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NCA Self StudyCriterion 2 DocumentsEastern Illinois University Year 2014Grievance Procedures - Civil ServiceEmployeesNCA Self-Study CommitteeThis paper is posted at The Keep.http://thekeep.eiu.edu/eiunca integrity docs/29GRIEVANCE PROCEDURES FOR CIVIL SERVICE EMPLOYEES  This procedure has been developed for the purpose of providing an orderly and impartial means whereby a Civil Service employee may seek resolution of a dispute concerning the interpretation and/or application of the Board of Trustees Regulations and/or policies established by the University. Employees shall not be subjected to any reprisals because of their use of this procedure.  This procedure applies to all civil service employees, including “prevailing wage” employees. Employees covered by a collective bargaining agreement with the University are provided contractual grievance procedures; however, they may elect to use this procedure in lieu of the contractual one.  The employee may be accompanied by an advocate other than an attorney.  If an employee covered by this procedure seeks resolution of the grievance in any other forum, whether administrative, judicial, or contractual, the University shall have no obligation to proceed with the grievance.  Definitions  Grievance: A dispute concerning the interpretation and/or application of the Board of Trustees Regulations and/or the University’s Internal Governing Policies and Procedures. Decisions that are within the discretion of the supervisor or management, such as assignment of work, approval of vacations, or judgments concerning the quality of work (as well as traditional or regular, or customary management functions) shall not be grievable. However, if an employee disputes the decision of the supervisor on grounds of illegal discrimination or harassment such dispute shall be handled by the Office of Civil Rights in accordance with this procedure or other applicable University policies.  Grievant: An employee, or group of employees, who submits a grievance in accordance with this procedure.  Respondent: The person initially responsible for interpreting or applying the policy, regulation, or procedure which is in dispute by the grievant.  Director of Employee & Labor Relations: The Director of Employee and Labor Relations or the Assistant Director of Employee and Labor Relations upon such delegation by the Director.  Grievance Committee: The Civil Service Council shall select five non-negotiated civil service employees. The President shall select three from the list of five to serve as regular committee members. The remaining two shall serve as alternates. The regular committee of three shall elect its own chair.   Day: A regularly scheduled work day, exclusive of emergency closings and University recognized holidays. Time limits imposed upon the steps of this procedure shall not include the day of presentation or the day of receipt of the grievance at the previous step.  Appropriate Vice President: The Vice President in the affected area or the President, or designee, in the President’s area.  Procedures  Grievances will be processed in the following order and within the stated time limits. Time limits may be extended for compelling reasons which shall become a part of the written record upon the mutual agreement of the grievant and the respondent.  If the grievant wishes to appeal the action taken at one step, the grievant may present the grievance to the next higher step, provided the time limits are met. If the respondent fails to make a determination within the stated time limits and has not requested a time extension, the grievant may present the grievance to the next higher step.  Step 1 – Informal Procedure  An employee who has a grievance which is reviewable under this procedure shall initially attempt to resolve the grievance by meeting informally with the respondent within ten days of the incident which is the subject of the grievance or within ten days of knowledge of the incident.  The respondent has an obligation to effect an informal resolution of grievances as they arise.  The respondent shall meet with the grievant and present a decision within ten days of the presentation of the grievance.  Step 2  If the grievance cannot be resolved through the informal procedure, the grievant shall present the grievance, in writing, on a Grievance Form (available in the Department of Employee and Labor Relations) to the respondent’s department head within five days of the decision issued at Step 1.  The respondent’s department head shall record a written response on the Grievance Form and present the response to the grievant within ten days of the date of presentation of the grievance.  Step 3  If the grievance is not resolved at Step 2, the grievant shall submit the Grievance Form to the Director of Employee and Labor Relations or designee within five days from the date of the Step 2 response. The Director of Employee and Labor Relations or designee shall review the grievance and make a written recommendation to the appropriate Vice President within ten days of receipt of the grievance. The Director may call upon resource persons to aid in deliberations.  The appropriate Vice President shall review the grievance documentation and the recommendation of the Director and issue a written decision regarding disposition of the grievance to the grievant, respondents, and Director of Employee and Labor Relations within ten days of receipt of the Director’s recommendation.  Step 4  If the grievance is not resolved at Step 3, a grievant may submit the Grievance Form to the Chair of the Civil Service Council Grievance Committee within five days from the date of the written response issued at Step 3, or the Grievant may opt to proceed directly to Step 5.  The Grievance Committee shall review the grievance and make a written recommendation to the appropriate Vice President within ten days of receipt of the grievance. The Grievance Committee may call resource persons as needed. Resolutions offered by the Grievance Committee shall not amend, change or nullify any Board of Trustees Regulations and/or policies established by the university and/or any Collective Bargaining Agreements.  The appropriate Vice President shall review the recommendation of the Grievance Committee and issue a written decision regarding disposition of the grievance to the grievant, respondents, Director of Employee and Labor Relations, and the Grievance Committee Chair within ten days of receipt of the recommendation.  Step 5 – Appeal Procedure  Step 5 shall be considered strictly as an appeal. The grievant and respondent may not introduce new information in support of or against the grievance. The grievant may appeal the decision to the President within five days from the date of the response issued at Step 4. The President, or a designee, shall review the grievance and render a final written decision to the grievant, appropriate Vice President, Director of Employee and Labor Relations, Grievance Committee Chair, and the respondent within ten days of receipt of the grievance. The President may call on resource persons as needed.  The decision of the President shall be final.  Modifications to this procedure, other than minor nomenclature changes, shall be discussed with the Civil Service Council prior to implementation.      Approved: Date: December 3, 2003 Louis V. Hencken, President 

