal Cell of Annai Hajira Womens College ensures the impartial and just resolution of grievances related to the respective College/Department/Office. The committee handles each complaint with utmost sensitivity to its unique nature, while also prioritizing the preservation of confidentiality as necessary. Anyone with a valid grievance within the college community can approach the Grievance Redressal Cell to formally submit their complaint in writing or via email to the Email Address given.

Objectives

The objectives of the Grievance Redressal Cell are :

• To develop a systematic framework for efficiently addressing and resolving student grievances, ensuring a swift and effective resolution process.
• To provide students with accessible and hassle-free avenues to address their grievances promptly, fostering a supportive and conducive learning environment.
• To educate students about their roles and responsibilities within the institution, promoting a sense of accountability and mutual respect.
• To establish structured channels for interactions between students and staff, facilitating open dialogues to gather insights on academic and administrative processes, as well as student expectations.
• To institute a dedicated monitoring committee to ensure the effective implementation of the Grievance Redressal Policy, thereby maintaining the highest standard of grievance resolution and overall operational excellence.

Procedure for Registering Grievances

• Students can register their grievances using the provided email address:
  annaihajiracollege@yahoo.co.in (or) principal@annaihajirawomenscollege.ac.in
• Students are encouraged to utilize the suggestion box for written submissions, which can be submitted anonymously if preferred.
• The suggestions received through the suggestion box will be reviewed and discussed by the principal and the members of the Grievance Committee.
• The Grievance Committee will address cases forwarded to them along with the requisite documentation.
• Swift action will be taken by the Grievance Committee upon receipt of letters, ensuring appropriate measures are implemented promptly.

Applicability

All the students, parents, staff members, alumnae, public and other stakeholders of the institution can communicate their grievances.

Mechanism

Standard Operating Procedure

• Filing a Complaint : Any student, parent, staff member, alumnae or member of the public with a grievance can initiate the process by notifying the Head of the relevant department/office. The Head will begin addressing the matter promptly.
• Resolution by Head : The Head of the concerned department/office will take active steps to address and resolve the issue within a span of 5 working days, starting from the time the complaint is officially registered.
• Further Escalation : In cases where either there is no response within the stipulated time or the complainant is dissatisfied with the response/decision received, the complainant has the option to escalate their grievance to the Grievance Redressal Committee.
• Escalation to Grievance Redressal Committee : If the complainant chooses to escalate their grievance, they can utilize the suggestion box placed within the campus to submit their concern to the Grievance Redressal Committee.
• Specific Case against Head of Department/Office:If the grievance is directed towards the respective Head of the department/office, the complainant has the option to: Lodge a written complaint via email: annaihajiracollege@yahoo.co.in (or) principal@annaihajirawomenscollege.ac.in Send a physical letter to the Grievance Redressal Committee addressed to the Officer-In-Charge.
• Committee Review and Action : The Grievance Redressal Committee will thoroughly review the submitted grievances and undertake necessary actions for resolution, keeping in mind the interests and well-being of the college community.
• Timely Resolution : The Grievance Redressal Committee is committed to promptly address and resolve the grievances raised by the complainants, fostering an environment of transparency and fairness.
• Communication of Decision : The Grievance Redressal Committee will communicate its decision to the complainant, providing clarity on the steps taken to address the grievance and the outcome achieved.

This Standard of Operating Procedure aims to ensure a streamlined and transparent process for addressing grievances within Annai Hajira Women&s College, fostering an environment of open communication and effective conflict resolution.

Procedure for Confidential process

Annai Hajira Womens College is committed to maintain the confidentiality of information shared throughout the grievance procedure. All records obtained will be regarded as private and will not be shared with third parties without the consent of the concerned parties. However, there might be instances where disclosures are necessary for the purpose of fact-finding or for addressing and resolving the grievance. Those involved in the grievance process will also be required to uphold the confidentiality of the information discussed during the fact-finding process and the identity of the complainant.

Documentation

Information concerning the grievances and complaints will be treated with utmost confidentiality and will be accessible exclusively to members of the Grievance Redressal Committee for investigative purposes. To facilitate periodic monitoring of the redressal process, the Grievance Redressal Committee will maintain a confidential grievance register under the supervision of the chair person of the Grievance Redressal Committee. Access to the register will be restricted solely to the members of the Grievance Redressal Committee to ensure confidentiality.