Grievance File Documentation Checklist

Objective: To provide a clear audit trail on all actions taken and leading up to a final decision on each grievance. This checklist applies to both negotiated and administrative grievances. The Employee Relations Specialist should keep copies that are signed and dated.

• Written grievance.
  
• Designation of representative.
  
• Witness statements.
  
• Memos on discussions with grievant/supervisor/rep/witnesses.
  
• MFR on 2nd level grievance.
  
• 2nd level decision memo.
  
• DR's report of findings and recommendations.
  
• 3rd level decision.
  
• Union letter invoking arbitration.
  
• Request for list of arbitrators (Association of American Arbitrators or Federal Mediation and Conciliation Service).
  
• Memos regarding meetings with union to select arbitrator/schedule arbitration, etc.
  
• Brief.
  
• Arbitration notes.
  
• Post-hearing brief.
  
• Arbitrator's decision and bill.
  
• Record of implementation of arbitrator's decision.
  
• MER case tracker record (if used).
  
• Letter to OCI, if used.
  
• OCI report and recommendations, if utilized under administrative procedure.
  
• Deciding Official's decision and other documents pertaining investigation of the administrative grievance.
  
• Other supporting documentation such as:
  1. SF50s
     
  2. Applicable regulations
     
  3. Official documents (e.g., performance plans,performance ratings)
     
  
  
• Documentation regarding requests for and approval of extensions/waivers of any steps in the process.