POLICY STATEMENT
People who access Who Cares? Scotland and use our services should
feel their views are listened to and acted on. Who Cares Scotland’s staff
should encourage discussion and action on issues raised by children and young
people with experience of care, or others, before they develop into problems
and complaints. However, if problems do arise, children and young people should
feel enabled to bring their concerns to the notice of staff or management
without concern.
This policy and
procedure may also be used by other professionals or members of the public
seeking to make a complaint about Who Cares? Scotland and our services.
Who Cares?
Scotland is a learning organisation and we welcome compliments and comments for
improvement from people involved with the organisation.
Most complaints
can be resolved informally in discussion. We recognise however that some people
may not feel able to discuss their complaint with staff or may feel doing so
has not improved matters. Therefore, Who Cares? Scotland has a formal
Complaints Procedure.
Complaints will
always be dealt with in the strictest confidence. If others need to be
informed, the person making the complaint will be informed. Where external
mediation might be of help, support can be offered by identifying relevant
agencies.
Complaints
should be dealt with informally within three weeks (Stage Two below). If it is
likely to take longer, the person making the complaint will be kept informed.
All
complaints should be recorded, with details of findings, action and outcome.
Who Cares? Scotland will monitor and collect information on all complaints
received by the organisation.
A complaint about a member of the Senior Management Team should be sent directly to the CEO Duncan Dunlop. Write to:
CEO
Who Cares? Scotland
5 Oswald Street
Glasgow
G1 4QR
A complaint
about the Chief Executive should be sent directly to the Chair of Who Cares?
Scotland’s Board of Directors. Write to ‘Chair’ at the same address.
Please mark your
envelope Confidential.
SCOPE
This policy
applies to children or young people with experience of care who want to make a
complaint.
The policy also
applies to all others, including representatives of any external body or
members of the public.
PROCEDURE – WHAT TO DO IF YOU WANT TO MAKE A COMPLAINT
STAGE ONE
Try to solve
your complaint informally – speak to a member of staff
↓ STAGE TWO
No satisfactory
resolution, escalate to a Manager.
↓ STAGE THREE
No
satisfactory resolution – write to a member of the Senior Management Team
Stage One (where staff try to
solve your complaint informally)
If you have a
problem of any kind about Who Cares? Scotland, we want you to feel able to talk
about it to a staff member you choose. This helps us to understand your concern
and sort it out as quickly as possible.
A note of the
problem and the solution will be kept.
Stage Two (Manager level)
If talking with
staff does not help, or if you feel more comfortable talking with someone else,
you can ask to meet with a Manager. S/he will listen to your complaint and try
to help you sort out the problem. You can bring another person with you to the
meeting – this can be anyone you think can support you.
A note of the
problem and the solution will be kept.
This informal
process (Stage Two) should take no more than three weeks.
Stage Three (Formal Complaint – Senior Management Team level)
If these
informal discussions do not help and you are still not satisfied, you can make
a formal complaint by writing to a Director at Who Cares? Scotland.
On receiving
your letter, the SMT member will write to you within seven days explaining the
process to follow. S/he will arrange for an investigation into your complaint.
This may involve a meeting with you. You can bring another person with you –
anyone you think can support you. The SMT member will then let you know in
writing what action is proposed to resolve your complaint.
This formal
process (Stage Three) should not take more than three weeks – this is from the
date of receiving your letter to arriving at a proposed solution.
SUPPORT
Who Cares?
Scotland recognises employees or volunteers subject to a complaint may require
additional support to deal with a stressful process. This support will be
available to all
employees
or volunteers subject to a complaint. The appropriate nature of that support
will be considered depending on the particular circumstances.
