Administrative Procedures for Personnel
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- 2002 Search and Hiring Procedures
- 2003 Employment of Close Relatives
- 2005 Whistleblower Policy
- 2007 Emeritus Status
- 2009 Family and Medical Leave Act Policy
- 2015 Sexual Harassment
- 2020 Workplace Violence Prevention
- 2022-A Excluded Administrative Staff Policies
1. Review of Positions
A. Each vacancy that occurs for a position listed in the staffing table shall be reviewed for appropriateness by the administrative supervisor, and the Cabinet.
B. Vacancies in management positions are reviewed by the Cabinet and the President. Job descriptions shall be provided to the Board of Trustees for their review and approval for all new positions.
C. The creation of any new titles shall require the development of an appropriate job description, recommendation as to salary or grade level and review by the Cabinet. Upon the recommendation of the President, all new titles shall be created by Board of Trustee resolution.
D. Any occupied positions may be reviewed as needed by the President and Cabinet due to a reorganization, change in reporting lines or government regulations or anticipated program modifications. Any permanent changes requiring modifications of salary level, major responsibilities, title or qualifications must be approved by Board of Trustee resolution.
Mohawk Valley Community College, in order to further its mission, must endeavor to employ the most qualified individuals available. In addition, all employees should avoid conflicts of interest that might challenge their duty while at work to promote the best interests of the MVCC community Therefore, employees shall neither directly initiate, participate in, nor influence institutional decisions involving a direct benefit to a close relative. A direct benefit shall be defined as including decisions affecting initial appointment, retention, performance review, promotion, salary, leave of absence, or any other benefit affecting a close relative. Employees may not supervise, at any level, a close relative. For the purposes of this policy, members of the MVCC Board of Trustees are considered employees of the college; they shall be restricted to the same parameters regarding such institutional decisions.
For purposes of this policy, a “close relative” refers to a person related consanguineously ("blood relatives") and to a person related by affinity (“relatives by marriage"). This includes spouses, the employee’s or the spouse’s children, parents, grandparents, great-grandparents, brothers, sisters, half-brothers and half-sisters, grandchildren, great-grandchildren, aunts, uncles, nieces, nephews, first cousins, first cousins once-removed and persons married to them, including adopted, step, and foster relationships, or anyone serving in such a relationship. A close relationship is also considered to exist when there is a committed relationship and/or the persons share the same household.
An employee or prospective employee must report the existence of a close relative relationship, as described above, to the Human Resources Department as soon as a potential conflict is first known. The Employment of Close Relatives policy described herein shall not apply to close relatives who already occupied positions prior to the adoption of this resolution, where such employment would be prohibited by this policy; but it shall apply to these positions and these persons if any reclassification, change in assignment or other significant personnel action occurs. Exceptional circumstances may be reviewed by the Director of Human Resources, the President, and/or the Board of Trustees.
The College maintains an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with someone who can address them properly. In most cases, an employee’s supervisor is in the best position to address an area of concern. However, if an employee is not comfortable speaking with his or her supervisor about a possible violation, or is not satisfied with the supervisor’s response, or if the person is not an employee, such person is encouraged to speak with the Director of Human Resources or any administrator with whom the person feels comfortable discussing the issue. Supervisors and managers are required to report suspected violations to the College’s Director of Human Resources, who has specific and exclusive responsibility to investigate all reported violations. For suspected fraud, or when the forthcoming employee is not satisfied or is uncomfortable with the open door policy, the Director of Human Resources should be contacted directly.
The Director of Human Resources is responsible for investigating and resolving all reported complaints and allegations concerning violations and, at the Director’s discretion, shall advise the President and, as appropriate, the Board of Trustees Audit and Finance Committee. The Director of Human Resources has direct access to the Audit and Finance Committee and is required to report to this Committee at least annually on compliance activity. If the forthcoming employee is not comfortable speaking with the Director of Human Resources or, if the Director is not available, the employee may contact the President or Vice President of Administrative Services. In unusual circumstances, the forthcoming employee may contact the Chair of the Audit and Finance Committee.
ACCOUNTING AND AUDITING MATTERS
The Audit and Finance Committee of the Board of Trustees shall address all reported concerns or complaints regarding College accounting practices, internal controls or auditing. The Director of Human Resources shall immediately notify the Committee of any such complaint and work with the committee until the matter is resolved.
