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Grievances and Mediation with Forms

Grievances and Mediation

A grievance is a request for relief in an employment matter by an employee or group of employees which affects them and which is subject to the control of the appointing authority whereas mediation provides an alternative to the grievance process for resolving issues at the lowest level possible, although it may be used as part of Step 1 in the grievance procedures.

You may want to review the process in Pub.04-06-Employee Grievance Hnadbook (07-2008) even though it may be slightly out of date.

Grievances

Who do I file a grievance with?
The OKDHS Grievance Manager, HRMD, P.O. Box 25352, Oklahoma City, OK 73125. The telephone number is (405) 522-2089.
What are the time frames for filing a grievance?
A formal grievance shall be filed within 20 calendar days of the date of the act or incident, or within 20 calendar days of the date the employee becomes aware of or, with reasonable effort, should have become aware of a grievable issue.
How do I file a grievance?
The grievance process has two steps. The first step, informal discussion, requires the employee and the immediate supervisor to attempt to resolve the dispute informally. The second step, the formal filing of the grievance, involves the employee formally filing the grievance form and any attachments with the grievance manager. The OKDHS Grievance Form 11PE011E is used to file a grievance.
How is my grievance processed?
Once the grievance manager has determined your grievance meets jurisdictional requirements, it will be forwarded to the Step 2 decision maker who will review the evidence, talk with you (face-to-face or by telephone) and then render a final decision on the matter. The final decision shall be issued in writing within 45 calendar days, but there are provisions for 15 and 30 calendar day extensions of the resolution time period. However, in no case shall the total resolution time of the grievance process exceed 90 days.

Mediation

Mediation provides an alternative to the grievance process for resolving issues at the lowest level possible, although it may be used as part of Step 1 in the grievance procedures. It is a problem-solving process in which parties to a dispute meet together with a neutral third party, known as a mediator, to identify issues, develop options and consider alternatives with the goal of reaching an agreement acceptable to all parties.

Any party to a dispute may request mediation by filing an 11PE097E Request for Mediation Session with the OKDHS grievance manager. The completed 11PE097E Request for Mediation Session must include:

  • A brief statement of the issues identified to be mediated;
  • Names, addresses and telephone numbers of all parties to the dispute; and
  • Any representatives who will be involved and their contact information;

Parties participating in the mediation must have the authority to make a decision and be capable of entering into an agreement.

Please contact STO.HRM.Grievance@okdhs.org or STO.HRMD.MediationGrp@okdhs.org for more information.