Section E - Personnel
Policy Number E128
Employee Grievance
The St. Charles City-County Library District recognizes that some problems may not be
satisfactorily resolved through informal and open discussion. Therefore, a formal
grievance procedure has been established to provide each employee an opportunity to
present a written grievance for consideration and reply, without fear of reprisal. Each
member of management is responsible for assuring that every employee is aware of this
right to appeal.
A grievance is a written personal appeal presented by an employee to change a
management decision or administrative practice affecting his/her work, working conditions
or employment status (including discharge). The grievance must state the reason for the
belief that unfair or unequal treatment has resulted from the decision or practice.
A grievance will not be considered when based on any of the following:
- Position elimination due to reduction in force.
- Complaint, grievance or concern affecting temporary employees.
- Non-selection for promotion or transfer when the basis of grievance is an allegation by
the employee regarding the qualifications of the person selected.
- Rates of pay or benefits.
- Assignment of location and working hours (see Policy E496 Rights of
Management).
- Group grievances.
An employee who elects to protest a discharge may submit a written grievance to the
Human Resources Coordinator within five (5) working days of the date of discharge. The
grievance procedure will proceed to step 2 of the grievance procedure.
The initiation of the grievance process does not indicate that each grievance must go
through all steps. Resolution of the grievance acceptable to all parties is always the
goal.
Records and documentation related to grievances will not become part of the employee’s
personnel file.
GRIEVANCE PROCEDURE
Following are the sequential steps to be followed when an employee has a grievance.
- The employee must submit a written grievance, to the H. R. Coordinator, within five (5)
working days of the event or occurrence. A copy of the grievance will be sent to the
Branch or Dept. Manager. The Branch or Dept. Manager has five (5) working days
from the receipt of the grievance to review
and reply to the grievant. A copy of the reply must be sent to the H. R. Coordinator.
- If the problem has not been resolved at step 1 or a decision has not been rendered
within the stated time limit, the grievant may request an investigation by the Grievance
committee, by notifying the H. R. Coordinator, in writing, within five (5) working
days after the deadline for Branch or Department Manager. The Grievance committee shall consist of two (2) members: one of which shall be a member
of management, both members shall be selected by the H. R. Coordinator, and shall be
unrelated to the grievance. As facilitator, the H. R. Coordinator shall assist the
committee as it conducts a fact finding investigation. A written reply to
the grievant will be rendered within ten (10) working days of
the grievant's notification to the H.R. Coordinator.
- If the problem remains unresolved, the grievant may request a review of the grievance by
the Director. The request must be made in writing, to the H. R. Coordinator, within ten
(10) working days from the date of the Grievance committee’s reply. During the review
process the Director will consider all supporting documentation as well as the Grievance
Committee’s recommendation, and may request additional information or testimony. A
written reply to the grievant will be rendered in writing within five (5) five working
days of notification to the Director.
- If the problem remains unresolved, the grievant may request a sub-committee of the Board
of Trustees to consider the grievance. A written request for appeal to this sub-committee
must be made through the H. R. Coordinator, within ten (10) working days from the date of
the Director’s reply. Three (3) members of the Board of Trustees shall act as a
sub-committee. During the review process the sub-committee shall review all documentation
of the grievance proceedings, and may request additional evidence or testimony. After the
review, the sub-committee shall approve, modify, or disapprove the Director’s
recommendation. A report shall be given to the full Board of Trustees at the next
scheduled meeting and a written reply mailed to the grievant.
(Revised 3/13/06) |
