The Modern Quilt GuildUnfair Treatment & Grievance Code The Modern Quilt Guild is proud to be an equal opportunity organization with azero-tolerance policy that applies to all forms of discrimination and unequaltreatment. We try very hard to ensure that everyone, including staff, members, volunteers,sponsors, vendors, and visitors, is treated fairly and with courtesy and respect inall MQG spaces and MQG events. Sometimes, unfortunately, we get it wrong.We take all grievances seriously and aim to resolve them quickly. If you feel you have not been fairly treated by the MQG, someone connectedwith the MQG, or an attendee, instructor, sponsor, or vendor at an MQG event,then you need to tell us and we will work with you to reach a satisfactorysolution. The MQG Unfair Treatment and Grievance Code explains how to file a grievanceand sets out the steps we will take together to resolve it. We thank you for yourpatience while we work through the procedure with you. In order to maintainthe integrity of the review process, we respectfully ask that all parties pause oncommenting outside of this process until the process is complete. Unfair Treatment and Grievance Code Tell us what is wrong.You can send your grievance to a member of the MQG staff, a BoardMember, your regional representative, or your ambassador (for Region 5members), either in person, by phone, via email, or in writing. Anythingyou say to us will be treated as confidential. Information will be sharedwith a third party only when absolutely necessary and only then with youradvance approval.Contact details: EquityOfficer@themodernquiltguild.com Tell us what we need to know.Please tell us as much as possible about your grievance, including whathappened, when it happened, where it happened, who was present atthe time, and what you would like the MQG to do about it.It’s always a good idea to document your recollection of events as soonas possible after it has happened to ensure the most complete andaccurate report. Please safeguard any other materials, including photosor emails, that are related to the event. What you can expect to happen.a. The grievance will be passed to the MQG Equity Officer who willacknowledge your grievance in writing within seven (7) calendar daysof receipt.b. The Equity Officer will consider your grievance and may ask you forfurther details. This will happen within 21 calendar days of receipt ofyour grievance.c. An initial review of the grievance will take place within 28 calendardays of receipt of the grievance or within seven (7) calendar days ofreceipt of your reply to a request for further information, whichever islater.d. You will be notified in writing of the result of the initial review withinseven (7) calendar days of the date of the review.The Modern Quilt Guild® Unfair Treatment and Grievance Code 9.16.2021 p. 2 The potential results of a review.The review process will result in one or more of the following courses ofaction:a. The reviewer may request an extension of time to more fully explorethe merits of the grievance.b. The reviewer may make an offer to settle on terms agreeable to bothparties.c. The reviewer may offer to arrange an informal meeting to discuss andresolve the problem.If all parties agree, an informal meeting will be arranged where the grievance can be discussed in the presence of an independentthird party (appointed by the Chair of the MQG Diversity, Equity,and Inclusion committee or their nominee) acting as an observer.The terms of any settlement agreed upon will be recorded in writingand signed by both parties who will then each receive a copy ofthe agreed settlement.d. The reviewer may offer to arrange a formal mediation session toresolve the problem.If all parties agree, a mediation meeting, monitored by anindependent mediator (appointed by the Chair of the MQGDiversity, Equity, and Inclusion Committee or their nominee) will bearranged. The mediator will act as a neutral negotiator who will tryto find an informal way of settling the grievance which satisfies bothparties. The terms of any settlement agreed upon will be recordedin writing and signed by both parties who will then each receive acopy of the agreed settlement.e. The reviewer may arrange for a formal hearing of the grievance with anindependent panel to hear the case and decide on an outcome.At any point, either you or the MQG can request the EquityOfficer that an independent panel review be arranged where boththe grievance and the MQG’s response to it will be considered byan independent panel of three persons selected by the Chair of theMQG Diversity, Equity, and Inclusion committee, at least one ofwho will be unconnected with MQG. Supporting evidence mayinclude written statements and witnesses. With the prior writtenpermission of both parties, the hearing may be recorded. Thepanel’s written decision will be sent to the parties within five (5)weeks of the end of the hearing.The Modern Quilt Guild® Unfair Treatment and Grievance Code 9.16.2021 p. 3f. The grievance may be dismissed. If the review process finds there areno grounds for the grievance, it will be dismissed and you will beprovided a written explanation of the grounds for rejecting thegrievance.Please notify us if you need any special arrangements or accommodations toensure you can take full part in any meeting, such as assistance with a hearingor sight disability, an interpreter, step-free access to a building, or otheraccommodations. Appeals Process An appeal is a reconsideration of the decision or outcome reached by anindependent review panel and/or the basis for that decision. It is not a reinvestigation. An appeal is not possible for an agreed-upon result achieved through settlement, informal meetings, or mediation. a. Either party may appeal the result of the independent review basedon one or more of the following grounds:b. New evidence is available that justifies a change to theoriginal decision.c. The decision was unfair because the procedure was not properlyfollowed.c. The decision was unreasonable.Appeals from either party must be made in writing and addressed tothe Executive Director of MQG. The appeal will be sent within ten (10)calendar days from the date of the decision of the hearing panel.The Executive Director will, within 14 calendar days of receipt ofappeal, appoint a suitable independent person to consider theappeal and will invite the non-appealing party to send writtenrepresentations within further 14 calendar days.The consideration of the appeal will normally take place within 12weeks of the initial submission of the appeal. The person consideringthe appeal can choose one of the following courses of action: Confirm the original decision. Vary, or alter, the original decision. Overturn the original decision and make a new decision. Overturn the original decision and order a new hearing by adifferent panel.e. The appeal decision will be based on the written statements from bothparties. A written decision with reasons will be sent to both partieswithin 28 calendar days of the date of the consideration.f. The appeal decision is final. Preservation of records: When the issue is resolved, all records of the grievance, including emailsand any other documents will be securely retained by MQG for a periodof two years following the resolution date, after which they will bedestroyed. Records will be treated confidentially and are subject to data protectionlegislation.