Administrative Services

Appendix Q - Civil Service Employee Grievance Policy

Informal Resolution:

Western Illinois University encourages informal resolution of all employee complaints. Any employee offering any complaint should feel free to present such complaint to his/ her supervisor and, in this regard, each supervisor has an obligation to make every effort to informally resolve employee complaints as they arise.

Formal Procedure for filing a Grievance:

Section 1

An employee may file a formal grievance when an incident arises concerning possible improper interpretation or application of the Board of Trustees Policies, Regulations, and/or policies, rules, and procedures established by Western Illinois University. In order to follow procedure, the grievant must discuss the problem with his/her supervisor within five working days of the incident.

Section 2

If this discussion does not provide the employee with the desired satisfaction, a written statement of the problem must be submitted to the Director of Human Resources, or designee, within ten working days of the discussion under #1 above. Within ten working days following, the Director of Human Resources, or designee, shall review the issue and resolution offered by the Supervisor and then respond to the employee's grievance in writing. The Director of Human Resources, or designee, shall be free to informally discuss the issue with the Civil Service Appeals Committee.

Section 3

If the response of the Director of Human Resources, or designee, is not satisfactory to the employee, the employee may submit the grievance to the Civil Service Appeals Committee within five working days following receipt of the response. The purpose and function of the Appeals Committee is to adequately investigate the issue and the offered resolutions and then to submit a recommendation to the University President, or designee, for review and final determination of the issue. The Appeals Committee shall be free to consult with the Director of Human Resources, or designee, the grievant, supervisory/management personnel and other concerned parties, if such consultation will benefit the Committee in arriving at a recommendation. The decision of this Committee however, must not violate any present policy, procedure, or regulation which has been established by the BOT or the University. The Appeals Committee may also recommend that present policies be changed.

Section 4

The University President, or designee, shall review the issue of the grievant, the offered resolutions of the Supervisor and the Director of Human Resources, or designee, and the recommendations of the Appeals Committee before rendering a final and binding determination.

This grievance procedure does not supersede or amend the employee's appeal rights as defined by any laws, statutes, approved Board of Trustees of Western Illinois University collective bargaining agreement, or Merit Board rules.

Membership:

The Civil Service Appeals Committee shall be a standing committee of the Civil Service Employees Council. The membership of the Committee shall be: (1) one member from each of the five recognized employee groups, (2) one member from the Civil Service Employees Council, and (3) Western's representative on the State University Civil Service System Employee Advisory Committee to the Merit Board. Each member shall have voting rights. The members of the Civil Service Appeals Committee shall be appointed by the Council. The terms of membership of the Civil Service Appeals Committee shall be in accordance to Article II of the By Laws of the Civil Service Employees Council Constitution.

Civil Service Handbook

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