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This is the most important step in the grievance procedure. If the issue which caused the grievance
starts at this level, reasonable people can often work out their differences and reach a compromise or
some type of accommodation. The steward should never underestimate the importance of this step,
even where the authority to resolve the grievance may be at a higher level.
The grievance should be filed in the name of the grievant, not the steward. Several grievances under
one name creates confusion and leads to mislabeling of grievances at higher steps.
Step 2-Intermediate Administrator
In the event the grievance is not resolved at Step 1, a legible copy of the grievance form should be
presented in writing by the Union to the intermediate administrator or his/her designee within five (5)
calendar days of the receipt of the answer or the date such answer was due, whichever comes first.
If there is a question about who the intermediate administrator is, ask the labor relations
representative at your work site before it is appealed.
The intermediate administrator must meet and discuss the grievance within seven (7) calendar days.
The intermediate administrator must answer the grievance in writing within eight (8) calendar days of
the discussion. He/she should provide a copy of such answer and return a legible copy of the grievance
form to the grievant and a copy to one representative designated by the Union. If they cannot meet
within the time frame get a written extension. If the response is not given within the timelines forward
the grievance to the next step.
Oral and Written Reprimands
Oral and written reprimands are initiated at Step 1. Oral reprimands are only grievable through
Step 2. Written reprimands are grievable only to Step 3. If an oral or written reprimand becomes a
factor in the first subsequent disciplinary grievance that goes to arbitration, the arbitrator may consider
evidence regarding its merits during that arbitration, but only if the oral or written reprimand was
initially grieved. Grievances for which an oral or written reprimand is an element of the claim will not
be arbitrated.
Step 3 – Agency Head or Designee
If the grievance is still unresolved, the steward should present a legible copy of the grievance form
to the agency head or designee in writing within ten (10) calendar days after receipt of the Step 2
response or after the date such response was due, whichever comes first. A grievance involving a layoff,
non-selection, suspension, working suspension, or discharge should be initiated at Step 3 at the agency
within fourteen (14) calendar days of notification of such action.
Within fifteen (15) calendar days after the receipt of the written grievance, the parties should meet.
The contract specifically states that a meeting should take place unless the parties mutually agree
otherwise. If the agency prefers to skip the meeting and instead provide a written response, the steward
should protest, reminding the agency of its contractual obligation and also the Union’s desire to meet
within the time limits provided in the contract. In order to resolve a grievance, it is important to have a
Step 3 meeting so that all arguments can be thoroughly discussed.
How To Improve The Quality Of Step 3 Meetings
Obviously a successful Step 3 meeting requires two parties who want to find a middle ground, or
who are open to recognizing the merits of the other’s position. There is no such thing as a guaranteed
method for success, but there are several rules that, when followed, will promote success.
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