grievance procedures policy

8/10/2019 Grievance Procedures Policy

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Grievance Procedures Policy

Sample Policy #1

Grievances

The Library strives to ensure that all employees are treated fairly. A staff member who believesthat s/he has been treated unfairly may choose to write a letter of grievance to the Board ofTrustees. Employees may also choose to request a hearing before the Board. In either caseemployees are e!pected to see" resolution through appropriate supervisory channels within theLibrary before bringing a concern to the Board.

Letters of grievance

All employees may communicate a grievance to the Board at any time. #uch letters must besigned and must include$

Any written communication between the employee and his/her supervisor concerning thematter.

The employee%s written communication with the &irector giving notice of the concern.

The &irector%s written response to the concern.

'rievance letters will be addressed to the president of the Board of Trustees. A copy of any letterof grievance must be sent to the Library &irector. The president of the Board will reply withinthirty days. The grievance letter and the Board%s reply will become a part of the employee%spersonnel file.

'rievance hearings

Before a grievance hearing will be granted by the Board the staff member must produce

evidence that the staff member has attempted to resolve the matter within the Library%sestablished organi(ational structure. All such attempts will be documented in writing and willinclude$

Any written communication between the employee and his/her supervisor concerning the

matter.

The employee%s written communication with the &irector giving notice of the concern.

The &irector%s written response to the concern.

The employee%s written request for a hearing before the Board must$

)learly state the issue that will be discussed with the Board.

Establish that no reasonable and satisfactory solution has been reached.

#uggest a reasonable solution for the Board to consider.

If a grievance hearing is granted the employee will appear before the Board of Trustees at thene!t regularly scheduled meeting. If the employee intends to provide witnesses the names ofsuch witnesses will be communicated to the president no later than three calendar days prior themeeting.


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'rievance hearings will be limited to a ma!imum of thirty minutes unless further allowance of timeis requested in writing three calendar days prior to the meeting. The hearing may be curtailed bythe president at any time.

'rievance hearings concerning personnel matters may be held in open or closed session at theBoard%s discretion.

After the hearing the president of the Board of Trustees will provide a written response to theemployee within thirty days. Any decision or response by the Board is final.

Sample Policy #2

Dispute resolution [grievance] procedure

&issatisfaction with alleged discrimination unfair treatment wor" schedules and assignmentslibrary policies and procedures or wor"ing conditions should be brought to the attention of thesupervisor. Employees can raise concerns without fear of reprisal. Informal resolution of disputesis encouraged. *owever if a matter is deemed important the following steps may be ta"en.

#tep +ne$ To encourage informal resolution within one wee" after the occurrence of theevent an employee shall orally discuss the dispute with the supervisor. They will discussit and agree upon a plan to resolve it.

#tep Two$ If informal resolution is not successful or if the dispute is with the employee%s

supervisor a written statement of the dispute shall be submitted to the director. *e/shewill meet with the employees involved in the dispute and they will agree upon a plan toresolve it. This step should be initiated no more than two wee"s after the occurrence ofthe event.

#tep Three$ If the employee is still not satisfied or if the supervisor is the director the

employee may appeal the decision in writing to the library board for consideration at theirne!t regularly scheduled meeting. The written request must be submitted via the directorand must be received at least one wee" prior to the meeting. A hearing before the boardwill be granted. ,ithin two wee"s of the meeting the library board shall communicate itsdecision in writing to the employees involved including the director.

Sample Policy #3

Complaint Resolution Policy and Grievance Procedure

The Library is attempting to establish and maintain harmonious wor"ing relationships between allstaff members. &ifferences of opinion and potential conflicts are inevitable in the wor"place. Thepurpose of this procedure is to attempt to achieve equitable solutions to the problems which mayarise from time to time affecting employees.

It is e!pected that staff members be informed about policies and procedures affecting them.Li"ewise staff should have opportunities to discuss complaints and see" information on mattersaffecting their -obs. o staff member shall be sub-ected to adverse treatment for participating inany part of this problem resolution process.

