Before moving forward with a formal grievance, it is important that the Informal Reconciliation Consultation Process has been reviewed. You can find information about this process by clicking here.
The HEAR Council is available to oversee the implementation of a formal grievance procedure for grievances, complaints and conflicts that cannot be resolved through dialogue, mediation, and reconciliation. This involves setting up a Grievance Council that investigates and decides on specific issues submitted by members of the community. Because many situations requiring a formal grievance procedure contain elements of interpersonal conflict, a formal grievance process may not be effective in resolving those issues. If such resolution is desired, other procedures, such as mediation, are recommended.
An important function of the HEAR Council is to encourage an intention of mutual respect and reconciliation whenever conflict arises within our community. In the rare occasion that a more formal process may be necessary the following process is available.
1. Bringing a Concern
A formal grievance process is initiated by communicating in writing with the HEAR Council. This “letter of request” must include:
- A clear statement that a formal grievance process is requested.
- The name of the person(s) whose behavior the complaint concerns.
- A description of the alleged behavior that is sufficient to allow the HEAR Council to decide whether the complaint is appropriate for initiating a formal grievance procedure.
- A history of the attempts, if any, to resolve the complaint through other means.
- A general statement about the resolution desired.
Examples of ethical concerns for which the Formal Grievance process may be appropriate include:
- Misappropriation of IMMC funds by teachers, leaders or volunteers
- Alleged abusive behavior by an IMMC teacher, leader or sangha member
- Inappropriate sexual behavior or harassment by an IMMC leader or teacher, or any member of the community
2. Accepting the Concern
Once the HEAR Council has accepted or rejected a formal grievance request, it must convey its decision within two weeks to the party filing the complaint. As part of a notification to the party named in the complaint, the Council will state its understanding of the issue under inquiry. The Council may also choose to distribute a copy of the original “letter of request” to the party named in the complaint. Any member of the HEAR Council who is directly involved with the complaint should recuse themselves from the discussion of the complaint.
3. Forming a Grievance Council
Once a complaint is accepted, the HEAR Council selects a Grievance Council, consisting of two IMMC community members and one member from the HEAR Council. All members of the Grievance Council should be individuals who are not directly involved in any aspect of the complaint. This council will investigate, issue findings, and render a decision on the complaint, in keeping with the tradition of monastic grievance councils that investigated ethical complaints within the Buddhist sangha.
4. Investigating the Concern
The Grievance Council schedules closed hearings in which all parties are given a chance to present their understanding of the issue under investigation. The Grievance Council may question all parties and may request additional information. The proceedings will be documented.
The Grievance Council may ask other people to provide information pertinent to the complaint. All parties will have a full and fair opportunity to respond to all information – oral, written, or otherwise – gathered by the Grievance Council.
Except for informing the HEAR Council and appropriate community leaders, the proceedings will be held confidentially for the duration of the proceedings.
5. Grievance Council Findings
When the Grievance Council members are satisfied that they are adequately informed they will review and discuss the case among themselves. At its discretion, the Grievance Council may seek non-binding advice from any other source. The Grievance Council’s decision should be reached by consensus. Within two weeks of a decision, all parties will be notified of the findings. For matters involving the potential suspension of an IMMC Leader, the Grievance Council will consult with the IMMC Board in jointly establishing the best course of action.
Healing, Ethics, and Reconciliation (HEAR) Council Members
The HEAR Council consists of three members who are available to any community member requesting help in dealing with conflicts and grievances within the Insight Meditation of the Mid-Columbia community. The IMMC Board appoints council members. The Board may consider a variety of factors in appointing HEAR Council members, including conflict-resolution training or other relevant background, the length of time practicing the Dhamma, and personal qualities such as sound judgment, integrity, and discretion. Inquiries to the HEAR Council can be made by emailing the HEAR Council at HEAR@insightmeditationmc.org