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.
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. Manager.
- 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. Manager, 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. Manager, and shall be unrelated to the grievance. As facilitator, the H. R. Manager 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. Manager.
- 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. Manager, 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. Manager, 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.