No officer or employee who in good faith reports a violation shall suffer harassment, retaliation or adverse employment consequence because of such filing. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Whistleblower Policy and procedure are intended to encourage and enable employees and others to raise serious concerns within the College rather than seeking resolution outside the College.
ACTING IN GOOD FAITH
Anyone filing a complaint concerning a violation or suspected violation must act in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove to have been made maliciously or knowingly to be false will be viewed as a serious offense and may result in disciplinary action.
Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
HANDLING OF REPORTED VIOLATIONS
The Director of Human Resources will notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.
Emeritus/Emerita or Distinguished Retiree are honorary titles awarded for distinguished service to the academic community.
All full-time employees of MVCC are eligible for consideration for recognition of their contributions to the College upon retirement. Such recognition is conferred by the Board of Trustees. The Trustees may waive any of the criteria in favor of a retiree of exceptional merit.
There shall be two honorary titles: “Emeritus/Emerita” or “Distinguished Retiree”. Administrators with titles Director and above (including all exempt administrators) who have achieved level III status or higher; all faculty who have achieved the rank of associate professor or higher; and all professional staff who have achieved the rank of level III or higher in their position at the time of retirement are eligible for Emeritus/Emerita title. All other staff are eligible for the Distinguished Retiree title. The Emeritus/Emerita title will be preceded by administrative position title at the time of retirement, Professor, or Professional Staff as appropriate.
To be eligible for recognition, a retiree must meet the following criteria:
• Have a minimum of ten years contiguous full-time service at MVCC
• Have retired in good standing
• Have a demonstrated record of meritorious service to the College
Other criteria which should be considered depending on a retiree’s title are:
• The final rank for those who are eligible for promotion
• Consistent service to the College above and beyond the job description
• Consistent service to students
• Consistent fulfillment of professional responsibilities outlined in the job description
• Scholarship or volunteer service within the nominee’s professional field
• Continuous professional development or service to others through professional development
Nominations may be made by any member of the College community. Such nominations are to be made to the retiree’s immediate supervisor and should document how the nominee meets the criteria set forth above. Such nomination will normally be made within three years of retirement.
The supervisor will forward the nomination with the supervisor’s recommendation and justification through the administrative organization until the nominations and justifications reach the appropriate Vice President. The Vice President will review the recommendations, justifications, and the retiree’s personnel file. The Vice President will then forward a recommendation with justification to the President.
The President will review the nominee’s file and make a recommendation to the Board of Trustees for their final decision. Nominees who are being recommended to the Board for recognition and who have held multiple titles, except for promotion in academic rank, will be asked which title they wish used. Those involved in the nomination process including the nominee will be notified of the final outcome.
• Participation in academic processions.
• Use of the College library.
• College ID identifying the person as a “Emeritus/Emerita” or “Distinguished Retiree.”
• College employee fee for cultural events.
• Use of recreational/athletic facilities without cost.
• College e-mail account.
• Parking privileges in an appropriate gated lot as space allows.
• Listing in the College Catalog.
• Invitation to all Distinguished Retiree, Emeritus, and retiree events held by the College.
• Use of complimentary box of business cards with Emeritus or Distinguished Retiree title.
In accordance with the Family and Medical Leave Act of 1993, Mohawk Valley Community College will grant an eligible employee up to 12 weeks of unpaid, job-protected leave for the following reasons:
1 For incapacity due to pregnancy, prenatal medical care or child birth;
2 To care for an employee’s child after birth, or placement for adoption of foster care;
3 To care for the employee’s spouse, son or daughter, or parent, who has a serious health condition; or
4 For a serious health condition that makes the employee unable to perform the employee’s job.
Military Family Leave Entitlements
Eligible employees with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.
FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render this service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list.
Leave as provided by the Family and Medical Leave Act and as stated in these policies and procedures may be available under the appropriate collective bargaining agreements, Policies of the MVCC Board of Trustees, or Oneida County Personnel Rules. Only leave taken in accordance with the Family and Medical Leave Act and these policies and procedures will be designated FMLA leave and will qualify for the benefits provided by the law.
Coordination with Collective Bargaining Agreements, Policies Of The MVCC Board Of Trustees, Or Oneida County Personnel Rules. Where provisions of any of these documents exceed those of these policies and procedures (e.g., sick leave may be used to care for people other than those listed in this policy), the provisions of the other document will prevail. However, such leave will not be FMLA leave. Where an employee is eligible for and is granted more than 12 weeks leave, only the first 12 weeks will be FMLA leave.
