GO 300-12 Grievance Procedure

Question 1

Alternative Dispute Resolution (ADR) Unit

Answer 1

The department unit responsible for processing a variety of employee workplace issues via informal resolution processes such as Grievance, Mediation, Employee Relations, Employee Representative Council (ERC), and Employee Concern Resolution Program (ECRP)

Question 2

Notice of Grievance Meeting Form.

Answer 2

A four-day notice provided to civilian employees prior to any Step I or Step II grievance meeting.

Question 3

Step I Grievance Meeting

Answer 3

A division level meeting usually chaired by a division commander

Question 4

Step II Grievance Meeting

Answer 4

A meeting usually chaired by an assistant chief or equivalent in the employee’s chain of command and ultimately decided by the Chief of Police.

Question 5

Step Ill Civilian Grievance Hearing

Answer 5

A grievance meeting overseen by the Grievance Review Committee. This is the final step in the civilian grievance process

Question 6

Step Ill Classified Grievance Hearing

Answer 6

A grievance meeting chaired by a grievance examiner selected by the Civil Service Commission

Question 7

Step IV Grievance Review

Answer 7

A grievance review chaired by the Police Officers’ Civil Service Commission. This is an appeal process that does not require attendance by the employee or a department representative. This is the final step in the classified grievance process.

Question 8

All employees shall be allowed reasonable time during regular working hours to file a grievance and to attend scheduled grievance meetings or hearings. This time shall ____be charged against the employee

Answer 8

not

Question 9

If at any point in the grievance process an employee verbally or in documentation alleges
___________, then all discrimination-based issues, documents, or testimony shall be excluded from consideration of the grievance process. All allegations of discrimination shall be referred to the appropriate division or office for resolution.

Answer 9

discrimination

Question 10

_____stops the statutory time period mandated in the grievance statute or the applicable Meet and Confer Agreement while an issue under consideration is being handled through another department process. If appropriate, the issue may be returned to the grievance process for continued resolution without jeopardizing statutory time lines

Answer 10

Tolling

Question 11

For discipline to be delegated, both of the following criteria must be met:

Answer 11

a. The discipline shall be no more than a written reprimand or a one- or two-day temporary
suspension.

b. The commander must be in the officer’s chain of command and have reviewed the
administrative investigation that is the subject of the discipline.

Question 12

A classified employee may file a grievance regarding a job performance review only when the overall rating is reduced to less than “________.” A grievance cannot be filed regarding specific performance factors.

Answer 12

Effective

Question 13

All grievance issues shall be first presented to the ______Unit for eligibility review and processing.

Answer 13

Alternative Dispute Resolution (ADR)

Question 14

If the issue is determined to be eligible for the grievance process, an ___________4 shall be completed and a tracking number assigned.

Answer 14

Issue Record Form (IRF)

Question 15

The _______ shall fully explain the grievance process and answer any questions
the employee might have.

Answer 15

grievance coordinator

Question 16

Regardless of the outcome of the meeting, the division commander shall respond in writing to
the Grievance Section no later than ____calendar days after the date the Step I meeting
concluded.

Answer 16

five

Question 17

A minimum of ______hours’ notice shall be given to the grievant before any grievance meeting. Failure to give the ____hour advance notice shall sustain the grievance in favor of the grievant and no further action shall be taken. The officer may elect to waive the ____-hour notice by signing the ____-Hour Notification Form where indicated. This form is available on the HPD Intranet Portal.

Answer 17

48

Question 18

The Step I meeting shall be concluded no later than ___calendar days after the date on which the grievance was filed. The persons in attendance shall fully, candidly, and openly discuss the grievance with the officer in a sincere attempt to resolve the issue.

Answer 18

30

Question 19

The Grievance Section shall provide the grievant with the written response within ___calendar days after the date the grievance meeting concluded.

Answer 19

15

Question 20

If the grievant rejects the department’s Step I resolution, the officer has ___calendar days after the date of receipt of the Step I response to file a Step II grievance. If the officer fails to file a Step II grievance by the deadline, the resolution proposed by the department is considered accepted and the issue shall be closed by ADR.

Answer 20

15

Question 21

The Step II meeting shall be concluded no later than ___calendar days after the date on which the Step II grievance form is filed.

Answer 21

15

Question 22

Regardless of the outcome of the Step II meeting, the assistant chief shall submit a written
recommendation to the Chief of Police within ____ calendar days after the conclusion of the Step II meeting.

Answer 22

five

Question 23

A written response shall be drafted from the Office of the Chief of Police to the grievant and the response shall be forwarded to the Grievance Section within ___calendar days after the date the Step II meeting is concluded.

Answer 23

ten

Question 24

The Grievance Section shall provide the grievant with the written response within __calendar
days after the date the Step II grievance meeting concludes.

Answer 24

15

Question 25

If the grievant formally rejects the department’s Step II response, the grievant may continue the grievance process by completing a Step Ill grievance form at the City of Houston Human Resources Department, Employee Relations Division, within ___calendar days after the date of receipt of the Step II response.

Answer 25

15

Question 26

At Step Ill a ___________ grievance examiner shall preside over a hearing
between the grievant and a department representative designated by the Chief of Police

Answer 26

Civil Service Commission

Question 27

In lieu of a Step Ill grievance hearing, the grievant may elect to use _____in order to
resolve the grievance issue.

Answer 27

arbitration

Question 28

At the conclusion of the Step Ill hearing, the grievance examiner shall prepare written findings
and recommendation(s) for resolution of the grievance. The grievance examiner shall forward
the Step Ill written response to the grievant and the department via certified mail within __
calendar days after the Step Ill hearing concludes

Answer 28

15

Question 29

If the grievance examiner rules against the grievant or the department at Step Ill, either party
may continue the grievance process by completing a Step IV grievance form at the City of Houston Human Resources Department, Employee Relations Division, within __calendar days
after the date of receipt of the Step Ill response.

Answer 29

15

Question 30

The Civil Service Commission shall forward its written findings via certified mail to the grievant and the department within __calendar days after the Step IV review is concluded.

Answer 30

15