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ADMINISTRATIVE PROCEDURE MANUAL - DOC

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					                                ADMINISTRATIVE PROCEDURE MANUAL
              SECTION TITLE                                                                 NUMBER     PAGE
              EMPLOYEE COMPLAINT PROCESS                                                     03-1402   1 OF 5
              BASED ON BOARD OF TRUSTEES’ RULE AND TITLE                                     DATE ADOPTED
              6Hx7-3.55 Grievance Procedures                                                   May 16, 2006


PURPOSE

The purpose of this section is to outline the steps to be taken in the complaint process.

PROCEDURE
The following general provisions shall apply to all complaints.
       Complaints shall be processed promptly and expeditiously.

       Complaints shall be adjudicated according to the terms of this procedure, time of filing not
       withstanding.

       Communication and decisions concerning the complaint at Step I and II shall be in writing as
       provided in this procedure.

       Either party shall be permitted a representative at all levels of the complaint procedures once the
       complaint is reduced to writing, provided requests for such are filed two (2) days prior to the
       hearing with the appropriate hearing officer.

       There shall be no additional evidence submitted during the complaint process once a formal
       complaint has been filed, except as provided in the definitions and explanations of evidence.

       Failure by a complainant to process a complaint within the specified time limits shall render the
       complaint as settled in favor of the College.
       Failure by the College to issue a decision within the specified time limit shall render the complaint
       advanced to the next level.
       Time limits as provided herein shall not include Saturdays, Sundays, or College holidays.
       The number of days indicated at each step is the maximum, and every effort should be made to
       expedite the process.
       Time limits may be extended by mutual written consent of the parties to the complaint.
       Hearings may be held in the evenings or on weekends to accommodate the College work schedule
       of the complainant.
       The complainant shall bear the cost, if any, of preparing and presenting his or her own case.
       Complaint files of record shall be maintained in the office of the supervising Vice
       President/Campus President.
       The decision of the College President or Vice President/Campus President shall be accepted in
       good faith.


       The College President's or Vice President's/Campus President’s decision shall be immediately
       implemented.
                                ADMINISTRATIVE PROCEDURE MANUAL
              SECTION TITLE                                                               NUMBER       PAGE
              EMPLOYEE COMPLAINT PROCESS                                                   03-1402     2 OF 5
              BASED ON BOARD OF TRUSTEES’ RULE AND TITLE                                   DATE ADOPTED
              6Hx7-3.55 Grievance Procedures                                                 May 16, 2006


Any employee of the College who has a complaint as defined herein shall first informally discuss the
matter with the employee's immediate supervisor in an effort to resolve the concern(s) so expressed within
sixty (60) days following the event which gave rise to the alleged dispute.

Step I of the Complaint Process

If discussion between the employee and the immediate supervisor does not resolve the concern to the
satisfaction of the employee, the employee may, within ten (10) days following the initial conference, file
a written request for a hearing on the matter with the appropriate level three administrator.

Within ten (10) work days of the receipt of the complaint, the appropriate level three administrator shall,
after a review of the record, propose a solution to the complainant or, as an alternative, schedule a meeting
with the complainant at which time a resolution to the complaint would be offered and reduced to writing.

Step II of the Complaint Process

Should the complainant be dissatisfied with the resolution proposed at Step I, the complainant shall,
within five (5) days thereafter, request in writing a review of the matter by the Vice President/Campus
President.

Upon receipt of the request, the Vice President/Campus President shall review the matter as deemed
appropriate, and based on this review, provide a final position on the matter to the complainant in writing
within ten (10) days following the request. The review by the Vice President/Campus President may
include, but is not limited to a review of the written record, meeting(s) with the involved parties, or such
other action as may deemed appropriate in light of the circumstances.

FORMS/MATERIALS

The following forms/materials may be obtained from the General Counsel's office.

       Employee Complaint Form - Step 1
       Sample Memo - Response to Complainant (Solution)
       Sample Memo - Response to Complainant (Meeting)
       Employee Complaint Form - Step 2




Adopted Date: May 11, 1995
Revision Date: May 16, 2006
                                ADMINISTRATIVE PROCEDURE MANUAL
              SECTION TITLE                                                                NUMBER       PAGE
              EMPLOYEE COMPLAINT PROCESS                                                    03-1402     3 OF 5
              BASED ON BOARD OF TRUSTEES’ RULE AND TITLE                                     DATE ADOPTED
              6Hx7-3.55 Grievance Procedures                                                   May 16, 2006




MEMORANDUM


TO:          (Name of Complainant)

FROM:        (Name of Level Three Administrator)

RE:          Complaint filed with my office on (date) concerning (Nature of Complaint)

DATE:        (Date of this memorandum)


Pursuant to the Complaint Procedure you and I met on (date of the meeting) concerning the above
captioned matter.

You are hereby notified that it is my decision that: (indicate the decision and cite the reasons therefore as
appropriate).

You are further notified that a signed copy of this memorandum, together with my file on the matter, shall
be forwarded to the appropriate Vice President/Campus President.




Signature of Level Three Administrator
                               ADMINISTRATIVE PROCEDURE MANUAL
              SECTION TITLE                                                            NUMBER      PAGE
              EMPLOYEE COMPLAINT PROCESS                                                03-1402    4 OF 5
              BASED ON BOARD OF TRUSTEES’ RULE AND TITLE                                DATE ADOPTED
              6Hx7-3.55 Grievance Procedures                                              May 16, 2006




NOTICE OF APPEAL


TO:          (Vice President/Campus President)

DATE:        (Date of this memorandum)



This is my official notice of appeal of the decision rendered by (Name) on in response to my complaint
which was filed on (date).



Signature:                            Date



Reason for Appeal:
                                ADMINISTRATIVE PROCEDURE MANUAL
              SECTION TITLE                                                                NUMBER        PAGE
              EMPLOYEE COMPLAINT PROCESS                                                    03-1402      5 OF 5
              BASED ON BOARD OF TRUSTEES’ RULE AND TITLE                                     DATE ADOPTED
              6Hx7-3.55 Grievance Procedures                                                   May 16, 2006




MEMORANDUM


TO:          (Name of Complaint)

FROM:        (Name of Administrator)

RE:          (Notice of Meeting Concerning Complaint Request)

DATE:        (Date of this memorandum)

You are hereby notified that, in response to your request for a meeting with my office dated            and
concerning the complaint you filed on (date), I have scheduled the meeting for (time), (date), in (location).

If it is not possible for you to attend the meeting at the above time, please notify this office immediately so
that an acceptable alternate schedule can be selected.




Signature of Administrator

				
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