Where the provisions of any of these documents exceed with these policies and procedures (e.g., sick leave may be used only for personal illness and not to care for others), the provisions of that document will prevail.
The 12-month period measured forward from the date any employee's first FMLA leave begins. An employee will be informed by Human Resources of the amount of available FMLA leave when the employee applies for FMLA leave.
Eligible Employee Employees are eligible if they have worked for a covered employer for at least one year, for 1,250 hours over the previous 12 months.
Spouses A husband and wife who are eligible for FMLA leave are permitted to take only a combined total of 12 weeks of FMLA leave during any 12-month period if the leave is taken for the birth of a son or daughter or to care for the child after birth, the placement of a son or daughter for adoption or foster care, or to care for the child after placement, or to care for a parent (but not a parent-in-law) with a serious health condition. If one spouse is not eligible for FMLA leave, the other is entitled to the full 12-week FMLA leave. Where a husband and wife both use a portion of the total 12-week FMLA leave for the above purposes, each is entitled to the difference between the amount taken individually and 12 weeks for leave for other FMLA purposes.
Intermittent Leave An employee does not need to use this leave entitlement in one block. Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Employees must make reasonable effort to schedule leave for planned medical treatment so as not to unduly disrupt MVCC’s operations. Leave due to qualifying exigencies may also be taken on an intermittent basis. Leave may be taken to cover absences in increments of no less than one hour.
A. Spouse means a husband or wife as defined or recognized under New York State law for purposes of marriage.
B. Parent means biological parent or an individual who stands or stood in loco parentis to an employee when the employee was a child. This term does not include parents-in-law.
C. Son or daughter means a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is either under age 18, or age 18 or older and incapable of self-care because of a mental or physical disability.
Serious Health Condition A serious health condition is an illness, injury, impairment, or physical or mental condition that involves an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job or prevents the qualified family member from participating in school or other daily activities.
Subject to certain conditions, the continuing treatment requirements may be met by a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.
Paid Leave Employees are required to substitute any accrued earned leave (vacation, personal, compensatory, or sick as appropriate) for unpaid FMLA leave. The period of paid leave will be deducted from the unpaid FMLA leave available under these policies and procedures. Sick leave may only be used for the purposes specified in the appropriate collective bargaining agreement or Board of Trustees Policies.
Health Insurance An employee granted FMLA leave will continue to be covered by the employee's health insurance plan under the same conditions as before the employee went on leave. The employee is required to continue to pay any employee portion of health insurance coverage which the employee normally paid before the leave. If the employee is utilizing accrued and available leave time, the normal amounts will be deducted from the employee's paychecks. If the employee is on unpaid leave, the employee must pay such amounts monthly by check payable to MVCC Health Insurance sent to Human Resources. Employee contribution amounts are subject to any change in rates which occurs while the employee is on leave.
If an employee fails to make the required payments for health coverage within 30 days, MVCC may decide in its sole discretion to terminate coverage. If MVCC pays the employee contributions, the employee will be required to reimburse MVCC for the contributions upon return from leave.
If an employee fails to return from FMLA leave for reasons other than the continuation of a serious health condition of the employee or a covered family member which would entitle the employee to FMLA leave, or circumstances beyond the employee's control, or does not return for at least 30 days, the employee must reimburse MVCC for the employer contributions made while the employee was on unpaid leave. The obligation to reimburse MVCC for any employee contributions made remains. Certification of the reason why the employee did not return is required within 30 days of the end of the leave.
If leave continues beyond the 12-week FMLA leave because of provisions of collective bargaining agreements, Policies of the Board of Trustees, or Oneida County Personnel Rules, health insurance will be provided and paid for under the terms of those documents.
Other Benefits Other benefits while on leave will be provided as specified in the Policies of the MVCC Board of Trustees, collective bargaining agreements, or Oneida County Personnel Rules, as appropriate.
Reinstatement On return from FMLA leave, the employee will be returned to the same position held when leave commenced, or to an equivalent position with equivalent benefits, pay, and other terms and conditions of employment.
The employee's restoration rights are the same as they would have been had the employee not been on leave. Thus, if the employee's position would have been eliminated or the employee would have been terminated but for the leave, the employee would not have the right to reinstatement. Examples of such situations would be a term or grant-funded appointment which has ended, a provisional appointment when a list is established and MVCC is required by Civil Service Law to appoint someone else, non-renewal of probationary appointment, retrenchment or layoff.
