KEA-R Stakeholder Grievance Process

Title                            Stakeholder Grievance Process

Designation               KEA-R

Office/Custodian       Business and Education/Director of Human Resources and Director of Culture & Services

 

The grievance process procedures contained herein are intended to provide a clear, well-defined means of articulating and bringing forth concerns. 

 

If you have a concern, please communicate directly with the staff member with whom you have the concern, with the goal of resolving the matter informally.  Communication is essential to resolving concerns and conflicts. It is important that the staff member understands your concern so they may fully address and resolve it. It is important to explain your concerns, the resolution you are seeking and your suggested remedy.

 

You are not required to directly confront the person who is the source of your report, question, or complaint before notifying any of those individuals listed. Nevertheless, you are required to make a reasonable effort to bring forward a report or complaint so conflict may be resolved.

 

If the concern is not resolved to your satisfaction, you may submit a Stakeholder Grievance Form (found online at www.d49.org/grievance) within twenty working days of receipt of the original response.  Please fill out the form thoroughly.  Your submitted form will be sent to the district administrators designated as grievance facilitators, one of whom will be assigned to facilitate your grievance.  The assigned facilitator will contact you to confirm receipt and review the grievance process.   

 

Admin Level I:  School Administrator

The school administrator or his/her designee will review the Stakeholder Grievance Form and contact you within three working days of receipt of the appeal to arrange a meeting. The purpose of this meeting is to gain a full understanding of the situation. The staff member who provided the original response will be invited to attend the meeting.  The staff member may opt to not attend.

 

Within five working days after the meeting the administrator shall communicate the decision in writing. This decision shall include the school administrator’s findings, conclusions, and recommendations.

 

Admin Level II:  Zone Leader/Executive Director Level Procedure

If you are not satisfied after receiving the School Administrator’s written decision, you may appeal the matter to the zone leader/executive director level within twenty working days.  To do this, you will need to initiate an appeal using the online Stakeholder Grievance Form.  Because new or expanded concerns will not be considered in an appeal, your appeal should simply specify that you are appealing the decision made at the previous level.

 

The zone leader/executive director or his/her designee will contact you within three working days of receipt of the appeal to schedule a meeting.  The purpose of this meeting is to gain a full understanding of the situation. The staff members involved in the previous levels will be invited to attend this meeting. The staff members may opt not to attend.

 

Within five working days after the meeting, the zone leader/executive director or his/her designee shall communicate to you his/her written decision. This decision shall include the zone leader’s/executive director’s findings, conclusions, and recommendations.

 

Admin Level III:  Chief Officer Level Procedure

If you are not satisfied after receiving the zone leader’s/executive director’s decision, you may appeal the matter to the chief officer level within twenty working days. To do this, you will need to initiate a new online Stakeholder Grievance Form. Because new or expanded concerns will not be considered in an appeal, your appeal should simply specify that you are appealing the decision made at the previous level. The chief officer may designate another individual to hear the matter.

 

After an appropriate review of the Stakeholder Grievance Form and previous decisions, the chief officer or his/her designee will within ten working days of receipt of the appeal contact you to arrange a meeting. 

 

The meeting will include the staff members who provided the decisions at the previous levels (unless they opt not to attend) and the chief officer or his/her designee. The meeting shall be limited to those grounds specified in the written concern submitted by the stakeholder.

 

Within ten working days of the hearing meeting, the chief officer or his/her designee shall communicate his/her decision to you in writing. The decision shall include the findings and conclusions of the chief officer or his/her designee.

 

Board Level Procedure

If you are not satisfied with the decision at the chief officer level, you may, within twenty working days, submit an appeal using the online Stakeholder Grievance Form to request a hearing before the Board.  Because new or expanded concerns will not be considered in an appeal, your appeal should simply specify that you are appealing the decision made at the previous level.

  1. In considering whether to hear the grievance, the Board as a body will consider: Whether a board policy is implicated;
  2. The facts and findings at the earlier levels;
  3. Whether a board policy or approved procedure was possibly violated, misapplied, or inequitably applied;
  4. Whether a new board policy or procedure may be needed or an existing policy or approved procedure needs to be changed or have an exception made; and
  5. Whether the policy and approved procedure were followed in the previous levels.
     

The Board shall respond to the request for a hearing no later than its next scheduled regular meeting.  If the board decides not to hear the appeal, the Board will communicate its decision to you in writing within five working days of its decision.  In such instances, the decision from the chief officer level shall be final.

 

If the Board agrees to hear the appeal, the hearing shall be held at the next scheduled Board work session 

 

The hearing will include the staff members who provided decisions at any previous levels (unless a staff member opts to not attend). The hearing will be open to the public, unless there is a lawful reason to hold the hearing in executive session. The meeting shall be limited to those grounds specified in your original, level 1 Stakeholder Grievance Form.

 

The Board shall render its written decision not later than fifteen working days after hearing the appeal.

 

Constraints Imposed During School Breaks and Between School Years

If a grievance is filed when school is not in session or spans a period when school will not be in session, then a reasonable effort will be made to honor timelines established by this regulation. However, the availability of persons of interest or witnesses could extend the resolution process.

 

Timeliness

The accuracy of the investigation is directly related to the investigator’s ability to conduct interviews with persons of interest and/or witnesses; therefore, incidents should be addressed at the appropriate level without delay. Incidents that happened more than six months ago require approval by a chief officer before the district will activate this process.  The chief officer will decide whether or not to accept a grievance outside the standard time frame. In the case of ongoing or recent harassment and discrimination to include Title IX violations it would be best if reports were made immediately; however, reports of this nature will routinely be accepted beyond 6 months.

 

Appellate Timelines

It is the complainant’s right to appeal the decision of each level until the process terminates with the Board of Education (BOE). Our district procedure provides 20 work days allowable between each level to file the next appeal. If no appeal is filed during that timeframe and no reasonable extension is requested, then a letter will be filed indicating that the grievance is considered closed. The complainant may request a copy of the closure letter for their personal records. 

 

 

Adopted:  October  9, 2014

Revised:  May 11, 2017

Revised:  July 11, 2019