MANAGING THE GRIEVANCE PROCESS By  Mahendra Srivastava v0806
Agenda <ul><li>Introduction and Objectives </li></ul>
Objectives <ul><li>At the completion of this workshop you will have gained an understanding of: </li></ul><ul><li>The Purp...
Purpose of the Grievance Procedure <ul><li>Allow union members to appeal decisions and resolve problems </li></ul><ul><li>...
How to Prevent a Grievance <ul><li>Identify potential causes  </li></ul><ul><li>Correct problems promptly </li></ul><ul><l...
If you Receive an Employee Grievance  <ul><ul><li>First and foremost… </li></ul></ul><ul><ul><li>Don’t panic! </li></ul></...
Grievance Timelines <ul><li>Refer to the appropriate union contract article/section titled “Grievance Procedure” for the a...
Benefits of Early Settlement <ul><li>At any point during the grievance process, the parties can agree to an early settleme...
Steps in the Grievance Process <ul><li>The  number  of steps in the grievance process differ according to the union involv...
Steps in the Grievance Process <ul><li>ORAL GRIEVANCE: </li></ul><ul><li>Employee presents oral grievance to immediate sup...
Steps in the Grievance Process <ul><li>WRITTEN GRIEVANCE: </li></ul><ul><li>If the oral grievance is not satisfactorily ad...
Steps in the Grievance  Process <ul><li>GRIEVANCE ADVANCED TO EMPLOYEE/LABOR RELATIONS:  </li></ul><ul><li>If the matter i...
Preparing for a Grievance  <ul><li>Investigate the complaint and organize the case before the meeting by determining the f...
Conducting the Grievance Meeting <ul><li>Discuss the matter rationally: </li></ul><ul><ul><li>Review the grievance with th...
Preparing the Grievance Response <ul><ul><li>Adhere to the timeline for your response. </li></ul></ul><ul><ul><li>Provide ...
Preparing for Grievance Meeting with Employee/Labor Relations  <ul><li>Employee/Labor Relations will facilitate the proces...
Arbitration <ul><li>If the matter is not satisfactorily adjusted in the previous step (Employee/Labor Relations), or an an...
Arbitration <ul><li>Preparing for the Arbitration Hearing: </li></ul><ul><li>Once an Arbitration hearing date has been det...
Arbitration <ul><li>The Arbitration Hearing: </li></ul><ul><li>The Union presents their case first if it is a non-discipli...
Arbitration  <ul><li>Arbitration as a last resort: </li></ul><ul><li>A quasi-judicial process </li></ul><ul><li>Gives arbi...
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Grievance Process

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Grievance Process

  1. 1. MANAGING THE GRIEVANCE PROCESS By Mahendra Srivastava v0806
  2. 2. Agenda <ul><li>Introduction and Objectives </li></ul>
  3. 3. Objectives <ul><li>At the completion of this workshop you will have gained an understanding of: </li></ul><ul><li>The Purpose of the Grievance Procedure </li></ul><ul><li>How to Prevent a Grievance </li></ul><ul><li>Grievance Timelines </li></ul><ul><li>Benefits of Early Settlement </li></ul><ul><li>Steps in the Grievance Process </li></ul><ul><li>Preparing for a Grievance </li></ul><ul><li>Conducting the Grievance Meeting </li></ul><ul><li>Preparing the Grievance Response </li></ul><ul><li>Preparing for the Grievance Meeting with Employee/Labor Relations </li></ul>
  4. 4. Purpose of the Grievance Procedure <ul><li>Allow union members to appeal decisions and resolve problems </li></ul><ul><li>Allow employees to voice concerns regarding: </li></ul><ul><ul><li>Interpretation of Agreement </li></ul></ul><ul><ul><li>Application of Agreement </li></ul></ul><ul><ul><li>Compliance with Agreement </li></ul></ul><ul><ul><li>Corrective Action </li></ul></ul><ul><ul><li>Past Practice </li></ul></ul><ul><ul><ul><li>Mutuality (known by both parties) </li></ul></ul></ul><ul><ul><ul><li>Consistency </li></ul></ul></ul><ul><ul><ul><li>Bridge Effect (more than one contract) </li></ul></ul></ul><ul><ul><ul><li>The contract is silent (practice cannot contradict contract) </li></ul></ul></ul><ul><li>Keep lines of communication open </li></ul>
