III. GRIEVANCE POLICY
What is a Participant Grievance? An expression of dissatisfaction relating to any service provided by The LIME Foundation, to include violation of civil rights, type of service or other conditions.
It is the policy of the agency to ensure that Participants receive fair and equitable treatment through provision of an easily accessible procedure for expression and reconciling grievances and that Participants feel free to use the procedure without fear of criticism or action being taken against them. The LIME Foundation will not discriminate against persons regardless of race, color, religion, sex national origin, or political affiliation in the process of recruiting, appointing, promoting, demoting, evaluating, compensating, or removing Participants.
This policy has application to all services provided by The LIME Foundation. All time limits listed are business days.
Grievance hearings are to be scheduled at mutually convenient times.
New grievance issues not raised by Step I may not be raided by either party at Step II. All persons involved must treat all grievances with the utmost confidentiality.
A written summary of the complaint and facts and information accumulated should be made by the staff person and the Executive Director at each step and forwarded to the Board of Directors, with copies of grievance appeals and responses.
A. Informal Grievance-Every reasonable effort should be made by the staff person and Participant to resolve any questions, problems and misunderstandings that may arise. Accordingly, staff persons should immediately discuss any complaints or questions they may have with their immediate supervisor and are urged to initiate such discussions at the time the Participant expresses dissatisfaction or questions arise.
The Executive Director and Supervisors, in turn, should take positive and prompt action to answer Participant’s question and resolve complaints presented.
These informal grievances must be in writing.
The applicant or the representative of the applicant shall have access to records relevant to the appeal process.
B. Step I-Formal Grievance-If a Participants’ problem has not been resolved after discussing the concern with the staff person, a grievance may be initiated with the Executive Director at Step I. These grievances must be in writing. To be accepted for consideration, a grievance must be initiated within ten (10) days following the date when the incident arose. The Executive Director arranges a meeting with the Participant and the staff person to discuss the complaint develops all the available facts and information relevant to the grievance and issues a decision within ten (10) days after receiving grievance. In cases where oral responses have been given the Participant, a memorandum summarizing the response should be prepared and forwarded to the aggrieved party.
C. Step II-Appeals-If satisfactory resolution of the grievance is not reached at Step I, the Participant may request that the grievance be appealed to the Board of Directors within seven (7) days after receiving the Step I decision; the grievance is considered settled on the basis of the Step I decision if such request is not presented. Upon receiving the grievance, in writing, the Board of Directors shall meet with the client at the next regularly scheduled board meeting after received the grievance to hear the client’s viewpoint. The Board of Directors written decision is presented to the aggrieved employee within five (5) days following the meeting, with copies tothe Executive Director. This appear, when presented to the Board of Directors, will be the final authority.
Board of Directors
With respect to the grievance appeals, a quorum of Board of Directors shall suffice. The Executive Director and other ex-officio members of the Board of Directors shall vacate their seats during discussion of the grievance matters.
Only the client, their personal representative, and person designated by the Board may attend the Grievance Hearings.
If any client fails to follow the grievance procedure, he or she will be directed by the Executive Director and/or Board of Directors to review the grievance procedure and to follow the procedure as written.
You will be provided a copy of this document for reference should the need arise. A second copy will be placed in your participant file folder.
This is to certify that I have read and understand my rights regarding grievances.