If the employee is unable to perform the duties of the position because of physical or mental condition, including continuation of a serious health condition, reinstatement will be governed by Board of Trustees Policies, collective bargaining agreements, Oneida County Personnel Rules, applicable New York State and federal laws, including the Americans with Disabilities Act, as appropriate.
Key Employee Exception If an employee has gross income that is within the top 10% of the College's employees, the College may deny reinstatement to the position held before FMLA leave if the reinstatement will result in substantial and grievous economic injury to the College. An employee will be informed at the time of application for FMLA leave if the employee is in the top 10% and if reinstatement will be denied.
Request For Leave
Employees must provide 30 days advance notice of the need to take FMLA when the need is foreseeable. When 30 days notice is not possible, the employee must provide notice as soon as practicable and generally must comply with the employer’s normal call in procedure.
Submit an Application for FMLA Leave form to Human Resources. Since it is MVCC's responsibility to designate leave as FMLA leave, you must provide sufficient information at the time of the request for MVCC to make that determination. You will also need to submit a Certification by your physician or health care practitioner or other documentation supporting the request for the leave, as appropriate. If an employee fails to provide in a timely manner a requested medical certification to substantiate the need for the leave, MVCC may at its sole discretion deny FMLA leave until the employee submits the certification. If an employee fails to provide fitness-for-duty certification to return to work, if appropriate, MVCC may in its sole discretion not allow the employee to return until the certificate is submitted.
Limitations Except as otherwise stated, these policies and procedures are not intended to create any rights greater than those conferred on employees by the Family and Medical Leave Act of 1993, collective bargaining agreements, Policies of the MVCC Board of Trustees, or Oneida County Personnel Rules. Any benefit or condition of employment which has been discontinued for other employees will not be reinstated upon the employee's return from leave.
Mohawk Valley Community College does not condone and will not knowingly permit sexual harassment. The Board of Trustees expects that all judgments about, and actions toward, students and employees will be based on their qualifications, abilities and performance. This position is in keeping with the spirit and intent of various federal laws and guidelines which address the issue of fair employment practices, ethical standards and enforcement procedures. The procedures in place to assure compliance with this policy are published at (link) and on file in the Human Resources office.
Incidents of workplace violence or threats of workplace violence are not to be ignored by any member of the College. Workplace violence or threats of workplace violence must be promptly reported to the appropriate College official:
1. Any person subjected to, or witnessing, an act of violence should immediately contact Mohawk Valley Community College Public Safety Department (MVCC PSD) at 5777. (MVCC PSD calls 911 as necessary.)
2. Any person subjected to, or witnessing a threat involving violence in the workplace should immediately contact the MVCC PSD at 5777.
3. Any person suspecting a violation of the Workplace Violence Prevention Policy should report the suspicion to his or her supervisor or contact the MVCC PSD at 5777.
A. MVCC will disseminate to all employees a statement regarding all acts of violence, including domestic violence. This statement will be posted in prominent locations accessible to College community members.
B. The College will provide information to all employees about services available through the Employee Assistance Program (EAP) including those designed to help employees deal with any issues related to workplace or family violence.
C. The College will regularly review the workplace environment and minimize, wherever possible, environmental factors which may expose our employees or other members of the College community to violent acts.
D. Employees with questions or complaints about workplace behaviors which fall under the policy may discuss them with their supervisor, a member of management, or with a representative from Human Resources. Concerns will be investigated and appropriate action will be taken. This may include disciplinary action for an employee, in accordance with respective bargaining agreements.
E. The College will provide Workplace Violence Prevention training to all employees at the time of hire. Training will be offered annually thereafter.
F. The College will develop a written Workplace Violence Prevention program, which will be accessible to all employees, upon request. The Workplace Violence Prevention Program will be maintained in the Office of Human Resources and the MVCC PSD.
G. MVCC will provide counseling services or referrals for employees, as appropriate.
A. All employees are responsible for helping to maintain a safe work and educational environment and are urged to take reasonable precautions to prevent violence and other unsafe conditions in the workplace and report indications of increased risk of violent behavior.
B. Employees are required to notify the MVCC PSD whenever an Order of Protection is granted which mentions College property or involves a College employee or other person working at the College. A copy of the Order shall be provided to the MVCC PSD. Appropriate efforts will be made to protect the privacy and sensitivity of the information provided. Employees must also notify their supervisor.
