Grievance Procedures SOP 102.07

Question 1

Effective date of SOP 102.07?

Answer 1

03/01/2017

Question 2

What does the “open door” policy of the DFD encourage from its members?

Answer 2

To discuss their concerns with their immediate supervisors or higher levels of supervision when necessary

Question 3

In the presentation of grievances at any supervisory level what 5 things are employees assured freedom from?

Answer 3

1. Restraint
2. Interference
3. Discrimination
4. Retaliation
5. Reprisal

Question 4

When is the grievance procedure not applicable?

Answer 4

For actions for which the Civil Service Law provides an appeal process

Question 5

True or False? All parties to a grievance shall be allowed to review all documents or information pertaining to the complaint or grievance?

Answer 5

TRUE

Question 6

What is the intent of the grievance procedure?

Answer 6

To resolve grievances informally and systematically at the lowest possible level

Question 7

What is the definition of “Grievance?”

Answer 7

Alleged violation, misinterpretation, or inequitable application of employment-related rules, regulations, policies, or procedures of the DFD or COD other than disciplinary actions and processes in accordance with SOP 102.03 Employee Discipline

Question 8

True or False? The grievance does not necessarily have to be specific?

Answer 8

FALSE

Question 9

What are 6 examples of grievances an employee may have?

Answer 9

1. Application of personnel policies, procedures, rules, and regulations
2. Complaints of discrimination
3. Sexual harassment
4. Harassment
5. Misunderstandings with supervisors or other employees
6. Misinformation such as rumors or allegations of improper behavior or wrong doing

Question 10

What are 4 examples of non-grievable complaints?

Answer 10

1. Establishment and revision of wage or salaries, position classifications or general benefits
2. Work activity accepted by the employee as a condition of employment which may be reasonably expected to be a part of the job function
3. The contents of ordinances, statutes, or established personnel policies, procedures, rules, and regulations
4. Supervisory actions and processes for inappropriate behaviors, unsatisfactory performance, or conduct in accordance with SOP 102.03 Employee Discipline or SOP 108.01 Performance Assessments

Question 11

What does the “Open Door” policy afford the employee to?

Answer 11

The opportunity to informally discuss any concerns they have before going through the informal or formal grievance procedure

Question 12

If an employee wishes to use the open door policy of a high supervisor than their own what must they do?

Answer 12

Notify their immediate supervisor in the form of a request by the employee to are an appointment or schedule a meeting with the higher supervisor

Question 13

Why is the chain of command necessary in the Fire Department?

Answer 13

To maintain effective and efficient communication and coordination of personnel assignments, functions, and decisions

Question 14

Who has the final authority within the Fire Department’s chain of command?

Answer 14

Fire Chief

Question 15

If an employee has a concern with the Fire Chief or the problem has not been resolved at that level to where may they take their concern?

Answer 15

Assistant City Manager over the Fire Chief

Question 16

If the problem is still unresolved after being taken to the Assistant City Manager after the Fire Chief where may an employee take their concern?

Answer 16

City Manager

Question 17

Who has the final authority on all matters within the city?

Answer 17

City Manager

Question 18

How long do supervisory staff members have to respond to employee complaints, problems, and grievances?

Answer 18

No to exceed 20 calendar days

Question 19

What must be used as the initial step in all grievances?

Answer 19

The Informal Grievance Procedure

Question 20

How long does an employee have to report the grievance?

Answer 20

Within 20 calendar days of the action being grieved or the date the grieving party became aware of the incident which is the basis for the grievance

Question 21

True or False? The employee may be represented by another person during both the Informal Grievance Procedure and the Formal Grievance Procedure.

Answer 21

TRUE

Question 22

What is the time allowed between each level of the chain of command in the informal process?

Answer 22

Not to exceed 10 calendar days

Question 23

How will all verbal contacts be documented?

Answer 23

With the date, time, place and result of each contact

Question 24

What is the employees next step if the informal grievance procedure has been followed through the chain of command up to the Fire Chief without satisfactory correction or change?

Answer 24

The employee may seek correction or change through the Formal Grievance Procedure

Question 25

How long does an employee have to file a formal grievance?

Answer 25

Within 10 calendar days of the last time deadline of the Informal Procedure

Question 26

How must the Formal Grievance Procedure be initiated?

Answer 26

Officially submitted in writing

Question 27

True or False? The employee may withdraw the Formal Grievance at any time?

Answer 27

TRUE

Question 28

What is Step 1 of the Formal Grievance Procedure?

Answer 28

File a Formal Grievance in writing with the Fire Chief within 10 calendar days of the last deadline in the Informal Grievance Procedure

Question 29

In Step 2 of the Formal Grievance Procedure with whom will the Fire Chief consult?

Answer 29

Human Resources

Question 30

In Step 2 of the Formal Grievance Procedure how and by when will the Fire Chief inform the employee of his or her decision?

Answer 30

In writing within 15 calendar days from the date the grievance was received by the Fire Chief

Question 31

In Step 3 of the Formal Grievance Procedure if the employee is not satisfied with the decision of the Fire Chief in what time frame and by what means may they submit their grievance to the Assistant City Manager?

Answer 31

In writing within 10 calendar days from the date the decision was received from the Fire Chief

Question 32

In Step 3 of the Formal Grievance Procedure in what time frame and by what means will the Assistant City Manager inform the employee of their decision?

Answer 32

A written decision to the affected employee within 30 calendar days of receipt of the submission of the grievance

Question 33

In Step 4 of the Formal Grievance Procedure if the decision of the Assistant City Manager does not satisfy the employee by what means and in what time frame may they submit their grievance to the City Managers Office?

Answer 33

In writing within 10 calendar days from the date the decision was received from the Assistant City Manager

Question 34

In Step 4 of the Formal Grievance Procedure what will the City Manager review?

Answer 34

The employee’s formal grievance
The Fire Chief’s response
The Assistant City Manager’s decision

Question 35

In Step 3 of the Formal Grievance Procedure what will the Assistant City Manager review?

Answer 35

The employee’s formal grievance

The Fire Chiefs response

Question 36

In Step 4 of the Formal Grievance Procedure by what means and in what time frame will the City Manager render a decision to the affected employee?

Answer 36

A written decision within 30 calendar days of receipt of the submission of the grievance to the City Manager’s Office

Question 37

What occurs if any aggrieved member fails to comply with the time limits established by this procedure?

Answer 37

Forfeit of the grievance

Question 38

Who may extend the time limits set by the procedure?

Answer 38

Mutual consent of the employee making the grievance, the Fire Chief, Assistant City Manager over the FD, or City Manager