The Sourdough School Complaints Procedure

The The Sourdough School does have a complaints procedure.

We view complaints as an opportunity to improve for the future, as well as a chance to put things right for the person [or organisation] that has made the complaint.

Our 6-step approach is to:

1. To provide a fair complaints procedure which is clear and easy to use for anyone wishing to make a complaint
2. To make sure all complaints are investigated fairly and in a timely way
3. To publicise the existence of our complaints procedure so that people know how to contact us to make a complaint
4. To make sure everyone at The Sourdough School knows what to do if a complaint is received
5. To make sure that complaints are, wherever possible, resolved and that relationships are repaired and apologise.
6. To gather information which helps us to improve what we do and implement changes to prevent this from happening again.

What is the definition of a complaint?

A complaint is any expression of dissatisfaction, whether justified or not, about any aspect of The Sourdough School

Where do complaints come from?

Complaints may come from any individual, volunteer or organisation who has a legitimate interest in THE SOURDOUGH SCHOOL including the general public if something is perceived to be improper. A complaint can be received verbally, by phone, by email or in writing. This policy does not cover complaints from staff, who should refer to HOPE UK’s internal policy on such matters.

Confidentiality and responsibility

All complaint information will be handled sensitively, telling only those who need to know

Overall responsibility for this policy and its implementation lies with the board of Directors

This policy is reviewed regularly and updated as required. Publicised Contact Details for Complaints: Written complaints may be sent to The Sourdough School

Complaints may also arrive through channels publicised for that purpose or through any other contact details or opportunities the complainant may have, such as social media. Complaints received by telephone or in person need to be recorded.

Telephone complaints

The 6 step process for the person who receives a phone or in person complaint should:

1. Write down the facts of the complaint
2. Take the complainant’s name, address and telephone number
3. Note down the relationship of the complainant to The Sourdough School  e.g. student, customer, club member, volunteer, sponsor, supplier
4. Explain to the complainant that we have a formal complaints procedure
5. Explain to the complainant what will happen next and how long it will take
6. Where appropriate, ask the complainant to send a written account via the form below so that the complaint is recorded in the complainant’s own words

Resolving Complaints

Step One

In most cases, a complaint is best resolved by the person responsible for the issue being complained about. If the complaint has been received by that person, they may be able to resolve it swiftly and should do so if possible and appropriate.  Whether or not the complaint has been resolved, the complaint information should be passed to The Sourdough School Director within five business days.

On receiving the complaint, the Director needs to contact the complainant. If it has not already been resolved, they delegate an appropriate person to investigate it and to take appropriate action. If the complaint relates to a specific person, they should be informed and given a fair opportunity to respond.

Complaints should be acknowledged by the person handling the complaint within five working days. The acknowledgement should say who is dealing with the complaint and when the person complaining can expect a reply.

A copy of our complaints procedure should be attached. Ideally complainants should receive a definitive reply within a month. If this is not possible because for example, an investigation has not been fully completed, a progress report should be sent with an indication of when a full reply will be given.  Whether the complaint is justified or not, the reply to the complainant should describe the action taken to investigate the complaint, the conclusions from the investigation, and any action taken as a result of the complaint.

Step Two

If the complainant feels that the problem has not been satisfactorily resolved at Stage One, they can request that the complaint is reviewed at Board level.

At this stage, the complaint will be passed to the Board The request for Board level review should be acknowledged within five working days of receiving it. The acknowledgement should say who will deal with the case and when the complainant can expect a reply. The Board of Directors may investigate the facts of the case themselves or delegate a suitably senior person to do so. This may involve reviewing the paperwork of the case and speaking with the person who dealt with the complaint at Stage One. The person who dealt with the original complaint at Stage One should be kept informed of what is happening.

If the complaint relates to a specific person, they should be informed and given a further opportunity to respond. Ideally complainants should receive a definitive reply within a month. If this is not possible because for example, an investigation has not been fully completed, a progress report should be sent with an indication of when a full reply will be given. Whether the complaint is upheld or not, the reply to the complainant should describe the action taken to investigate the complaint, the conclusions from the investigation, and any action taken as a result of the complaint.

Illegal practices

The decision taken at this stage is final, unless the Board feels that it is appropriate to seek external assistance with resolution if any illegal matters arise.

Please submit your complaint in this form