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(D) A grievance not advanced to the higher step within the time limit provided shall be deemed permanently withdrawn and as having been settled on the basis of the decision most recently given . Failure on the part of the County' s representative to answer within the time limit set forth in any step will entitle the employee to proceed to the next step . (E) When a grievance is reduced to writing there shall be set forth : 1 . A complete statement of the grievance and the facts upon which it is based ; 2 . The section or sections of this agreement claimed to have been violated ; and 3 . The remedy or correction requested . ( F) In the settlement of any grievance resulting in retroactive adjustment , such adjustment shall be limited to ten calendar days prior to the date of the filing of the grievance . STEPS FOR GRIEVANCE PROCESSING In the event a grievance arises , the employee must discuss the grievance with his immediate supervisor within five business days after he had knowledge of his grievance . At the time of submitting the grievance, and to ensure that grievances are settled at the first opportunity, the aggrieved employee should request an informal meeting with his supervisor prior to a Step 1 hearing to discuss the circumstances giving rise to the grievance . In the event the issue in dispute cannot be resolved between the supervisor and the grievant, the grievance may be presented by the grievant at Step 1 of the grievance procedure within five working days from the date of the supervisory meeting . Such written grievance must indicate that the matter had been reviewed with the immediate supervisor. Any grievance filed over being discharged shall be directly submitted to Step 3 . Step 1 : The aggrieved employee shall present his grievance to his division head . The aggrieved employee may request a representative of the union to be present. The division head will meet with the aggrieved employee and his representative within five business days after submission of the written grievance , unless mutually agreed otherwise . Discussions will be informal for the purpose of settling differences in the simplest and most direct manner. The division head shall reach a decision and communicate it in writing to the aggrieved employee with a copy to the union within five business days from the date the grievance was presented to him . If the Division Head fails to issue a timely response, then the grievance may be filed to Step 2 . Step 2 : If the grievance is not settled in the first step , the aggrieved employee , within five business days of the time that the Step 1 decision was rendered , shall forward the written grievance to the department head . The department head shall meet within five working days , unless mutually agreed otherwise with the aggrieved employee who may 28