Sutton Coldfield Training (SCT) Ltd Complaints Procedure (S2)

Complaints Policy and Procedure Our aim:

Sutton Coldfield Training is committed to providing a quality service for its customers and working in an open and accountable way that builds the trust and respect of all our stakeholders. One of the ways in which we can continue to improve our service is by listening and responding to the views of our customers, learners, staff and stakeholders, and in particular by responding positively to complaints, and by putting mistakes right.

Therefore, we aim to ensure that:

• making a complaint is as easy as possible;

• we treat a complaint as a clear expression of dissatisfaction with our service which calls for an immediate response;

• we deal with it promptly, politely and, when appropriate, confidentially;

• we respond in the right way - for example, with an explanation, or an apology where we have got things wrong, or information on any action taken etc.;

• we learn from complaints, use them to improve our service, and review annually our complaints policy and procedures.

We recognise that many concerns will be raised informally, and dealt with quickly. Our aims are to:

• resolve informal concerns quickly;

• keep matters low-key;

• enable mediation between the complainant and the individual to whom the complaint has been referred.

An informal approach is appropriate when it can be achieved. But if concerns cannot be satisfactorily resolved informally, then the formal complaints procedure should be followed.

Foreword

Definition: SCT defines a complaint as 'any expression of dissatisfaction (with SCT, with a member of staff, or with the service provided) that relates to SCT and that requires a formal response'.

Purpose: The formal complaints procedure is intended to ensure that all complaints are handled fairly, consistently and wherever possible resolved to the complainant's satisfaction. SCT's responsibility will be to:

• acknowledge the formal complaint in writing;

• respond within a stated period of time;

• deal reasonably and sensitively with the complaint;

• take action where appropriate.

A complainant's responsibility is to:

• bring their complaint, in writing, to SCT's attention normally within 3 weeks of the issue arising;

• raise concerns promptly and directly with a member of staff in SCT;

• explain the problem as clearly and as fully as possible, including any action taken to date;

• allow SCT a reasonable time to deal with the matter;

• recognise that some circumstances may be beyond SCT's control.

Responsibility for Action:

All Staff, and Learners of SCT.

Confidentiality:

Except in exceptional circumstances, every attempt will be made to ensure that both the complainant and SCT maintain confidentiality. However, the circumstances giving rise to the complaint may be such that it may not be possible to maintain confidentiality (each complaint is judged on its own merit). Should this be the case, the situation will be explained to the complainant.

Formal Complaints Procedure

Stage 1.

In the first instance, if you are unable to resolve the issue informally, you should write to the Business Manager, 29 Gate Lane, Boldmere, Sutton Coldfield, Birmingham, B73 5TR or email to inconfidence@sct.co.uk  who deals with all complaints on behalf of SCT, so that he or she has a chance to put things right. In your letter you should set out the details of your complaint, the consequences for you as a result, and the remedy you are seeking. You can expect your complaint to be acknowledged within 5 working days of receipt. You should get a response and an explanation within 15 working days. Full contact details can be found on the SCT Website – www.sct.co.uk

Stage 2.

If you are not satisfied with the initial response to the complaint then you can write to SCT's Associate Director (29 Gate Lane, Boldmere, Sutton Coldfield, Birmingham, B73 5TR or email inconfidence@sct.co.uk) and ask for your complaint and the response to be reviewed. You can expect the Associate Director to acknowledge your request within 5 working days of receipt and a response within 15 workings days. SCT's aim is to resolve all matters as quickly as possible. However, inevitably some issues will be more complex and therefore may require longer to be fully investigated. Consequently, timescales given for handling and responding to complaints are indicative. If a matter requires more detailed investigation, you will receive an interim response describing what is being done to deal with the matter, and when a full reply can be expected and from whom.

Final Stage.

If the individual is dissatisfied with the outcome of the investigation or the proposed remedial action, they can write directly to the Directors of SCT (Hazel Allsobrook and Denise Peach). The Directors will then investigate and write to the individual, describing the outcomes of the investigation and their final decision within 28 Days of notification of the complaint. If the complaint cannot be investigated within this timescale, the Directors will write to the individual stating when an investigation will be completed.

Should the individual still not be satisfied with the outcome of this policy, they can raise it directly to the Education & Skills Funding Agency (ESFA) via their Complaints Team at complaints.ESFA@education.gov.uk.