Guide to workplace representatives

If an employee is invited to attend a formal meeting under any of the University’s procedures, such as grievance, disciplinary or capability, they can be accompanied. By law an employee can bring a relevant person ('companion'). This is called 'the right to be accompanied'.

This guide provides some information about workplace representatives which should be read alongside the relevant procedure.

Who can the employee bring with them?

The employee must choose their representative from one of the following:

• a workplace colleague
• a trade union representative (if they are a member of a trade union)
• an official employed by a trade union (if they are a member of a trade union)

It is good practise to allow the representative to participate as fully as possible whilst ensuring that the employee is asked to respond to questions put to them. The employee’s workplace representative should be allowed to:

• take notes on the employee’s behalf
• set out the employee’s case
• talk with the employee during the hearing
• sum up the employee’s case at the end of the hearing

In some situations, the University may allow an additional person to attend the hearing to provide support – like a language translator. If the employee has a disability, it may be possible for them to bring along a professional support worker, such as a sign language interpreter, or a friend or family member as a reasonable adjustment. The employee should talk to their line manager, or People and Culture about their specific needs.

Arranging a representative

It is the employee’s responsibility to organise and invite a workplace representative to a formal meeting. It is advisable for the employee to meet their representative before the meeting to discuss the case and share any relevant documents that may be referred to, for example, the hearing pack. The employee should let their P&C contact know who they will be bringing with them and if any adaptions need to be made to accommodate a disability at the earliest opportunity but at least 5 full working days prior to the hearing.

The role of the workplace representative

The workplace representative must not answer questions put directly to the employee or try to prevent the University from asking questions or outlining their views. They should not say anything the employee does not want them to say. If the representative is helping the employee to prepare for the meeting, it is advisable for them to meet each other before the meeting, so that the meeting can start on time.

Availability of the workplace representative

If the workplace representative is not available at the proposed meeting date and time, the employee has the right to request to postpone the hearing and suggest an alternative date and time within a reasonable timeframe no later than 5 working days from the date originally proposed, taking into consideration the availability of other attendees.

When can’t you be accompanied?

There is no specific right to be accompanied at a normal day to day meeting between a line manager and employee (such as an informal chat or one-to-one).

There is also no specific right to be accompanied at an informal meeting, such as an investigatory meeting, but if the employee asks the University may allow them to accompany them.