)omplaint esolution

A grievance may be a complaint or dispute of an employee regarding any condition of


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employment including the application meaning or interpretation of personnel policies orprocedures as they affect the wor" of the employee0 or conflicts between employees. In mostcases the problem can and should be resolved at the lowest level.

Before initiating a grievance process employees are strongly encouraged to see" resolution ofdisputes through direct communication with the individual1s2 involved or with the immediatesupervisor in an attempt to resolve the matter informally at that level. If the issue involves theimmediate supervisor the employee should first discuss the issue directly with the immediatesupervisor.

If discussion with the individual1s2 directly involved and/or the immediate supervisor fails toresolve the matter or if the employee is not comfortable addressing the issue with the immediatesupervisor the employee may see" the assistance of the *uman esources &irector who mayact as a mediator. This is intended to provide the employee with the opportunity to consider theadvice and information gathered and determine whether or not to continue. If this does notresolve the issue the employee may file a written grievance which begins with completing agrievance form.

,ritten 'rievance

The grievance form should be submitted to the immediate supervisor and * &irector within 3wor"days of the final discussion concerning the dispute. The grievance shall specify$

The matter at issue or dispute with a clear and concise statement of the nature of the

grievance including when the incident or situation leading to the grievance occurred0

the remedy or solution sought0

the date of the filing0

the name title and signature of the grievant0

The document shall contain all points to be included in the grievance including the dates

and results of prior discussions.4acts not contained in the written grievance document may be introduced later in the procedureonly with consent of all interested parties.

,ithin 56 wor"days of receipt of the written grievance the immediate supervisor shall respond inwriting specifically to the points raised by the grievance giving reasons for his/her decision. Thisprocedure is intended to ensure the prompt resolution of disputes that have been addressedthrough informal channels but not satisfactorily resolved.

Appeal 7rocess

If the written response is not acceptable to the employee he/she may submit a written grievanceappeal to the *uman esources &irector. A meeting shall be held with the *uman esources&irector within 56 wor"days following receipt of the appeal. An employee shall have the right topresent his/her arguments in order to support the grievance. All meetings held under thisprocedure will be conducted privately and will include only such parties directly involved or thosewith a legitimate need to "now.

All meetings will be focused on factual information. Every attempt will be made to conclude themeetings as e!peditiously as possible with the *uman esources &irector issuing a decisionincluding appropriate recommendations.

If the grievance appeal is not resolved to the employee%s satisfaction he/she not later than 53wor"days after receipt of the decision may appeal to the Library &irector. This appeal shall besubmitted in writing including all relevant materials and information to date. The &irector and the*uman esources &irector shall hold a meeting with the employee within 86 wor"days of receipt


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of a second grievance appeal. The &irector%s decision will be rendered in writing to theemployee within 53 wor"days following the meeting. The decision of the &irector shall be final.Time Limits

4ailure by the administration at any step of this procedure to communicate the decision on agrievance within the specified time limits shall permit the aggrieved to proceed to the ne!t step.4ailure by the aggrieved at any step of the procedure to appeal a grievance to the ne!t stepwithin the specified time limits shall be considered as acceptance of the decision rendered at thatstep without the right to appeal.

,or"days e!clude #aturdays #undays holidays sic" leave and scheduled vacation. The timelimits specified may be e!tended only by mutual agreement between the aggrieved employee andthe *uman esources &irector.)onfidentiality

All parties are bound by confidentiality and will not share information about grievances e!ceptwith those persons who in the discretion of the * &irector or Library &irector have a legitimateneed to "now. All documents communications and records dealing with the processing of agrievance shall be filed in a separate grievance file and shall not be "ept in the personnel file ofany of the participants.

'rievance 4orm

Employee #ubmitting 4orm 9999999999999999999999999999999999999 &ate 9999999999

Title 999999999999999999999999999999999 &epartment 99999999999999999999999999'rievance #tatement#pecify the matter at issue or dispute with a clear and concise statement of the nature of thegrievance including when the incident or situation leading to the grievance occurred$

#olution #ought7lease indicate your desired remedy or solution to the grievance.

7rior &iscussions/:eetings7lease indicate the dates and results of prior discussions and/or meetings relative to thegrievance.

grievance procedures policy

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