HCSD — Standard Operating Procedures

903.1 PURPOSE AND SCOPE

The purpose of this policy is to provide guidelines for the Hartwell County Sheriff’s Department grievance system. The grievance system is intended to facilitate communication and to promptly and equitably address employee grievances in the workplace.

903.1.1 GRIEVANCE DEFINED

A grievance is any difference of opinion concerning terms or conditions of employment or the dispute involving the interpretation or application of any of the following documents by the person(s) affected:

• This Policy Manual
• County rules and regulations covering personnel practices or working conditions Grievances may be brought by an individual affected employee Specifically outside the category of grievance are complaints related to allegations of discrimination or harassment subject to the Discriminatory Harassment Policy. Also outside the category of grievances are personnel complaints regarding any allegation of misconduct or improper job performance against any office employee that, if true, would constitute a violation of office policy, federal, state, or local law as set forth in the Personnel Complaint Policy.

903.2 PROCEDURE

The Sheriff, Undersheriff, or the authorized designee shall be responsible for coordinating the grievance process.

Except as otherwise required under a collective bargaining agreement, if an employee believes that they have a grievance as defined above, then that employee shall observe the following procedure:

• Attempt to resolve the issue through informal discussion with their immediate supervisor.
• If after a reasonable amount of time, generally seven days, the grievance cannot be settled by the immediate supervisor, the employee may request an interview with the Division Commander of the affected division or bureau.
• If a successful resolution is not found with the Division Commander, the employee may request a meeting with the Sheriff.
• If the employee and the Sheriff are unable to arrive at a mutual solution, then the employee shall proceed as follows:

1. Submit in writing a written statement of the grievance and deliver one copy to the Sheriff and another copy to the immediate supervisor and include the following information:

• The basis for the grievance (i.e., what are the facts of the case?)
• Allegation of the specific wrongful act and the harm done
• The specific policies, rules, or regulations that were violated
• What remedy or goal is being sought by this grievance
• The employee shall receive a copy of the acknowledgment signed by the supervisor including the date and time of receipt.
• The Sheriff will receive the grievance in writing.

The Sheriff, Undersheriff and their Office Manager, or an authorized designee will review and analyze the facts or allegations and respond to the employee within 14 calendar days. The response will be in writing, and will affirm or deny the allegations.

The response shall include any remedies if appropriate.

The decision of the Office Manager is considered final.

903.3 GRIEVANCE RECORDS

At the conclusion of the grievance process, all documents pertaining to the process shall be forwarded to Administration for inclusion into a secure file for all written grievances. A second copy of the written grievance will be maintained by the Office Manager to monitor the grievance process.

903.4 POLICY

It is the policy of the Hartwell County Sheriff’s Department to provide a just and equitable system for the prompt handling of employee grievances without discrimination, coercion, restraint, or retaliation against any employee who submits or is otherwise involved in a grievance.

Anti-Retaliation