C. Those who are experiencing domestic violence and believe that the violence may extend into the workplace, or employees who believe that domestic or other personal matters may result in violence extending into the workplace, are encouraged to notify their supervisor, and the MVCC PSD. Confidentiality will be maintained to every extent possible.
D. All employees have an obligation to report any incidents of violence or threats of workplace violence to their supervisor and the MVCC PSD immediately. If an employee believes that imminent danger exists, they must contact the MVCC PSD immediately at 5777.
E. Any employee or representative of employees who believes that a violation of a Workplace Violence Protection Policy exists shall bring such matter to the attention of a supervisor. The supervisor will obtain, or assist employee with preparing, a written statement. If, following a written notice, the matter has not been resolved and the employee or representative still believes that a violation of a Workplace Violence Prevention Policy remains, or that an imminent danger exists, the employee or representative should contact one of the following:
1. MVCC PSD (if imminent danger exists) 5777
2. Director or Dean of the area in which the employee reports
3. Vice President of the Division
A. Each dean, director, department chairperson, executive officer, administrator, or other person with supervisory responsibility (hereinafter “supervisor”) is responsible within his/her area of jurisdiction for the implementation of this policy.
B. Supervisors are required to contact the MVCC PSD immediately in the event of imminent or actual violence.
C. Supervisors are expected to:
1. Report to the MVCC PSD any complaint of workplace violence made to him/her or any other incidents of workplace violence of which he/she becomes aware or reasonably believes to exist.
2. Inform their immediate supervisor promptly about any complaints, acts, or threats of violence even if the situation has been addressed and resolved. After having reported such complaint or incident to the MVCC PSD and immediate supervisor, the supervisor should keep the information confidential and disclose it only as necessary during the investigation process and/or subsequent proceedings.
3. Report any knowledge of workplace violence to Human Resources Office or MVCC PSD immediately. Failure of a supervisor to initiate appropriate action may result in administrative action.
4. Mohawk Valley Community College Public Safety Department
A. The MVCC PSD is responsible for
1. Responding to,
2. Intervening in, and
3. Documenting incidents of violence in the workplace
B. The MVCC PSD will immediately log all incidents of workplace violence and will notify the respective supervisor of an incident with his/her employee(s).
C. The MVCC PSD will maintain an internal tracking system of all threats and incidents of violence. Annual reports will be submitted to the President or designee which specify the number, description and disposition of workplace violence incidents, and which recommend policy, training issues, or security procedures that should be implemented to maintain a safe working and learning environment.
D. Security Staff will be trained in workplace violence awareness and prevention, non-violent crisis intervention, conflict management, and dispute resolution.
E. The MVCC PSD will maintain a record of all received Orders of Protection.
5. Office of Human Resources
A. The Office of Human Resources is responsible for:
1. Assisting the Director of Public Safety and supervisors in responding to workplace violence,
2. Facilitating appropriate responses to reported incidents of workplace violence,
3. Notifying the MVCC PSD of workplace violence incidents reported to HR, and
4. Consulting with counseling services as necessary to secure professional intervention.
B. The Office of Human Resources is responsible for providing new MVCC employees with a copy of the Workplace Violence Prevention Policy, Procedure and documented written program, and insuring that employees receive appropriate training pursuant to NYS Labor Law 27b.
C. The Office of Human Resources will also be responsible for annually disseminating the policy and procedure to all employees, as well as posting the policy throughout the campus and on the College’s website, as appropriate. Every employee must sign for receipt of the policy and procedure upon publication or at orientation. Signed receipt will be placed in each employee’s personnel file.
Education and Prevention
In compliance with NYS Labor Law 27b, and in keeping with the College’s interest in making MVCC a safe living, working, and learning environment, the College will provide training to each new member of the organization as part of the orientation process. Employee training will include a comprehensive review of the Workplace Violence Prevention Policy, details about the written Workplace Violence Prevention Procedures, and information about methods to protect themselves from potential risks. Every employee must sign for receipt of the policy and procedure upon publication or at orientation. The signed receipt will be placed in each employee’s personnel file.
No Retaliation Clause
Retaliation against anyone acting in good faith who has made a complaint of workplace violence, who has reported witnessing workplace violence, or who has been involved in reporting, investigating, or responding to workplace violence, is a violation of the policy and will not be tolerated. MVCC will take appropriate formal disciplinary action, which can include penalties up to, and including, termination of employment in accordance with existing collective bargaining unit agreements for those found responsible for retaliatory action.
