RULE 11

RULE 11 - NON-DISCIPLINARY MATTERS - EMPLOYEE REVIEW REQUESTS

(For General Non-Represented Employees Only)

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(See Union PBA Contract for Police Employees)

(See Teamsters Union Contract for Bargaining General Employees)

	Purpose (11.1)
	Employee Review Requests - Step 1, (Supervisor) (11.2)
	Employee Review Requests - Step 2, (Department Head) (11.3)
	Employee Review Requests - Step 3, (City Manager or City Auditor and Clerk, for their respective employees) (11.4)
	Employee Review Requests Form for General Non-Represented Employees
	Time Line –Employee Review Requests for General Non-Represented Employees

Purpose:

The purpose of this rule is to outline the process available to General Employees to resolve non-disciplinary work related problems.

11.2 Employee Review Requests – Step 1 (Supervisor):

Only non-disciplinary matters may be resolved through this informal employee review request procedure. Certain disciplinary matters may be addressed pursuant to Rule 5.8(G). When an employee believes that there is a basis for an informal request, the employee shall, within three (3) working days after the act or condition that is the basis of the request became known or should have been known to the employee, schedule a meeting with his/her immediate supervisor to informally discuss the request.

The meeting will take place within three (3) working days of the date the employee notifies the supervisor. If the request is not resolved to the employee’s satisfaction as a result of the informal discussion, the employee may utilize the following Non-Disciplinary Procedure.

11.3 Employee Review Requests – Step 2 (Department Head):

To initiate the employee review request procedure, the employee shall present the request in writing to his/her department head (or department director, if no department head) within five (5) working days from the date of the initial informal discussion with the employee’s supervisor.

The written request shall contain a complete statement of the request, the alleged facts upon which the request is based, and the remedy requested. The request shall be signed and dated by the employee. The written request shall also state the disposition of the request at the informal resolution stage. The department director/head should, within five (5) working days of receipt of the written request, meet with the employee, and the immediate supervisor to discuss the request.

The department head must answer the request, in writing, within five (5) working days of the meeting. If a request has not been resolved to the satisfaction of the employee, the employee may proceed to Step 3.

11.4 Employee Review Requests – Step 3 (City Manager or City Auditor and Clerk, for their Respective Employees):

In the event the employee is not satisfied with the disposition of the request by the department head or if no disposition has been made within the time limits specified, the employee may submit the same written request, in writing, to the City Manager or City Auditor and Clerk, for their respective employees, within five (5) working days of the date of disposition or the expiration of the time limits for a disposition.

Within five (5) working days of receipt of the written request, the City Manager or City Auditor and Clerk, for their respective employees, or his/her designee will meet with the employee and, if requested, an employee representative, and any other individual deemed by the City Manager or City Auditor and Clerk, for their respective employees, to be necessary.

The City Manager or City Auditor and Clerk, for their respective employees, or his/her designee, must furnish a written disposition of the request, within five (5) working days of such meeting, to the employee, the immediate supervisor, the department director/head, and the Director of Human Resources.

The decision of the City Manager or City Auditor and Clerk, for their respective employees, or his/her designee shall be final and binding in all cases. No further appeals are allowed.

EMPLOYEE REVIEW REQUESTS FOR GENERAL NON-REPRESENTED EMPLOYEES

(Reference Personnel Rule 11)

NAME OF EMPLOYEE:___________________________________________ EMPLOYMENT DATE: _______________________

(Print) First, Middle Initial, Last Name

DEPARTMENT:__________________________________________________ CLASSIFICATION: __________________________

DATE OF INCIDENT: ______________________________________ LOCATION: _________________________________

STATEMENT OF REQUEST: {please attach additional comments if needed and state what Personnel Rule or Regulation has allegedly been violated}

RESOLUTION REQUESTED: {please attach additional comments if needed}

EMPLOYEE'S SIGATURE:_______________________________________________________________________________________

DATE OF EMPLOYEE'S SIGNATURE: _____________________________________

STEP #1 - SUPERVISOR (See Rule 13.2)

1.A: THE PROBLEM MUST BE SUBMITTED TO THE EMPLOYEE'S IMMEDIATE SUPERVISOR (within seven (7) calendar days of the time of occurrence of the problem)

DATE WRITTEN INCIDENT SUBMITTED TO SUPERVISOR: _____________________________________________ (accompanied by form)

1.B: RESPONSE BY SUPERVISOR {please attach} (within seven (7) working days after receipt of the incident in writing, the supervisor will give the employee a written answer to the incident).

