Employee Grievance Policy

Section 3.J – Employee Grievance Policy

Vance-Granville Community College is committed to ensuring that every employee has the right to present a legitimate grievance, free from interference, restraint, coercion, unlawful discrimination or reprisal. A grievance is any matter of concern or dissatisfaction arising from the working conditions of an employee, including a disciplinary action taken against the employee, subject to the control of the College. The purpose of this policy is to provide an informal and/or formal outlet to resolve conflicts and disagreements that may arise in the operations and activities of the College.

This policy does not apply to dismissal, layoff, non-renewal, or other matters of employment status unless there is a contention that any such action was in violation of written College policies, procedures, regulations, or in violation of any applicable federal or state law.

A grievance must be presented with reasonable promptness. If processing time limitations are not met by the administrator at each step, the employee may then request higher administrative assistance in obtaining requested relief. If the employee does not meet the stated time limitations, the process will be terminated, and such grievance cannot be resubmitted.

Definitions used in this policy are as follows:

A grievance is an employee allegation that a work-related problem or condition is unfair, inequitable, discriminatory, offensive, and/or a hindrance to effective job performance

(approved July 16, 2018)

Procedures

1. 1. Informal Resolution – VGCC encourages direct communication between employees and supervisors to attempt to address complaints in the spirit of cooperation and compromise. Employees should attempt to resolve a complaint first with their immediate supervisor and then, if the matter remains unsettled, with their supervisor’s supervisor before formally filing a grievance with Human Resources. The College understands, however, that under certain circumstances employees may be justified in skipping a level in the chain of command and initiating their complaint at a higher level.
   2. Documentation Review by Human Resources – Employees who are dissatisfied with the outcome of their informal appeal may file a formal grievance by completing the College adopted grievance form, which is available upon request in Human Resources. In completing the form, employees must provide a specific statement of the grievance, indicate what solution or remedy they expect, and detail their disagreement with any solution or remedy that has thus far been proposed. Any documents that relate to the substance of the grievance or facilitate its understanding should be attached to the grievance form.Employees must submit the grievance form and supporting documentation to Human Resources within 10 College business days after the incident or after the day they first learn of its occurrence to preserve their entitlement to have a grievance reviewed under this procedure. Human Resources will endeavor to forward the grievance and all related documents to the appropriate vice president within 5 working days after receiving the request.
   3. Formal Review by Vice President – Upon receipt of a properly prepared grievance, the vice president will review the submitted grievance form, investigate and conduct informal hearings as deemed necessary by the vice president, and endeavor to inform the employee in writing of his/her decision within 10 College business days after receipt of the employee’s grievance form. The vice president’s decision will stand as final, and all proceedings hereunder will be terminated, unless the employee wishes to appeal the vice president’s decision, or unless the vice president fails to deliver a written decision to the employee in a reasonably timely manner as stipulated herein. In such cases, the employee bears the responsibility for initiating Step 4 of the grievance procedure.To initiate Step 4 of the grievance procedure, employees must submit within 5 College business days a written statement to Human Resources requesting formal review by the President, explaining their objection to the vice president’s decision. Human Resources will endeavor to forward the grievance and all related documents to the President within 5 College business days after receiving the request.
   4. Formal Review by the President – Upon receipt of a properly prepared grievance, the President will review the submitted grievance form, will investigate and conduct hearings as the President deems necessary, and will endeavor to mail a written decision to the employee within 10 College business days after the receipt of the employee’s grievance form. The President’s decision will stand as final, and all proceedings hereunder will be terminated, unless the employee wishes to appeal the President’s decision, or unless the President fails to deliver a written decision to the employee in a timely manner as stipulated herein. In such cases, the employee bears the responsibility for initiating Step
      5 of the grievance procedure. To initiate Step 5 of the grievance procedure, employees must submit within 10 College business days after the President’s decision is mailed to the employee, a written statement to Human Resources requesting formal review by the Board of Trustees, explaining his or her objection to the President’s decision. Within approximately 5 working days after receiving such notification, Human Resources will endeavor to forward the grievance and all related documents to the Personnel Committee of the Board of Trustees.
   5. Formal Review by the Board of Trustees – The Personnel Committee of the Board may elect to review the information to date and render a decision without the personal appearance before them of the parties of the grievance, hear the case themselves, or take other action at their option within 15 days of receipt of the grievance. Except as otherwise expressly provided by law, the decision of the Board or the Personnel Committee of the Board is final.