  5. 5. How to Prevent a Grievance <ul><li>Identify potential causes </li></ul><ul><li>Correct problems promptly </li></ul><ul><li>Encourage corrective suggestions </li></ul><ul><li>Establish and reaffirm policies and work rules </li></ul><ul><li>Communicate and give advance notice of changes </li></ul><ul><li>Keep employees informed of their progress </li></ul><ul><li>Be objective </li></ul><ul><li>Learn to listen </li></ul><ul><li>Be consistent </li></ul>
  6. 6. If you Receive an Employee Grievance <ul><ul><li>First and foremost… </li></ul></ul><ul><ul><li>Don’t panic! </li></ul></ul><ul><ul><li>Hold your temper! </li></ul></ul><ul><ul><li>Take charge! </li></ul></ul><ul><ul><li>Consider the possibility of early settlement… </li></ul></ul>
  7. 7. Grievance Timelines <ul><li>Refer to the appropriate union contract article/section titled “Grievance Procedure” for the applicable time limits for receiving and responding to grievances. </li></ul><ul><li>Also note: </li></ul><ul><li>Any grievance not answered within the time limits specified shall be submitted to the next step (Union). </li></ul><ul><li>Any grievance not appealed to the next succeeding step in writing within the time limits specified will be considered withdrawn and not eligible for further appeal (Management). </li></ul>
  8. 8. Benefits of Early Settlement <ul><li>At any point during the grievance process, the parties can agree to an early settlement. The benefits include: </li></ul><ul><li>Quick resolution </li></ul><ul><li>Employee frustration avoided </li></ul><ul><li>Supervisor/Steward credibility </li></ul><ul><li>Union/University credibility </li></ul><ul><li>Respect of employees gained </li></ul><ul><li>Prolonged conflict avoided </li></ul><ul><li>“ Local” control maintained </li></ul>
  9. 9. Steps in the Grievance Process <ul><li>The number of steps in the grievance process differ according to the union involved, but each contain the following: </li></ul><ul><li>Oral Grievance </li></ul><ul><li>Written Grievance </li></ul><ul><li>Grievance Advanced to Employee/Labor Relations </li></ul><ul><li>Arbitration </li></ul>
  10. 10. Steps in the Grievance Process <ul><li>ORAL GRIEVANCE: </li></ul><ul><li>Employee presents oral grievance to immediate supervisor within timeframe specified in Agreement. </li></ul><ul><li>Employee may request presence of union steward during discussion. </li></ul><ul><li>Supervisor provides written response to the oral grievance within timeframe specified in Agreement. </li></ul>
  11. 11. Steps in the Grievance Process <ul><li>WRITTEN GRIEVANCE: </li></ul><ul><li>If the oral grievance is not satisfactorily adjusted: </li></ul><ul><li>The area steward can submit the grievance in writing to the department head (or designated representative) on a standard grievance form signed by the employee. </li></ul><ul><li>The grievance must be submitted in writing within the timeframe specified in the Agreement. </li></ul><ul><li>The department will arrange a grievance meeting between the department head (or designated representative) and the grievant, the steward, and/or Business Agent of the union. </li></ul><ul><li>The Department shall submit a written response to the grievance within timeframe specified in Agreement. </li></ul>
  12. 12. Steps in the Grievance Process <ul><li>GRIEVANCE ADVANCED TO EMPLOYEE/LABOR RELATIONS: </li></ul><ul><li>If the matter is not satisfactorily adjusted in the previous (written) step, or an answer is not given within the time specified: </li></ul><ul><li>The written grievance previously submitted shall be forwarded to Employee/Labor Relations within the timeframe specified in the Agreement. </li></ul><ul><li>Employee/Labor Relations will arrange a grievance hearing meeting with the union staff representative, the aggrieved employee and management. </li></ul><ul><li>Employee/Labor Relations will arrange a meeting prior to the actual grievance hearing for the purpose of preparation (management). </li></ul><ul><li>Employee/Labor Relations shall reply to the grievance within the timeframe specified in the Agreement. </li></ul>
