3.12.1 Employee Grievance

Policy TrackingDate
ApprovedJuly 10, 2023
RevisedMay 22, 2023
ReviewedMay 22, 2023

In order to maintain a harmonious and cooperative relationship between the College and its employees, the College provides for the settlement of problems and differences through an orderly grievance procedure.  Every employee shall have the right to present his/her problem or grievance free from coercion, restraint, discrimination or reprisal. The Procedure provides for prompt and orderly consideration and determination of employee problems or grievances by supervisors and the President.

A grievance is a written complaint by an employee regarding a specific decision made by another College employee, alleging the decision has adversely impacted the employee making the complaint.  This policy does not apply to the following:  (a) employee disciplinary matters pursuant to Policy 3.11.2; (b) separation from employment for full-time employees pursuant to Policy 3.3.3; (c) discrimination and harassment pursuant to Policy 3.15.1; (d) reduction in force and/or involuntary leave without pay pursuant to Policy 3.13.1; or (e) any other matter that has a specific grievance process outlined in College policy.

  1. Informal Grievance Process
    If an employee has a grievance, it should first be discussed with the employee's immediate supervisor within five (5) College business days from the date of the situation which is grieved.  The supervisor may call higher level supervisors into the discussion if the employee agrees or the supervisor may consult with higher level supervisors to seek any needed advice or counsel from the supervisor's administrative superiors before giving an answer.  The employee shall receive an answer within five (5) College business days or be advised as to the conditions which prevent an answer within five (5) College business days and when an answer may be expected. In any event, an answer shall be provided in writing within ten (10) College business days. The circumstances should be documented by both the supervisor and the grievant.
  2. Formal Grievance Process
    If the decision reached by the Informal Grievance Process is not satisfactory to the grievant, the grievant may file a written grievance with the Director of Human Resources (“Director”) within five (5) College business days after receipt of the Informal Grievance Process decision.  The written grievance must contain with specificity the facts supporting the grievance. Depending on the nature of the appeal, the Director will determine to what extent additional facts will be required. The supervisor and employee shall provide all pertinent information the Director requests and the Director will review the facts and hold whatever discussions deemed necessary.  The Director shall provide his/her written decision to the proper administrators or superiors and grievant within ten (10) College business days of receipt of the grievance. In the absence of an appeal, the Director's decision will be carried out within a reasonable period of time and the grievance considered resolved.
  3. Appeal to the President
    If the decision reached by the Formal Grievance Process is not satisfactory to the grievant, the grievant may, within five (5) College business days receipt of the Director's decision, appeal the Director's decision to the President.  The appeal must be in writing and provided to the President. The President will conduct an “on the record review” of the documents and supporting materials presented during the Formal Grievance Process and, if needed, conduct any further investigation.  The President can accept, reject or modify the Director’s determination and will make a decision within ten (10) College business days and the decision will be communicated to all appropriate persons. The President's decision shall be final.
  4. Grievances Involving the President
    In the event that a grievance is being filed against the President, the grievant shall first follow the Informal Grievance Process outlined above and meet with the President.  If the grievant is not satisfied with the resolution at the Informal Grievance Process, the grievant may continue with the Formal Grievance Process but file the written grievance with the Board Chair.  The Board Chair shall delegate the matter to the College Attorney to conduct an investigation. The Board Attorney will have the authority to conduct the investigation and will file a written report to the Board and the grievant within thirty (30) College business days.
    The Board shall review the Board Attorney’s report and if necessary, allow for the grievant and President to address the Board.  The Board shall issue a written decision within thirty (30) College business days receipt of the Board Attorney’s report.
    In the event that more time is necessary for either the Board Attorney to conduct the investigation and/or the Board to review the matter, the Board Chair may extend all deadlines as necessary.    
  5. Rules 
    Grievances shall be processed according to the following rules:
    1. If at any stage of the grievance the grievant does not take the next step within the time allotted, the grievance shall be settled in the manner recommended or decided by the administration at the last step.
    2. All reference to a number of days in this procedure shall be determined to mean College working days.  In the event, a grievance is not filed or processed in the manner and within the time set forth above, it shall be forever barred.
    3. The grievant may withdraw the grievance at any level.

Blue Ridge Community College Policies and Procedures Manual