Employee Assistance Program
Every employee has the right to seek assistance through the Employee Assistance Program (EAP) to deal with any issues of violence, wherever they happen, including outside of the workplace. The College’s EAP offers a professional and confidential source of help for people who need assistance with personal problems or concerns. This service is available to employees and to their families. The program recognizes that employees are people first, and are subject to stress and pressures that affect their ability to be effective at work. Contact Human Resources for the number for the College’s EAP provider MVCA. Brochures are available in the Human Resources office and at new employee orientation. .
In addition to EAP, NYS Balance is available to employees who need assistance to cope with stressful situations. Employees are encouraged to contact NYS Balance at 1-800-320-4760 or to seek professional counseling services for assistance. NYS Balance can also be accessed at http://www.worklife.ny.gov/ Employees are also encouraged to utilize nonviolent conflict resolution through such organizations as the Peacemaker Program.
The College shall maintain the confidentiality of workplace violence to the extent possible. The College will act on the basis of anonymous complaints where it has a reasonable basis to believe that there has been a violation of the policy and that the safety and well-being of members of the College community would be served by such action.
The purpose of this procedure is to secure, at the lowest possible administrative level, a prompt and equitable solution to individual grievances of members of the administrative staff.
A. Grievance -- A "grievance" is an allegation by an administrator that he/she has suffered injury or damage because of a misinterpretation, misapplication or violation of Board Policies and/or administrative procedures.
B. Grievant -- A "grievant" is the excluded administrative staff filing a grievance.
C. Working Day -- A "working day" means a calendar day except a Saturday, Sunday or a scheduled holiday of recess observed by the college.
D. Advisor -- the grievant's "advisor" shall be the person selected by the grievant to provide advice, support and consultation at any point during the grievance process.
3. Steps in Grieving
Any grievance shall be presented through the following procedure, although the grievant is urged to discuss items informally within the department and/or with the immediate supervisor before filing a formal written grievance.
A. Step 1 -- Within thirty days after the event or occurrence giving rise to the alleged grievance, or within thirty days from the date on which the administrator should have reasonable knowledge of its occurrence, the grievant shall present the grievance in writing to the appropriate Dean, Vice President or equivalent position. The statement of grievance shall include:
i. The name of the aggrieved party
ii. A statement of facts upon which the grievance is based
iii. Identification of all provisions of Board policy or administrative procedures alleged to be violated
iv. The date on which the event or occurrence first occurred
v. Such other information which the grievant deems relevant
vi. The remedy or relief requested
The immediate supervisor shall conduct an investigation, may hold a conference and render a decision to the grievant in writing within five working days after receipt of this grievance. In cases where the grievant reports to the President, the initial filing shall be at Step 2.
B. Step 2 -- In the event the aggrieved party is not satisfied with the decision at Step 1, he/she may within five working days of receiving the decision, present an appeal in writing to the President. With this appeal shall be included a copy of the original grievance and the replies received in Step 1. The President or authorized representative shall conduct an investigation and hold a conference within ten working days after receipt of the appeal. Participants in the conference will include the campus President, and the grievant and may include the appropriate supervisor, the grievant's advisor, and such other persons requested by either administration or the grievant. The President or an authorized representative shall render a final decision and the reasons for that decision, in writing, within ten working days after the conference.
4. Failure to Render a Decision or to Appeal
Failure to render a decision at any step of this procedure within the specified time limits, shall permit the grievance to proceed to the next step.
Failure of the aggrieved party to appeal a decision at any step within the specified time limits shall constitute a termination of the grievance,
The time limits specified in this policy may be extended by mutual written agreement.
5. Grievance Level
The initial filing of the grievance should occur at the lowest appropriate administrative level at which a recommendation or action has been initiated or occurred leading to the grievance.
No reprisals of any kind shall be taken by the Board or by any member of the administration against a staff member because of his/her participation in this grievance process.
7. Separate Grievance File
All documents, communications and records dealing with the processing of a grievance, shall be filed in a separate grievance file and shall not be kept in the personnel file of any of the participants.
8. Meetings and Hearings
All meetings and hearings under this process shall not be conducted in public and shall include only the parties and their designated counsel, as well as necessary witnesses. All meetings or hearings will be scheduled so as to not interfere with the grievant’s work schedule.
9. Withdrawal of Grievance
A grievance may be withdrawn, in writing, at any time without prejudice or precedent.