Grievance Procedures - Civil Service Employees

The Keep

NCA Self Study
Criterion 2 Documents
Eastern Illinois University Year 2014
Grievance Procedures - Civil Service
Employees
NCA Self-Study Committee
This paper is posted at The Keep.
http://thekeep.eiu.edu/eiunca integrity docs/29
GRIEVANCE PROCEDURES FOR CIVIL SERVICE EMPLOYEES 
 
This procedure has been developed for the purpose of providing an orderly and impartial means 
whereby a Civil Service employee may seek resolution of a dispute concerning the interpretation 
and/or application of the Board of Trustees Regulations and/or policies established by the 
University. Employees shall not be subjected to any reprisals because of their use of this 
procedure. 
 
This procedure applies to all civil service employees, including “prevailing wage” employees. 
Employees covered by a collective bargaining agreement with the University are provided 
contractual grievance procedures; however, they may elect to use this procedure in lieu of the 
contractual one. 
 
The employee may be accompanied by an advocate other than an attorney. 
 
If an employee covered by this procedure seeks resolution of the grievance in any other forum, 
whether administrative, judicial, or contractual, the University shall have no obligation to 
proceed with the grievance. 
 
Definitions 
 
Grievance: A dispute concerning the interpretation and/or application of the Board of Trustees 
Regulations and/or the University’s Internal Governing Policies and Procedures. Decisions that 
are within the discretion of the supervisor or management, such as assignment of work, approval 
of vacations, or judgments concerning the quality of work (as well as traditional or regular, or 
customary management functions) shall not be grievable. However, if an employee disputes the 
decision of the supervisor on grounds of illegal discrimination or harassment such dispute shall 
be handled by the Office of Civil Rights in accordance with this procedure or other applicable 
University policies. 
 
Grievant: An employee, or group of employees, who submits a grievance in accordance with this 
procedure. 
 
Respondent: The person initially responsible for interpreting or applying the policy, regulation, 
or procedure which is in dispute by the grievant. 
 
Director of Employee & Labor Relations: The Director of Employee and Labor Relations or the 
Assistant Director of Employee and Labor Relations upon such delegation by the Director. 
 
Grievance Committee: The Civil Service Council shall select five non-negotiated civil service 
employees. The President shall select three from the list of five to serve as regular committee 
members. The remaining two shall serve as alternates. The regular committee of three shall elect 
its own chair. 
 