  13. 13. Preparing for a Grievance <ul><li>Investigate the complaint and organize the case before the meeting by determining the following: </li></ul><ul><ul><li>Who is involved? </li></ul></ul><ul><ul><li>Where did the situation occur? </li></ul></ul><ul><ul><li>When did the incident occur? </li></ul></ul><ul><ul><li>Why did the situation occur? </li></ul></ul><ul><ul><li>What are the circumstances? </li></ul></ul><ul><ul><li>What was the impact to the operation/business as a result of the situation/incident? </li></ul></ul><ul><ul><li>What remedy is the grievant seeking? </li></ul></ul>
  14. 14. Conducting the Grievance Meeting <ul><li>Discuss the matter rationally: </li></ul><ul><ul><li>Review the grievance with the grievant and the representative. </li></ul></ul><ul><ul><li>Do not bargain with the grievant or the steward. </li></ul></ul><ul><ul><li>Be certain that you have all of the information you need before responding. </li></ul></ul><ul><ul><li>Do not respond to a demand for an “instant” answer. A possible exception is a matter of health and/or safety. </li></ul></ul>
  15. 15. Preparing the Grievance Response <ul><ul><li>Adhere to the timeline for your response. </li></ul></ul><ul><ul><li>Provide an answer that is concise and complete. Brevity is important. If you need help in providing an answer, obtain assistance from Employee/Labor Relations. </li></ul></ul><ul><ul><li>Obtain acknowledgement of receipt of your answer from the grievant/steward, including time and date. </li></ul></ul>
  16. 16. Preparing for Grievance Meeting with Employee/Labor Relations <ul><li>Employee/Labor Relations will facilitate the process at this step. The process includes: </li></ul><ul><li>Schedule ‘prep’ meeting with the department/management before the date of grievance meeting. </li></ul><ul><li>Serve as hearing officer. </li></ul><ul><li>Determine who should be involved in the meeting, including identifying any witnesses. </li></ul><ul><li>Determine what information must be captured on record. </li></ul><ul><li>Discuss the format of the grievance meeting. </li></ul><ul><li>Provide written response. </li></ul>
  17. 17. Arbitration <ul><li>If the matter is not satisfactorily adjusted in the previous step (Employee/Labor Relations), or an answer is not given within the time specified, the union may, by written notice, request the grievance be advanced to an arbitrator. </li></ul><ul><li>Arbitration is a method of settling disputes through an impartial third party whose decision is final and binding. </li></ul>
  18. 18. Arbitration <ul><li>Preparing for the Arbitration Hearing: </li></ul><ul><li>Once an Arbitration hearing date has been determined, the department will meet with Employee/Labor Relations and the University’s legal representative to fully ‘prep’ for the hearing. </li></ul><ul><li>The University’s legal representatives lead the Arbitration process. </li></ul>
  19. 19. Arbitration <ul><li>The Arbitration Hearing: </li></ul><ul><li>The Union presents their case first if it is a non-disciplinary matter. Otherwise, the Employer goes first. </li></ul><ul><li>The burden of proof is on the Union for all issues except discipline. Otherwise, the burden is on the Employer. </li></ul>
  20. 20. Arbitration <ul><li>Arbitration as a last resort: </li></ul><ul><li>A quasi-judicial process </li></ul><ul><li>Gives arbitrator power to issue a decision/award which may result in: </li></ul><ul><ul><li>a win-lose situation </li></ul></ul><ul><ul><li>an Arbitrator-crafted decision </li></ul></ul><ul><li>Parties lose control of dispute resolution </li></ul><ul><li>Costly </li></ul>
  21. 21. Question & Answer Session
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