Birth Mark Grievance Policy

General Information

Birth Mark is a charity that aims to support any transitions that involve a reproductive event. We strive to promote a deeper connection between individuals, their bodies, their children and their communities. We aim to improve and promote perinatal health and reproductive rights through access to information and care that is inclusive, culturally aware, and mindful of systemic oppression through continued decolonial education and adopting anti-racism and anti-oppression practices. We encourage the creation of a supportive peer and expert community through our programs. We believe this support should be at no-cost and provided to all who need it in the ways they want and deserve.

As full-spectrum doulas, we provide wraparound support to qualifying clients navigating any reproductive event, including pregnancy, birth, postpartum, pregnancy loss, and abortion. This non-medical support often includes hands-on in-person support, system navigation, education, information, and referrals. We also provide essential items clients may need during these experiences through in-kind donations and care packages.

Clients are referred to Birth Mark through allied community partners, including medical care providers, food security programs, shelters, and many more. We are an integral part of the reproductive health care system in the GTHA.

Our approach is non-directive and inclusive. When supporting clients who are BIPGM (Black, Indigenous, People of the Global Majority) and 2SLGBTQIA (two-spirit, lesbian, gay, bisexual, trans, queer, intersex, & asexual), we recognize the potential traumatic impacts of unjust systems on the historical and lived experiences of our clients, their families, and their (holistic) health outcomes.

These values aim to further our commitment to anti-racism and anti-oppression and upholding of equal human rights within the reproductive healthcare system.

Birth Mark core values:

● Community Care ● Inclusivity ● Respect ● Relationship ● Integrity ● Social Justice ● Continuous Learning

You can learn more about these values here.

Purpose

This Grievance Policy provides a process for the public, independent contractors, and employees to file a formal complaint of alleged misconduct on the part of a Birth Mark team member. This process includes the filing of a complaint, undertaking a fair and complete investigation, and taking appropriate resulting action.

Definition of a Grievance

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A grievance is a complaint filed with Birth Mark against any Birth Mark team member or staff, in which they are accused of behaviour that violates Birth Mark’s Core Values, Abuse Prevention Policy or Respectful Workplace Policy. Clients, their families, health care providers, nurses, hospital/birth centre administrators, other Birth Mark team or community members may submit the grievance.

Confidentiality

All information related to the grievance, including the name of the complainant, the Birth Mark team member in question, the nature of the grievance, and any action or sanctions suggested by the Grievance Review Committee will remain confidential and will not be shared outside the Grievance Review Committee. If Birth Mark determines that the grievance should be forwarded to the appropriate training body organization and/or association for additional consideration, the complainant will be consulted first.

Procedure to Submit a Grievance

  1. The grievance must be filed by the complainant, using this form: [https://www.cognitoforms.com/BirthMark/birthmarksubmissionformforgrievance ][1]All relevant information and supporting documents should be included. Anonymous grievances will not be processed.
  2. The grievance must be received no later than 12 months after the date of the alleged occurrence.

Grievance Review Procedure

The grievance will be reviewed by the Grievance Committee. Subsequent investigation, actions, and sanctions may be recommended by the Grievance Committee.

Committee

Standing committee members will include Birth Mark’s CEO, ED, Implementation & Performance Manager, and regional Operations Manager. In the event that one of the above is involved in the grievance, that member will be excluded and replaced with the Chair of Birth Mark’s Board of Directors. If additional committee members are needed, Birth Mark’s Board of Directors will be consulted. A Grievance Chair will be appointed by the Grievance Committee members based on the nature of the grievance.

Process

  • The Grievance Chair responds to the complainant in writing via email or mail to acknowledge receipt of the alleged grievance within one week
  • The Grievance Chair contacts the team member in question in writing via email or mail to inform them that a grievance has been filed against them, the nature of the grievance, and of the grievance procedure. The team member can choose to respond to the grievance in writing and offer any additional information.
  • If the grievance involves alleged risk or harm to a client, client-facing work may be temporarily placed on hold for the team member.
  • A meeting between the team member and the Grievance Review Committee will be called and the team member may choose to be accompanied by an advocate of their choice.
  • The Grievance Review Committee will review and discuss their findings within four weeks of receipt of the grievance.
  • All involved parties will be notified in writing by the Grievance Chair when the process is complete.
  • If the Grievance Review Committee recommends that an action should be taken, the team member in question will be informed. They will be given the opportunity to consult with one or more members of the Grievance Review Committee and an advocate of their choice.

Sanctions for a grievance

Potential actions taken by the Grievance Review Committee may include, but are not limited to:

  • No action
  • A letter of apology to the complainant
  • Reporting the grievance to any relevant training body organization and/or association
  • Further training and/or mentorship for the involved team member
  • Termination of Contract with Birth Mark