NDSU Extension Service - Morton County

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Grievance Process

GRIEVANCE PROCESS

GRIEVANCE COMMITTEE PROCESS

PURPOSE

The 4-H grievance process provides a vehicle by which to respond to 4-H members’ concerns relating to all 4-H activities.

WHAT MAY AND MAY NOT BE GRIEVED

A grievance committee may be convened for the following situations:

  • Alleged wrongdoing.
  • Rule violations.

A grievance committee will not be convened for the following situations:

  • Decisions made by judges, which are final.
  • Issues related to deadlines for membership enrollment, livestock identification, and/or county fair pre-registrations; due process will be provided by Extension staff.
  • Code of Conduct related violations, which will be addressed by staff according to the established process.

WHO MAY GRIEVE AN ISSUE

Only a Morton County 4-H member.

WHO RESPONDS TO THE GRIEVANCE

The grievance committee of 5 members will be selected and will have youth and adult representation. The committee is made up of:

  • Morton County 4-H Council President
  • Member of the Livestock Committee
  • Member of the Horse Committee
  • Member of the General 4-H Achievement Day Committee
  • Morton County 4-H Youth
  • Morton County 4-H Extension Service Agent serving as Ex Officio

 

PROCESS FOR FILING A GRIEVANCE

  • During the county fair, grievances must be filed within 24 hours (1 day) of the incident.  These must be turned in to Extension personnel.
  • The North Dakota State University Extension Service Morton County Grievance Form (attachment A) must be filled out and signed by the 4-H member(s) filing grievance. Their Parent(s)/guardian(s) must sign the grievance be filed.  There is no limit to the number of people signing the grievance, but they must be directly impacted by or involved in the situation.
  • The grievance form must be submitted with $50 (cash or check).  The money will be returned if the decision is ruled in favor of the person(s) filing the grievance.

THE GRIEVANCE COMMITTEE PROCESS

  • The grievance will be acknowledged after receiving the written grievance and will be responded to in a timely manner.
  • Grievances related to judges’ integrity, decision, placing’s or other evaluations will not be accepted.  Judges decisions are final and not grievanceable. 
  • The committee will review the written grievance.  They may call for a face-to-face meeting with affected persons and event leadership to discuss the situation and the official ruling.  Recommendations will be developed, followed, and communicated both verbally and in writing to the individual or group affected.
  • Failure of the part filing the grievance to attend the face-to-face meeting with the Grievance Committee will result in no action and forfeiture of the deposit. 
  • In cases of grievance, the 4-H member/parent/guardian/leader may continue to participate.  Results subject to change based on the outcome of the grievance process.  The Morton County 4-H Grievance Committee reserves the right to exclude exhibitors if warranted and withhold any awards.
  • The resolution of the issue will be filed in writing and kept as a permanent record of the grievance at the Extension Service Office in Morton County.

ROLE OF THE EXTENSION OFFICE STAFF

Extension service staff will forward grievances to the committee promptly and will convene all meetings at which grievances are heard to ensure that all sides are heard and all options/alternatives are considered.  Extension service staff will facilitate the meeting but will not have a vote in the final decision.  Extension service staff will notify the individual(s) filing the grievance of the decision. The Extension Service staff will serve as an Ex Officio as part of the Grievance Committee.

To obtain Grievance Form A, click here.

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