Equal Employment Opportunity (Eeo) Policy And Program Administration Form Sample Page 44
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54VA MEDICAL CENTER
POLICY MEMORANDUM 00-307
BRONX, NEW YORK 10468
July 24, 2003
(1) Presenting Grievance Under Informal Procedures:
An employee desiring
consideration of a grievance must first seek informal adjustment of the matter through
supervisory channels. The employee’s request for informal adjustment of a grievance
should be made as soon as possible, but not later than 15 days after the date of the incident
or action upon which the grievance is based or the date upon which the employee became
aware of, or should have become aware of, the incident or action upon which the grievance
is based. The initial presentation, which may be oral or written, is normally made to the
immediate supervisor. If the grievance is presented orally, the employee must make it
clear that he/she is presenting a grievance, in order to distinguish grievances from mere
inquiries.
(2) Resolving Grievances Under Informal Procedure: The supervisor to whom a
grievance has been presented for informal adjustment will attempt to resolve it as
expeditiously as possible, seeking the advice and assistance of others where necessary, and
will give the employee a written decision on the matter within 10 days from the date of the
request for informal consideration. If the relief sought is not granted, the employee should
be advised of the right to present the grievance under the formal procedure. The employee
must complete processing under the informal procedure before a grievance concerning the
same matter will be accepted for processing under the formal procedure.
E. Formal Grievance:
(1) If the employee is not satisfied with the informal answer, he or she may present the
grievance in writing under the formal procedure. The formal grievance must be filed
through supervisory channels within 10 days after receipt of the answer under the informal
procedure. The formal grievance must contain sufficient detail to identify and clarify the
basis for the grievance. It must contain the following information:
(a) The specific action or incident on which the grievance is based; the date the
action or incident occurred, and the date the employee first learned of the action.
(b) The reason(s) the employee believes that the action was unjustified or that he
or she was treated unfairly.
(c) A copy of any specific policy (agency, station, etc.), written agreement, or
provision believed to have been violated, and an explanation of how the violation
affected the employee.
(d) The corrective action desired by the employee. If the formal grievance does
not contain a statement of grievance, giving essentially the information specified
above, the deciding official will return the grievance to the employee so that the
necessary information may be furnished.
(2) Routing Formal Grievance: The immediate supervisor or other official receiving
the employee’s formal grievance will refer it promptly to the Medical Center Director.
The Human Resources Management Officer will be notified promptly by the Director and
will establish a grievance file, which will contain the employee’s grievance, designation of
representative, written replies, etc. The grievance file will be made available to the
employee or the employee’s representative for review.
(3) Resolving Formal Grievance:
Unless it is rejected or returned for additional
information, the Director will review the employee’s grievance and the grievance file and
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