Procedure: On receipt of a complaint the Association will: Determine whether the matter can be dealt with as a low-level complaint or is of a more serious nature ( Refer to Policy D1 & D2 above) If the complaint is of a nature, immediately advise in writing the nature of the complaint to the JP named in the complaint. Obtain in writing from the complainant all necessary information concerning the complaint. the information is not available in writing, a record of the verbal information must be kept along with relevant dates and times of when the information was received. At this point the situation may be able to be resolved without recourse to any hearing e.g. the JP concerned recognising an error and putting it right. A record must be kept (Refer to Policy D1 & D2 above) If the situation cannot be resolved, a date and must be set for a hearing of the complaint and the JP concerned furnished in writing with all material relevant to the complaint. The Association Complaints will establish the method of hearing, dependant on the circumstances i.e. whether to have both Parties together or to hear each party separately and in writing will advise both Parties of the date, location and time of such hearing. Both Parties must be advised that the Association Complaints panel’s decision is binding and that any appeal from it must be made in writing to the Royal Federation. The outcome of any hearing must be written up, forwarded to both parties and the Royal Federation. If the complaint is deemed to be of a more serious nature than can be dealt with at Association level, (Refer to Policy D1 & D2 above) Royal Federation must be informed immediately and the matter dealt with by following the Flow Chart for Judicial matters. Note: It is important that complaints are dealt with expeditiously and not left to fester. Although the procedures suggested above for low-level complaints may look two ingredients are essential: Consistency of approach and fairness. The requirement to treat any hearing as a method of seeking resolution to a matter, rather than exacting justice/retribution in the first instance. If the latter approach develops, it is suggested that the matter should move to the next level.
Procedure: On receipt of a complaint the Association will: Determine whether the matter can be dealt with as a low-level complaint or is of a more serious nature ( Refer to Policy D1 & D2 above) If the complaint is of a nature, immediately advise in writing the nature of the complaint to the JP named in the complaint. Obtain in writing from the complainant all necessary information concerning the complaint. the information is not available in writing, a record of the verbal information must be kept along with relevant dates and times of when the information was received. At this point the situation may be able to be resolved without recourse to any hearing e.g. the JP concerned recognising an error and putting it right. A record must be kept (Refer to Policy D1 & D2 above) If the situation cannot be resolved, a date and must be set for a hearing of the complaint and the JP concerned furnished in writing with all material relevant to the complaint. The Association Complaints will establish the method of hearing, dependant on the circumstances i.e. whether to have both Parties together or to hear each party separately and in writing will advise both Parties of the date, location and time of such hearing. Both Parties must be advised that the Association Complaints panel’s decision is binding and that any appeal from it must be made in writing to the Royal Federation. The outcome of any hearing must be written up, forwarded to both parties and the Royal Federation. If the complaint is deemed to be of a more serious nature than can be dealt with at Association level, (Refer to Policy D1 & D2 above) Royal Federation must be informed immediately and the matter dealt with by following the Flow Chart for Judicial matters. Note: It is important that complaints are dealt with expeditiously and not left to fester. Although the procedures suggested above for low-level complaints may look two ingredients are essential: Consistency of approach and fairness. The requirement to treat any hearing as a method of seeking resolution to a matter, rather than exacting justice/retribution in the first instance. If the latter approach develops, it is suggested that the matter should move to the next level.
Royal%20Federation%20of%20New%20Zealand%20Justices%20Policy%20updated%20May%202013.docx