Creating a grievance

Select Administrator > Employee Relations > Grievances or Generalist > Employee Relations > Grievances.

Click New.

Specify this information:

Employee: Optionally, select an employee.
Group: Select a group to create a grievance on behalf of a group of employees. For example, a union that is representing employees, a team, or a shift.
Step: Select the step for this grievance in the employee relations workflow. Each step represents a level of grievance severity. When the grievance is initially saved, the step is maintained on the Steps tab. Grievance steps are defined within a group.
Type: Select the type of incident. A type identifies the issue or policy involved in the grievance.
Discrimination Type: Optionally, select the discrimination type for this grievance. For example, age, gender, nationality, race, or religion.
Incident: Select the date of the incident that resulted in this grievance.
Received: Select the date on which the grievance was received.
Status: The status of the grievance is displayed. The grievance can be in a status of Active, Resolved, or Withdrawn.
External Reference: Optionally, specify an external reference identifier. For example, a union can have its own grievance tracking number that you can specify here.
Total Cost: The total cost of the grievance is calculated by the system.
Issue: Describe the topic of the grievance.
Requested Resolution: Optionally, describe the resolution that the employee is requesting.
Reporting: Select any of the employee fields on which to report. The default value is from the primary work assignment for the employee and can be changed. If you specified information in the Employee field, these fields populate automatically after the grievance is saved.

Click Save.

More options are displayed on the Additional Items tab.

On the Steps tile, update steps and add additional steps as the grievance is moved through its life cycle.

The current step is displayed on the Details tab.

The Steps tile is used to track when a step was initiated, when a response is due, and when the response was sent. A grievance typically goes through several steps in its life cycle.

When you select the Initiated date, the date on which a response is due is calculated based on the step definition. You can select a different Response Due date. The Calculated Due date is displayed for reference.

On the Resources tile, identify additional resources that are related to this grievance. For example, a union representative.

Click Create to add a resource. You must select a role for the resource. Select the Resource Is Non-Employee check box if the resource is not an employee. Optionally, select contact information and add comments. If the resource is an employee, the primary work assignment and manager information are used. If available, the email address and telephone number are completed by the system when the record is saved.

On the Documentation tile, create a new document that contains information about the grievance, such as details of the investigation.

You can specify comments, attach a file, or associate a URL.

Documents that are created using the Create Document function, including the current step and the previous grievance steps, are also listed here. Documents that are created with this action are merged with the grievance data.

On the Costs tile, track the costs for the grievance. For each cost added, specify the amount. Optionally, select the cost type, specify the currency, and add related comments.

On the Precedents tile, associate previously resolved grievances that may be related to this one. For example, a similar situation occurred previously and the resolution is a factor in determining the resolution for the current grievance.

To set the grievance as a precedent for future grievances on how to handle the situation, open the grievance and click Set As Precedent. The grievance must be in a status of Resolved with a resolution selected.

To remove the grievance as a precedent, click Remove as Precedent. The grievance must be in a status of Resolved.

On the Notes tile, associate existing notes to the grievance.

If a note was associated in error, it can be disassociated from the grievance using the Disassociate action. The note still exists for the resource but is not associated with the grievance.

On the Coaching tile, associate a coaching with the grievance.

Notes that were associated to the coaching are associated to the grievance.

If a coaching was associated in error, it can be disassociated from the grievance using the Disassociate action. The coaching still exists for the resource, but is not associated with the grievance. If a coaching is disassociated, notes that were associated through the coaching are not automatically disassociated. Those notes must be reviewed manually, because the notes may still apply.

On the Corrective Actions tile, associate a corrective action with the grievance.

Notes or coachings that are associated to the corrective action are associated to the grievance.

If a corrective action was associated in error, it can be disassociated from the grievance using the Disassociate action. The corrective action still exists for the resource, but is not associated with the grievance. If a corrective action is disassociated, notes or coaching that were associated through the corrective action are not automatically disassociated. Those notes must be reviewed manually, because the notes may still apply.

On the Correspondence tile, view all emails that have been sent about this grievance and you can create email messages for this grievance. Click Create to select an email template and modify the email before sending.

After a grievance is created, right-click the grievance and select an option for processing.

Resolve: Use this action to mark a grievance as resolved and provide resolution information. For example, a pay dispute could have a resolution type of Changed The Pay. When resolving a grievance, select a resolution and select the Precedent check box to mark the resolution as the precedent for future grievances.
Withdraw: Use this action to indicate that a grievance is withdrawn by the submitting party. Select a resolution.
Activate: If a grievance was previously resolved or withdrawn, use this action to reactivate it.