SUPERVISOR’S SIGNATURE CONFIRMING RESPONSE:_______________________________________________

DATE OF RESPONSE: ___________________________

EMPLOYEE'S ACKNOWLEDGMENT OF RESPONSE: Resolved Not Resolved

EMPLOYEE'S SIGNATURE: _________________________________________________________________________

DATE OF EMPLOYEE'S SIGNATURE: ___________________________

STEP #2 - DEPARTMENT HEAD (See Rule 13.3)

2.A: IF THE SPECIFIC INCIDENT IS NOT RESOLVED BY THE SUPERVISOR, THE EMPLOYEE MAY REQUEST IN WRITING AN APPOINTMENT WITH THE DEPARTMENT HEAD (within three (3) working days after receipt of the supervisor's decision in step #1)

DATE EMPLOYEE REQUESTED MEETING WITH DEPT. HEAD:___________________

EMPLOYEE'S SIGNATURE: __________________________________________________________________

DATE OF EMPLOYEE'S SIGNATURE: ___________________________

2.B: DEPARTMENT HEAD SCHEDULES APPOINTMENT : __________________________________________

(within seven (7) working days).

2.C: DEPARTMENT HEAD'S SIGNATURE CONFIRMING RESPONSE: _______________________________

(Department Head responds in writing within ten working days after meeting)

DATE OF RESPONSE: {please attach comments} ___________________________

EMPLOYEE'S ACKNOWLEDGEMENT OF RESPONSE: Resolved Not Resolved

EMPLOYEE'S SIGNATURE: ____________________________________________________________________________

DATE OF EMPLOYEE'S SIGNATURE: ______________________________________

STEP #3 – CITY MANAGER/CITY AUDITOR AND CLERK (See Rule 13.4)

3.A: DATE OF FINAL DECISION: ________________________________

(The City Manager or City Auditor and Clerk, for their respective employees, responds in writing to the employee within five (5) days after meeting with the employee)

SIGNATURE OF CITY MANAGER/CITY AUDITOR AND CLERK: ______________________________________

DATE OF CITY MANAGER/CITY AUDITOR AND CLERK’S SIGNATURE: ______________________________

The final and binding decision of the City Manager or City Auditor and Clerk, for their respective employees, will be distributed to the employee, employee’s Department Head, and the Director of Human Resources.

GENERAL NON-REPRESENTED EMPLOYEE REVIEW REQUEST SUMMARY

STEP #1: SUPERVISOR	1.A	The problem must be submitted to the employee's immediate supervisor within three (3) calendar days of the time of occurrence of the problem.
	1.B	Supervisor provides written response to employee within five (5) working days.
STEP #2: DEPARTMENT HEAD	2.A	Employee request in writing a meeting within five (5) working days after receipt of supervisor's reply.
	2.B	Department Head schedules appointment within five (5) working days.
	2.C	Department Head responds in writing within five (5) working days after meeting.
STEP #2: CITY MANAGER/ CITY AUDITOR AND CLERK	3.A	Employee requests, in writing, a meeting with the City Manager or City Auditor and Clerk, within five (5) working days after written receipt of Department Head’s reply
	3.B	Final decision. The City Manager or City Auditor and Clerk, for their respective employees, respond with a written disposition to the employee within five (5) working days after meeting with employees.

Note: City Manager or City Auditor and Clerk, for their respective employees may extend the time frames, if necessary.

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