 
Day: A regularly scheduled work day, exclusive of emergency closings and University 
recognized holidays. Time limits imposed upon the steps of this procedure shall not include the 
day of presentation or the day of receipt of the grievance at the previous step. 
 
Appropriate Vice President: The Vice President in the affected area or the President, or designee, 
in the President’s area. 
 
Procedures 
 
Grievances will be processed in the following order and within the stated time limits. Time limits 
may be extended for compelling reasons which shall become a part of the written record upon 
the mutual agreement of the grievant and the respondent. 
 
If the grievant wishes to appeal the action taken at one step, the grievant may present the 
grievance to the next higher step, provided the time limits are met. If the respondent fails to 
make a determination within the stated time limits and has not requested a time extension, the 
grievant may present the grievance to the next higher step. 
 
Step 1 – Informal Procedure 
 
An employee who has a grievance which is reviewable under this procedure shall initially 
attempt to resolve the grievance by meeting informally with the respondent within ten days of 
the incident which is the subject of the grievance or within ten days of knowledge of the incident. 
 
The respondent has an obligation to effect an informal resolution of grievances as they arise. 
 
The respondent shall meet with the grievant and present a decision within ten days of the 
presentation of the grievance. 
 
Step 2 
 
If the grievance cannot be resolved through the informal procedure, the grievant shall present the 
grievance, in writing, on a Grievance Form (available in the Department of Employee and Labor 
Relations) to the respondent’s department head within five days of the decision issued at Step 1. 
 
The respondent’s department head shall record a written response on the Grievance Form and 
present the response to the grievant within ten days of the date of presentation of the grievance. 
 
Step 3 
 
If the grievance is not resolved at Step 2, the grievant shall submit the Grievance Form to the 
Director of Employee and Labor Relations or designee within five days from the date of the Step 
2 response. The Director of Employee and Labor Relations or designee shall review the 
grievance and make a written recommendation to the appropriate Vice President within ten days 
of receipt of the grievance. The Director may call upon resource persons to aid in deliberations. 
 
The appropriate Vice President shall review the grievance documentation and the 
recommendation of the Director and issue a written decision regarding disposition of the 
grievance to the grievant, respondents, and Director of Employee and Labor Relations within ten 
days of receipt of the Director’s recommendation. 
 
Step 4 
 
If the grievance is not resolved at Step 3, a grievant may submit the Grievance Form to the Chair 
of the Civil Service Council Grievance Committee within five days from the date of the written 
response issued at Step 3, or the Grievant may opt to proceed directly to Step 5. 
 
The Grievance Committee shall review the grievance and make a written recommendation to the 
appropriate Vice President within ten days of receipt of the grievance. The Grievance Committee 
may call resource persons as needed. Resolutions offered by the Grievance Committee shall not 
amend, change or nullify any Board of Trustees Regulations and/or policies established by the 
university and/or any Collective Bargaining Agreements. 
 
The appropriate Vice President shall review the recommendation of the Grievance Committee 
and issue a written decision regarding disposition of the grievance to the grievant, respondents, 
Director of Employee and Labor Relations, and the Grievance Committee Chair within ten days 
of receipt of the recommendation. 
 
Step 5 – Appeal Procedure 
 
Step 5 shall be considered strictly as an appeal. The grievant and respondent may not introduce 
new information in support of or against the grievance. The grievant may appeal the decision to 
the President within five days from the date of the response issued at Step 4. The President, or a 
designee, shall review the grievance and render a final written decision to the grievant, 
appropriate Vice President, Director of Employee and Labor Relations, Grievance Committee 
Chair, and the respondent within ten days of receipt of the grievance. The President may call on 
resource persons as needed. 
 
The decision of the President shall be final. 
 
Modifications to this procedure, other than minor nomenclature changes, shall be discussed with 
the Civil Service Council prior to implementation.  
 
 
 
 
Approved: Date: December 3, 2003 
Louis V. Hencken, President 


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Grievance Procedures - Civil Service Employees

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