The St. Charles R-VI School District is interested in employee concerns and ideas for improving the
district. District employees are encouraged to discuss concerns with supervisors and the
administrative staff so that issues may be addressed in a timely fashion.
Grievance
Because violations of Board policies, regulations and collective bargaining agreements are
particularly problematic, the Board has developed this formal process for addressing these
grievances.Grievance processing should be viewed as a positive and constructive effort to establish
the facts upon which the grievance is based and to accurately implement Board policies, regulations
or collective bargaining agreements. The district strictly prohibits discrimination or retaliation of
any kind against any party in interest, any witness, any representative or any other participant in the
grievance process by reason of such participation.
Definitions
Adviser – A person of the grievant's choice, other than an attorney, who will be available for
consultation as needed. (The role of the adviser may be changed to that of a participant if agreed by
mutual consent.)
Days – Calendar days, whether occurring during the regular school year or during the summer, but
excluding: weekends; district-designated holidays (whether on the original school calendar or
designated thereafter); winter and spring breaks and other Board-designated breaks; and closings due
to inclement weather, illness, natural disaster, or other emergencies. (In reference to deadlines cited
in this policy, the day of occurrence or delivery of responses will not be counted as the first day. The
last day will end at the close of the normal business day.)
Grievance – An allegation by an individual employee that a collective bargaining agreement or a
specific, written, Board-adopted policy or regulation has been violated or misinterpreted. A
grievance does not include concerns regarding the content of performance evaluations or remedial
documents, nonrenewal of contracts, employee discipline, reduction in force or termination. This
policy does not apply if another Board policy or regulation or state or federal law provides due
process, a hearing or a different method for addressing the issue. The classified employee initiating
the grievance must sign the grievance form at each level.
Grievant – A classified employee of the School District of the City of St. Charles who has filed a
grievance.
Performance Evaluations or Remedial Documents – Any assessment of employee performance
including, but not limited to, notice of deficiencies, job targets, professional development plans and
professional improvement plans.
Supervisor – The grievant’s immediate departmental supervisor.
Grievance Process
1. Grievances must be filed within ten (10) days of the occurrence that is the basis of the
grievance. The grievance must be in writing, on the forms provided by the district, and
include a copy of the provision of the Board-approved collective bargaining agreement,
policy or regulation alleged to be violated or misinterpreted, as well as a statement of the
relief requested.
2. Grievances will be processed according to the step-by-step process outlined below, with the
following exceptions. If a person designated to hear a grievance is the subject of the
grievance, the grievance process will begin at the next highest level. If a grievance is directly
based on official Board action, the grievance shall be directed to the Board secretary. The
grievance may be heard by the Board at the sole discretion of the Board.
3. No new information may be added and no new claims may be made after Step One. Each
subsequent appeal will address only the facts and issues presented at Step One.
4. The deadlines established under this policy may be extended upon the written request of the
grievant or the supervisor, but the final decision regarding any extension shall be made by
the superintendent at his or her sole discretion. Investigation and reporting deadlines will be
extended when more time is necessary to adequately conduct an investigation and to render
a decision. The superintendent will grant or deny a request for extended time within two (2)
days. The grievant and supervisor will be notified of the decision.
5. Failure of the district to reply or render a decision at any step except Step Three (final appeal)
shall result in the grievance being advanced to the next level.
6. Failure of the grievant at any step of this process to appeal a grievance to the next level
within the specified timelimits shall be deemed as acceptance of the findings and remedial
action taken. The district will not consider late appeals.
7. All communications, notices and papers required to be in writing shall be served personally
or by registered (certified) United States Postal Services.
8. Once a decision is rendered under this grievance process, the decision is final. Grievance
decisions cannot be the subject of a new grievance.
9. Any grievant or administrator may be represented at Step One, Step Two and Step Three of
this process by not more than two (2) persons of his or her choosing. Additional
representatives shall be by mutual agreement. However, because the point of a grievance is
to provide resolution outside the court system, an employee is not entitled to bring an
attorney to grievance proceedings. Once an attorney becomes involved in the process, the
superintendent or designee will refer the matter to the district's private attorney and the
grievance process will end.
Immediate Supervisor or Principal (Step One )
1. A support staff employee with a grievance shall first discuss it with his/her principal or
immediate supervisor as may be appropriate with the objective of resolving the matter
informally. However, before an aggrieved support staff employee can move to Step Two,
he/she must submit to his/her principal or immediate supervisor a written statement on the
grievance form. The principal or immediate supervisor shall have a period of not less than
five (5) days during which he/she shall hold a conference with the grievant.
2. Following the conference, but not later than ten (10) days from the date of filing of the
grievance, the principal or supervisor shall tender a written response to the grievant.
Superintendent (Step Two)
1. If the grievance is not satisfactorily resolved at Step One within 15 days after the grievant
filed a written grievance, the grievant may submit the written grievance, the extent and
conditions of which may not be expanded from Step One, to the Office of the
Superintendent. The superintendent or his/her designee shall schedule and hold a conference
relative to such grievance within five (5) days of receipt of such grievance.
2. Within three (3) days of such meeting, the superintendent or his/her designee shall
communicate a decision in writing to the grievant.
Board of Education or Board Committee (Step Three – Final Appeal)
1. If the grievance is not satisfactorily resolved at Step Two within 15 days after the grievant
filed a grievance at Step Two, the grievant may submit the written grievance, the extent and
conditions of which may not be expanded from Step Two, to the Board of Education. The
Board shall set a date to hear the dispute. The Board shall determine the procedures of the
hearing.
2. Within five (5) days of such meeting, the Board shall render a written decision to the
grievant, which shall be final.
Documentation
A grievant will receive a written response or report regarding his or her grievance, but the grievant
and persons investigated in the course of the grievance are not entitled to view or receive copies of
the investigation file or notes taken during the investigation, unless required by law.
All documents, communications and records dealing with the processing of a grievance shall be filed
separately from the personnel file of the participants. However, if an employee is disciplined as a
result of the grievance, the discipline may be recorded in the employee's personnel file and discussed
with the employee. Information recorded in an employee's personnel file will not be shared except
as provided in Board policy or required by law.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section
for other pertinent policies and to review administrative procedures and/or forms for
related information.
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Adopted: 10/14/1993
Revised: 06/08/1999; 06/08/2000; 10/14/2004; 07/14/2011
Cross Refs: KL, Public Complaints
St. Charles School District, St. Charles, Missouri
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