HR2405 FINAL.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Number: HR2405
Policy Title: Current Adoption
x-x-xxxx
EMPLOYEE WORKPLACE CONCERNS Date:
Current
x-x-xxxx
Implementation Date:
Board Agenda
Approved by: Number:
BOARD OF SUPERVISORS Original Adoption
07-1998
Date:
I. PURPOSE
This Policy provides for a formal resolution process for employee workplace
concerns and encourages resolution at the lowest possible level. This Policy is
intended to supplement, rather than discourage or replace informal discussions
between a supervisor and employee.
II. APPLICATION
This Policy applies to employees of all appointed departments and Maricopa
County Special Districts. Unless adopted by an elected official, this Policy is
instructive only, subject to review by Employee Relations for compliance with
federal or state law.
III. DEFINITIONS
A. Appointing Authority: An elected official, the single administrative or
executive head of a Department/Special District, or the designated
representative authorized to act in this capacity.
B. Employee Relations: The Employee Relations division of the Maricopa
County Human Resources Department located at 301 W. Jefferson Avenue,
Suite 200, Phoenix, Arizona 85003.
C. Department Human Resources: The employee’s assigned internal human
resources office. If there is no departmental human resources, then it refers
to the department’s assigned HR Liaison.

Policy Title: Policy Number: HR2405
EMPLOYEE WORKPLACE CONCERNS Current Adoption
Date: xx-xx-xxxx
D. Workplace Concern: An issue, inquiry or complaint regarding workplace
practices or conduct, which cannot be addressed through other specific
complaint or appeal procedures. Examples of workplace concerns include,
but are not limited to:
 Inappropriate, unfair or inconsistent application of policies or procedures
 Discourteous treatment of an employee, fellow employees or the public
 Inappropriate relationships in the workplace
 Misuse of County equipment or property
 Personal or professional conflicts of interest
 Code of Ethics violations
 A violation of County policy
IV. POLICY AND PROCEDURE
A. Addressing Workplace Concerns: Employees who have a workplace
concern should first attempt to discuss the issue with their immediate
supervisor whenever practicable, and if possible, the supervisor should work
with the employee to resolve the concerns.
Step 1: An employee who has a workplace concern should report the concern
first to their direct supervisor or the next higher level of management. If the
supervisor is the subject of the concern, employees may choose to submit the
concern to the next higher level of management. Employees are encouraged
to submit the concern by completing the Maricopa County Employee
Workplace Concern Form and providing the completed form to their supervisor
or manager.
Step 2: If a supervisor or manager receives a completed form or a verbal
statement regarding a workplace concern from an employee, the supervisor or
manager should respond to the employee within 14 calendar days after
receiving the notice. (Written responses are not required under this Policy.) If
a resolution is taking longer than 14 calendar days, the supervisor or manager
should notify the employee of the current status and provide an approximate
completion date.
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Policy Title: Policy Number: HR2405
EMPLOYEE WORKPLACE CONCERNS Current Adoption
Date: xx-xx-xxxx
Step 3: If the employee is not satisfied with the supervisor’s or manager’s
response, the employee may forward their concern in writing to Department
Human Resources. If the Appointing Authority or Department Human
Resources is the subject of the concern, the employee may submit the
concern to Employee Relations. The employee should submit a written
statement to Department Human Resources as soon as possible after the date
of the employee’s receipt of the supervisor’s or manager’s response or lack of
a timely response. Department Human Resources may investigate the
employee’s concern and consult with Employee Relations, the Department’s
Appointing Authority, and any other necessary members of management to
resolve or address the employee’s concern. If resolution by Department
Human Resources is taking longer than 14 calendar days, Department Human
Resources should notify the employee of the current status and provide an
approximate completion date. If Department Human Resources decides not to
take further action regarding the matter, the employee should be notified within
14 calendar days.
Step 4: If the employee is not satisfied with the response from Department
Human Resources, the employee may submit the concern, along with any
prior documentation, to Employee Relations. The employee should submit the
written statement to Employee Relations within 7 calendar days from the date
of the employee’s receipt of Department Human Resources’ response. If the
employee has not received a timely response from Department Human
Resources, the employee may notify Employee Relations. Employee
Relations may investigate the employee’s concern and consult with
Department Human Resources, the Department’s Appointing Authority or
other employees, as needed, to resolve or address the employee’s concern. If
a resolution is taking longer than 14 calendar days, Employee Relations
should notify the employee of the current status and provide an approximate
completion date.
Step 5: If Employee Relations is unable to resolve or address the employee’s
concern or decides not to take further action regarding the matter, Employee
Relations, with the concurrence of the Maricopa County Human Resources
Director, will provide a response to the employee, which will be the final
decision and resolution of the employee’s concern.
B. Employees who submit concerns in good faith under this Policy shall not be
subject to adverse action.
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Policy Title: Policy Number: HR2405
EMPLOYEE WORKPLACE CONCERNS Current Adoption
Date: xx-xx-xxxx
V. ISSUES EXCLUDED FROM THIS POLICY
A. An employee may not use the process outlined in this Policy to seek review of
decisions or actions for which there is already another available internal
review procedure. These include, but are not limited to, performance
evaluation ratings and issues that may be appealed to the Merit Commission
(dismissal, suspension, or involuntary demotion). Employees also may not
use this policy to challenge a reduction-in-force or a Department’s decision to
use furloughs.
B. Concerns about potential employment discrimination, harassment or
retaliation based on a characteristic protected by state or federal law are
addressed in HR2406. If an employee is not sure whether their concern falls
under this Policy or Policy HR2406, the employee should contact Department
Human Resources or Employee Relations for guidance.
C. Employee Relations’ review of a decision by an elected official will be limited
to employee workplace concerns that relate to compliance with state or
federal law.
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