G.O. 4.05 - Grievance Procedures

Administrative Details

• Document Type: Norwich Police Department General Order (Policy & Procedure)
• Order Title: Grievance Procedures
• Distribution: All Personnel (sworn, civilian, probationary, non-bargaining, and bargaining-unit employees)
• Original Issue Date: $01/04/2021$ (format: MM/DD/YY)
• Reissue / Effective Date: left blank in transcript (MM/DD/YY placeholder)
• General Order Number: 4.05
  • Section 2 – Disciplinary Process
• Accreditation Standards Cited (POSTC):
  • $2.6.14$
  • $3.3.21$
  • $3.3.22$
• Authority: Patrick J. Daley, Chief of Police
• Rescinds: None stated; first issue
• Legal Disclaimer / Scope of Application
  • Order is for departmental use only.
  • Does not create higher legal standards in civil / criminal proceedings.
  • Violations of the order → departmental administrative sanctions only.
  • Violations of law → civil or criminal sanctions in judicial settings.

Purpose (Section I)

• Establishes guidelines & procedures for a clear, fair, and accessible grievance process for every employee of the Norwich Police Department (NPD).
• Ensures consistent handling of workplace complaints, misunderstandings, and perceived contract violations.

Policy (Section II)

• NPD commits to hearing, answering, and resolving employee grievances promptly and appropriately.
• Coverage
  • All employees, including probationary, may file complaints without prejudice.
  • Whether a probationary employee can file an official union grievance depends on the relevant collective-bargaining agreement (CBA).
• Protection from retaliation:
  • No employee shall be disciplined, harassed, or treated unfairly for filing or testifying in a grievance.

Procedures (Section III)

A. General Procedures

• Bargaining-unit employees (sworn & civilian)
  • Follow grievance processes laid out in their collective bargaining agreements (CBAs).
  • CBAs define:
  – Scope (what is grievable) & levels of appeal within NPD / City government.
  – Time limits for filing & appealing.
  – Information requirements for each filing.
  – Procedural steps / time frames for responses.
  – Employee representation rights.
• Non-bargaining-unit employees
  • Governed by Connecticut General Statutes, City Charter, City Ordinances, and City Personnel Policies.
  • Expected to raise complaints:
  1️⃣ Immediate supervisor → 2️⃣ Chain of command → 3️⃣ Chief of Police (if needed).

B. Grievable Matters

• Supervisors should resolve complaints informally first whenever possible.
• Typical union grievances involve allegations of:
  • Contract violations,
  • Breach of prior agreements / memoranda of understanding,
  • Prohibited practices (e.g., unfair labor practices).
• The exact scope & definitions rest inside each CBA.

C. Time Limitations

• Determined by each CBA. Example sequence (hypothetical typical police CBA):
  • Step 1 within $5$ workdays → Step 2 within $7$ → Arbitration request within $15$ days of Step 2 decision. (Actual numbers not specified in transcript.)
• Non-union employees: address complaints as soon as practical after incident.

D. Required Information in Written Grievances

• Preferred formats
  • Union: CBA-specified form.
  • Non-union: Letter or Inter-office Memo.
• Minimum data elements to include:
  • Employee’s name & signature (or union‐rep signature).
  • Classification / job title.
  • Date & time filed.
  • Detailed description of incident.
  • CBA sections allegedly violated (union cases).
  • Desired remedy / corrective action sought.

E. Responding to Grievances – Procedural Steps

1. Receiving official grievance:
   • Mark with date, time, and receiver’s initials.
2. Chief of Police (or designee) responsibilities:
   • Offer meeting with employee/representative.
   • Analyze facts / allegations.
   • Affirm or deny grievance in writing.
   • Identify remedy / adjustments (if any).
   • Provide written response to employee/union and City Human Resources ($HR$) Director.

F. Employee Representation

• Union members: representation as per union contract or state law.
• Non-union employees: may present grievances personally up to Chief of Police.

G. Coordination & Record-Keeping

• Chief of Police (or designee)
  • Tracks each grievance from filing through final disposition.
  • Enters each into a Log Book → assigns a control tracking number (if not pre-assigned).
  • Maintains grievance files in locked cabinet; dissemination per Public Records laws.
• Deputy Chief of Police
  • Conducts annual analysis of all grievances to:
  – Detect trends (e.g., repeated policy issues).
  – Address underlying departmental concerns.
  – Recommend changes to minimize grievance causes.
• Retention Periods
  • Files kept in HR and Office of Chief of Police ≥ 10 years after resolution, or longer per records-retention statutes.

Practical / Ethical Implications

• Encourages transparency & accountability within NPD by formalizing employee voice.
• Protects employees from reprisal, fostering a healthier organizational culture.
• Aligns with labor-management best practices and POSTC accreditation requirements, bolstering public trust.
• Meticulous record-keeping aids in:
  • Defending against unfair-labor allegations,
  • Preparing for audits or accreditation renewals,
  • Identifying systemic issues before they escalate into litigation or morale problems.

Connections & Contextual Notes

• Mirrors standard multi-step grievance models used in U.S. law-enforcement CBAs.
  • Steps typically escalate from informal discussion → supervisory levels → Chief → Mayor/City Manager → Arbitration.
• Compliance with $2.6.14$, $3.3.21$, $3.3.22$ ensures the agency meets POST Council standards for:
  • Employee grievance rights,
  • Written‐policy transparency,
  • Periodic analysis of disciplinary / grievance data.
• Compliments broader Disciplinary Process (Section 2), creating checks-and-balances between management authority and employee protections.